This document is essential for organizations implementing structured feedback systems in Hong Kong. The 360 Degree Feedback agreement establishes the legal and operational framework for collecting, processing, and utilizing multi-source feedback from employees, managers, peers, and other stakeholders. It addresses critical aspects of Hong Kong's data privacy regulations, particularly the Personal Data (Privacy) Ordinance, while setting out clear guidelines for feedback collection, confidentiality, and result handling. The agreement is typically used when engaging external providers for feedback systems or formalizing internal feedback processes, ensuring proper governance and risk management in performance evaluation practices.
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1. Parties: Identifies the contracting parties - typically the organization and the service provider implementing the 360-degree feedback system
2. Background: Sets out the context and purpose of implementing the 360-degree feedback system
3. Definitions: Defines key terms used throughout the agreement including 'Feedback Participants', 'Raters', 'Feedback Reports', etc.
4. Scope of Services: Details the specific feedback services to be provided, including assessment areas and participant groups
5. Implementation Process: Outlines the steps and timeline for implementing the feedback system
6. Data Protection and Privacy: Specifies measures for protecting personal data in compliance with Hong Kong privacy laws
7. Confidentiality: Details confidentiality obligations regarding feedback data and results
8. Roles and Responsibilities: Defines the responsibilities of all parties involved in the feedback process
9. Quality Assurance: Establishes standards and measures for ensuring quality of the feedback process
10. Term and Termination: Specifies the duration of the agreement and conditions for termination
11. General Provisions: Standard contract clauses including governing law, notices, and amendments
1. Training and Support: Include when the service provider will provide training to participants or administrators
2. Technical Requirements: Include when the feedback system involves specific software or technical platforms
3. Custom Report Development: Include when bespoke reporting formats are required
4. Data Migration: Include when existing feedback data needs to be transferred or integrated
5. Multi-language Support: Include when feedback will be conducted in multiple languages
6. Intellectual Property Rights: Include when proprietary assessment tools or software are involved
7. Service Level Agreement: Include when specific performance metrics and standards need to be maintained
1. Schedule 1 - Feedback Methodology: Detailed description of the feedback collection and analysis methodology
2. Schedule 2 - Fee Schedule: Breakdown of fees and payment terms
3. Schedule 3 - Implementation Timeline: Detailed project timeline with milestones and deliverables
4. Schedule 4 - Data Protection Protocols: Specific procedures and safeguards for data protection
5. Schedule 5 - Feedback Questionnaire Ƶ: Sample or final versions of feedback questionnaires
6. Appendix A - Participant Communication Ƶ: Standard communications for different stages of the feedback process
7. Appendix B - Report Formats: Sample formats for individual and aggregate feedback reports
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