The Authorization To Share Information document is essential for organizations operating in New Zealand that need to share personal, sensitive, or confidential information with third parties while maintaining compliance with the Privacy Act 2020 and other relevant legislation. This document becomes necessary when regular information sharing is required between organizations for legitimate business purposes, such as healthcare providers sharing patient information, financial institutions sharing customer data, or employers sharing employee information with service providers. It ensures that all parties understand their obligations regarding data protection, confidentiality, and the specific scope of authorized information sharing. The document includes clear provisions for consent, data handling procedures, and revocation rights, making it suitable for various business contexts while maintaining robust privacy protection measures.
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1. Parties: Identifies the individual/entity giving authorization (Authorizer) and the organization/entity being authorized to share information (Authorization Holder)
2. Background: Explains the context and purpose for the information sharing authorization
3. Definitions: Defines key terms used throughout the document, including 'Personal Information', 'Sensitive Information', 'Third Parties', etc.
4. Scope of Authorization: Clearly specifies what information can be shared, including types and categories of information covered
5. Authorized Recipients: Lists and describes the parties with whom information may be shared
6. Duration and Expiry: Specifies how long the authorization remains valid and any expiry or review dates
7. Privacy and Confidentiality: Outlines the privacy and confidentiality obligations of all parties handling the information
8. Security Measures: Describes how the information will be protected during sharing and storage
9. Revocation Rights: Explains how and when the authorizer can revoke or modify the authorization
1. International Transfer: Include when information may be shared across international borders, addressing specific requirements under Privacy Act 2020
2. Emergency Disclosure: Include when there may be circumstances requiring immediate information sharing without additional consultation
3. Health Information Provisions: Include when the authorization covers health-related information, ensuring compliance with the Health Information Privacy Code
4. Digital Storage and Transmission: Include when information will be stored or transmitted electronically, addressing specific security measures
5. Fees and Costs: Include when there are costs associated with information sharing that need to be allocated between parties
1. Schedule 1 - Types of Information: Detailed list of specific information types covered by the authorization
2. Schedule 2 - Authorized Recipients List: Comprehensive list of authorized recipients and their contact details
3. Schedule 3 - Security Protocols: Detailed security measures and protocols for information sharing
4. Appendix A - Consent Form Template: Standard template for obtaining additional consents if required
5. Appendix B - Privacy Statement: Detailed privacy statement explaining how information will be handled and protected
Authors
Relevant legal definitions
Clauses
Relevant Industries
Healthcare
Financial Services
Education
Government
Insurance
Professional Services
Social Services
Technology
Human Resources
Legal Services
Relevant Teams
Legal
Compliance
Human Resources
Information Security
Risk Management
Operations
Medical Records
Client Services
Administration
Information Technology
Privacy
Relevant Roles
Privacy Officer
Compliance Manager
Legal Counsel
Data Protection Officer
HR Manager
Information Security Manager
Risk Manager
Operations Manager
Medical Records Administrator
Client Services Manager
Business Administrator
Company Secretary
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