The Personal Information Release Form serves as a crucial document for organizations operating in Hong Kong that need to collect, process, or share personal data in compliance with the Personal Data (Privacy) Ordinance. This document is essential when obtaining explicit consent from individuals for handling their personal information, whether for employment, service provision, or other legitimate business purposes. It should be used whenever an organization needs to collect sensitive personal data, share information with third parties, or process personal data for specific purposes beyond basic operations. The form encompasses various data protection principles mandated by Hong Kong law, including purpose specification, use limitation, and data security requirements. It's particularly important in scenarios involving cross-border data transfers, sensitive personal information, or when multiple parties need access to personal data.
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1. Parties: Identification of the data subject (individual providing personal information) and the data user (organization collecting the information)
2. Background: Brief context explaining the purpose and circumstances of the personal information release
3. Definitions: Key terms including 'Personal Data', 'Processing', 'Third Parties', and other relevant terminology as defined under the PDPO
4. Information to be Released: Specific categories of personal information being authorized for release
5. Purpose of Collection: Clear statement of the purposes for which the personal data will be collected and used
6. Authorized Recipients: Identification of parties authorized to receive and process the personal information
7. Duration of Authorization: Period for which the authorization remains valid
8. Data Subject Rights: Statement of rights under the PDPO including access, correction, and withdrawal of consent
9. Declaration and Signature: Formal consent statement and signature block for all parties
1. Cross-border Transfer: Required when personal data may be transferred outside Hong Kong
2. Direct Marketing Consent: Required when personal data may be used for direct marketing purposes
3. Special Categories of Data: Required when collecting sensitive personal data such as health information or biometric data
4. Data Retention Policy: Optional section detailing how long the data will be retained
5. Emergency Contact Authorization: Required when release includes authority to contact specified individuals in emergencies
1. Schedule 1 - Categories of Personal Data: Detailed listing of all personal data categories to be collected and processed
2. Schedule 2 - Authorized Third Parties: List of specific third parties authorized to receive the personal data
3. Schedule 3 - Specific Purposes: Detailed description of all intended purposes for data usage
4. Appendix A - Privacy Policy: Organization's privacy policy or reference to where it can be accessed
5. Appendix B - Data Subject Request Forms: Standard forms for requesting data access or correction
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