Data sharing decision form template

For use by the organisation taking the decision to share data

Name of organisation receiving request to share data

Name of organisation requesting data

Name and position of person requesting data

Date request received

Description of data requested

Purpose of sharing

Lawful basis for sharing – please state which

Why is sharing ‘necessary’?

Are additional conditions met for special category data or criminal offence data sharing (where applicable)?

Are additional provisions met in the case of Part 3 DPA 2018 data sharing?

Which legal power for sharing applies (if relevant)?

Have you considered a DPIA?

DPIA undertaken and outcome (if applicable)

Were views of DPO (or equivalent) considered? (if DPIA not done)

Are there any specific arrangements for retention/deletion of data?

What are the security considerations?

What arrangements are there for complying with individuals’ information rights?

Date(s) of requested sharing (or intervals if data is to be shared on a regular basis)

Decision on request

Reason(s) for sharing or not sharing

Decision taken by (name and position)