When Do We Need a Data Sharing Agreement

The GDPR establishes stricter controls for the processing of special categories of personal data. This includes information about a person`s race, religion, political opinions, trade union membership, sexual orientation, health information, biometric data and genetic information. Similarly, auditors should perform frequent audits to confirm continued trust in the supplier. These results, together with the risk assessment reports, are also documented to confirm that a controller has fulfilled a duty of care to protect the confidentiality of personal data. You must specify the types and categories of data that you will share. This should be described in detail, for example,. B standard or special category, types of people such as staff, students, website visitors, etc. This blog answers the question: “When should we conclude data exchange or processing agreements?” You should regularly review your data sharing agreements. and in particular, if there is a change in the circumstances or justification for sharing the data. You must update your data sharing agreement to reflect the changes.

If there is a significant complaint or security breach, this should be a trigger for you to review the agreement. Local governments should review the entire checklist for a full discussion of all categories of data. WaTech recommends that if a local government employee or elected official is unsure of the category level for certain data, they should consult with the employee responsible for managing the agency`s public records. Data exchange agreements define the purpose of data sharing, cover what happens to the data at each stage, set standards, and help all parties involved in data exchange to be clear about their roles and responsibilities. We explain what a data sharing agreement is, if your organization needs it, what you need to include in a data sharing agreement, and when you need to review a data sharing agreement. Providers may not outsource personal data without the consent of the controller. Agreements need to be re-evaluated and reformulated to include downstream processors if necessary. The GDPR applies to both the controller (a body that determines the purposes and means of the processing of personal data) and the processor (the body that processes personal data on behalf of a controller) of personal data.

The controller is usually the organization that collects personal data and pursues uses for commercial purposes. “Subcontractor” is a term used to refer to the supplier to which part of the business is outsourced by the Controller. During the outsourcing process, the processor also has access to the personal data. Whether you`re drafting a data exchange agreement or other documents, such as privacy notices and policies, HR documentation, business contracts, or international data transfers, you don`t have to risk doing it alone. As you can imagine (and you probably know), the rules and regulations for privacy and information governance are numerous and complex, so we are asked many questions! At Griffin House Consultancy, our mission is to protect our clients from poor information governance and educate them about privacy and compliance. For joint controllers, Article 26 of the UK GDPR and Article 58 of the 2018 DPA for processing in Part 3 require you to indicate in the agreement which controller is the contact point for the data subjects. ESSB 5432 was adopted during this last legislature and requires certain public sector bodies to enter into data exchange agreements when sharing Category 3 or 4 data. The new requirement can be found in RCW 39.26.340 (public procurement) and RCW 39.34.240 (inter-local agreements). This partnership raises questions such as: “In the event of a personal data breach, who is responsible?” Agreements vary and you must ensure that bookings related to ownership of information, retention, responsibility to report violations, management of access requests, and claims for compensation are included.

Article 28.3 of the GDPR requires that all processing activities carried out by a processor be governed by a contract of the controller. The contract must agree on the terms of use of personal data, such as: In your data exchange or data processing agreements, you must ensure that your processing activities respect the rights of individuals and ensure that they can activate their rights. This includes that they have the right to access the data, to object to the processing and to have a mechanism to request the rectification or deletion of their data. In the agreement, you must make it clear that all controllers and subcontractors remain responsible for compliance, while in the end the controller is always responsible, you must ensure that the agreement states that the subcontractor is liable if the breach was their fault. Ideally, these additional concerns should be taken into account in the data-sharing agreement in order to facilitate clear communication and, if necessary, to introduce additional safeguards: Article 28(4) states that the same data protection obligations apply when a processor engages another processor to carry out certain processing activities on behalf of the controller. In the event of a breach, the article specifies that “if that other processor fails to comply with its data protection obligations, the original processor is fully liable to the controller for the performance of the obligations of that other processor”. Creating and updating data processing contracts is a complex and time-consuming task that involves many risks. An error or omission could mean the difference between GDPR compliance and a hefty fine. Your agreement should also address the main practical issues that may arise when sharing personal data.

This should ensure that all organisations involved in sharing: government bodies and some other public bodies (e.g. (B, regulators, law enforcement authorities and executive agencies) may conclude an agreement between themselves containing provisions on data sharing and fulfilling the role of a data sharing agreement. To confirm these legal obligations, it is mandatory under the GDPR for controllers to enter into data exchange agreements with their processors. If other organizations will be involved in data sharing A data processing agreement is very similar to a data exchange agreement, but it is an agreement issued by a controller to a data processor. Here is a list of the elements that are typically included in a data sharing agreement. While this list may cover the basics, additional concerns may be relevant to a particular dataset or vendor agency. What is the purpose of the data exchange initiative? Data exchange agreements must require the processor to have the appropriate infrastructure and systems in place to protect individuals` personal data. This includes keeping a record of all processing activities and “forgetting” all the institution`s data after the conclusion of the contract – or if the subject chooses to be forgotten. You must identify all the organizations that will be involved in data sharing and provide contact information for the appropriate employee in each of those organizations. In addition, the agreement helps you justify your data sharing and provide documented evidence that you have addressed compliance issues. With our GDPR legal contracts and services package, you benefit from the guidance of a team of experienced data protection officers, lawyers, lawyers and information security experts.

A data processing agreement typically includes a schedule that details the information shared, precise details about the processing activity, what is expected of the processor, and restrictions on the subsequent exchange of data, minimum security precautions, etc. Regardless of the terminology, it is recommended to reach an agreement on data sharing. This should help you justify your data sharing and prove that you have considered and documented relevant compliance issues. A data sharing agreement provides a framework to help you meet the requirements of the Privacy Principles. You must document the relevant processing conditions to the extent appropriate under the UK GDPR or the 2018 DPA, where the data you share contains a special category of data or criminal offences under the UK GDPR, or if there is sensitive processing within the meaning of Part 3 of the 2018 DPA. You must clearly explain your legal basis for data sharing. The legal basis of one organization in a data exchange agreement may not be the same as for the other. When creating data sharing agreements, local governments may want to refer to their data sharing agreement with the Court of Auditors or to one of the online examples listed below: Here are some general issues that need to be addressed in the agreements….