Employee Information Release Form Template for England and Wales

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Key Requirements PROMPT example:

Employee Information Release Form

"I need an Employee Information Release Form for our UK-based tech company to share employee performance data with our US parent company, ensuring GDPR compliance and covering approximately 50 employees starting from March 2025."

Document background
The Employee Information Release Form serves as a crucial document in situations where employee information needs to be shared with third parties while maintaining compliance with UK data protection laws. This form is particularly important in England and Wales, where strict data protection regulations govern the handling of personal information. The document typically includes details about the specific information to be released, the purpose of the release, the intended recipients, and the duration of the authorization. It ensures that both employers and employees have a clear understanding of how personal data will be handled and shared.
Suggested Sections

1. Employee Details: Full name, employee ID, contact information, and other identifying details of the employee

2. Information Types: Specific categories of information to be released, including personal data, employment records, or other relevant information

3. Purpose of Release: Clear statement of the reason for information release and intended use of the information

4. Authorized Recipients: Identity and details of parties authorized to receive the information

5. Duration and Validity: Time period for which the release authorization remains valid

6. Data Protection Statement: Statement about how the information will be protected and handled in accordance with GDPR and Data Protection Act

7. Consent Declaration: Explicit statement of employee's voluntary consent to release the specified information

8. Signature Block: Space for employee signature, date, and witness signature if required

Optional Sections

1. Medical Information Release: Additional provisions for release of medical records or health information, including specific consents required under Access to Medical Reports Act

2. Third Party Information: Provisions for release of information about employee's dependents or emergency contacts, including additional consent requirements

3. International Transfer Provisions: Additional terms for cross-border data transfers, including safeguards and compliance with international data protection requirements

4. Revocation Rights: Information about the employee's right to withdraw consent and the process for doing so

Suggested Schedules

1. Schedule 1 - Data Categories: Detailed itemization of specific information types to be released

2. Schedule 2 - Privacy Notice: Comprehensive privacy notice detailing how the information will be processed, stored, and protected

3. Schedule 3 - Recipient Details: Complete list and details of all authorized recipients of the information

4. Schedule 4 - Data Protection Rights: Summary of employee's rights under GDPR and Data Protection Act 2018

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant Industries
Relevant Teams
Relevant Roles
Industries

UK General Data Protection Regulation (UK GDPR): Primary data protection legislation covering principles of data processing, lawful bases for processing, individual rights, and consent requirements for personal data handling in the UK

Data Protection Act 2018: UK's implementation of GDPR including additional data protection requirements and special category data handling provisions

Employment Rights Act 1996: Fundamental legislation covering employee rights, protections, information disclosure requirements, and employment records management

Human Rights Act 1998: Legislation ensuring right to privacy and protection of personal information as fundamental human rights

Access to Medical Reports Act 1988: Specific legislation governing access to and handling of medical information, including consent requirements for medical data

Equality Act 2010: Legislation preventing discrimination and protecting sensitive personal information in employment context

Freedom of Information Act 2000: Legislation governing public access to information, particularly relevant if the employer is a public body

ICO Guidelines: Official guidance from the Information Commissioner's Office on data protection and information handling practices

Industry-Specific Regulations: Additional regulations that may apply depending on the specific sector or industry of employment

Employment Contract Terms: Existing contractual obligations and terms that may affect information release procedures

Company Policies: Internal organizational policies and procedures regarding information handling and release

Professional Body Requirements: Additional requirements set by relevant professional bodies or associations governing information handling

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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