Release Of Records Form

Release Of Records Form Template for Denmark

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Document background

The Release of Records Form is a crucial document used in Denmark for managing the authorized disclosure of personal records, particularly in healthcare and professional settings. This document is essential when there is a need to transfer records from one party to another, whether for medical treatment, legal proceedings, insurance purposes, or other legitimate needs. The form must comply with Danish data protection laws, including the Danish Data Protection Act and the EU GDPR, as well as sector-specific regulations such as the Danish Health Act. It typically includes detailed information about the records being released, the purpose of the release, the parties involved, and specific handling requirements. The Release of Records Form serves as both a legal authorization and a documented trail of consent, protecting the rights of data subjects while facilitating necessary information sharing.

Suggested Sections

1. Parties: Identification of the record holder (institution/healthcare provider), the person whose records are being released (data subject), and the recipient of the records

2. Background: Brief context explaining the purpose of the release and the relationship between the parties

3. Definitions: Key terms used in the document, including types of records, personal data, and other relevant terminology

4. Records to be Released: Specific description of the records being authorized for release, including time periods covered

5. Purpose of Release: Clear statement of the intended use of the released records

6. Duration of Authorization: Time period for which the release authorization is valid

7. Rights and Responsibilities: Overview of the rights retained by the data subject and responsibilities of the recipient

8. Revocation Rights: Information about the right to revoke the authorization and the process for doing so

9. Signatures and Declarations: Formal signatures, dates, and declarations of understanding by all parties

Optional Sections

1. Special Categories of Data: Additional provisions for sensitive data categories (e.g., mental health records, genetic information) - include when releasing sensitive personal data under GDPR Article 9

2. Third Party Disclosure: Provisions for allowing or restricting further disclosure to third parties - include when records may need to be shared beyond the immediate recipient

3. Digital Transfer Provisions: Specific provisions for digital transfer of records - include when records will be transferred electronically

4. Translation Declaration: Statement about translation accuracy - include when the form is being used in multiple languages

5. Emergency Contact Authorization: Authorization for emergency contacts to access records - include when emergency access might be needed

Suggested Schedules

1. Schedule A - Detailed Record List: Itemized list of specific records to be released, including dates and record types

2. Schedule B - Authorized Recipients: List of specific individuals or entities authorized to receive the records, including contact details

3. Schedule C - Processing Requirements: Specific requirements for handling and processing the released records in compliance with GDPR and Danish law

4. Appendix 1 - Consent Forms: Additional consent forms required for specific types of records or uses

5. Appendix 2 - Privacy Notice: Detailed privacy notice explaining how the released information will be handled and protected

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