Data-sharing request and decision form

Enter the school's reference for tracking this request.

Enter the date on which the request was received or the proposed disclosure was initiated.

Select whether the school is receiving information, disclosing information, or considering both directions.

Select the category or categories that best describe the request.

Describe what has been requested and the action the requester wants the school to take.

Give the name, job title or role, and organisation of the person making the request.

Provide an email address, telephone number or other contact details sufficient to clarify the request.

Identify the person or organisation that will receive the information, if different from the requester.

Describe the people whose information is involved. Do not include more personal information than necessary for this record.

Specify the data items or categories requested. State the minimum information needed and identify any special category or criminal offence information.

Explain why the information is needed, what activity it will support and what outcome is expected.

Select the proposed basis or bases and record the relevant legal or statutory reference in the justification field. This selection requires review and does not by itself establish that sharing is lawful.

Explain why the proposed basis applies, why the sharing is necessary and proportionate, and record any relevant statutory provision or consent details.

Complete if the information includes special category personal data or criminal offence information. Identify the additional condition or explain why this section is not applicable.

Select all that apply. If safeguarding information is involved, follow the school's safeguarding arrangements and obtain any required specialist review.

Record risks to individuals, confidentiality, safety, rights and freedoms, accuracy, security, or the school's ability to fulfil its responsibilities.

Record measures such as data minimisation, redaction, secure transfer, access restrictions, time limits, accuracy checks, or specialist advice.

Select whether written terms or another documented arrangement are needed before any disclosure.

Identify the person who completed the review.

Enter the date on which the review decision was recorded.

Select the current decision. A conditional approval must state the conditions in the next field.

Explain how the purpose, information requested, proposed basis, necessity, proportionality, risks and controls informed the decision.

Complete if conditions apply. Include permitted use, recipients, data minimisation, redaction, security, retention or deletion, onward disclosure restrictions, and any review date.

Identify the person authorised under the school's arrangements to approve, refuse or defer this request.

Enter the date on which the decision was authorised.

Record what happened after the decision. Select not applicable where no transfer was authorised.

Complete if information was disclosed or received.

Complete if information was transferred. Record the method, recipient verification and relevant security measures without including unnecessary personal information.

Record any receipt confirmation, correction, incident, complaint, review, retention or deletion action required.

Confirm that the form has been completed as far as applicable and that supporting records are identified in accordance with the school's record-management arrangements.

• Tick when complete