INFORMATION SHARING & EXCHANGE

Meeting Date: _____________________

We, the undersigned, accept and understand the principles of Information Sharing.
We understand that the information that is shared and exchanged within the confines of
this meeting is for the specific purpose of the meeting.

CONFIDENTIALITY GUIDANCE

To enable the exchange of information between attendees at this meeting to be carried

out in accordance with the Data Privacy Act 2012, the Freedom of Information as
enshrined in Executive Order No. 2, series of 2016 and the R.A. No. 6713 (Code of
Conduct and Ethical Standards for Public Officials and Employees), all attendees are
asked to agree to the following. This agreement will be recorded in the minutes.

 Information may be exchanged within this meeting for the purpose of identifying any
action that can be taken by any of the agencies or departments attending this meeting to
resolve the problem under discussion.

 A disclosure of information outside the meeting, beyond that agreed at the meeting,
will be considered a breach of the subjects’ confidentiality and a breach of the
confidentiality of the agencies involved. Except if such information, record or document
must be kept secret in the interest of national defense or security or the conduct of
foreign affairs and such disclosure would put the life and safety of an individual in
imminent danger.

 All documents exchanged should be marked ‘Restricted – not to be disclosed without

consent’. All minutes, documents and notes of disclosed information should be kept in
a secure location to prevent unauthorized access.

 If further action is identified, the agency/ies that are involved with that action should
retain possession of whatever information is required to assist them to proceed with the
action(s) and should then make formal requests to or meet with any other agencies
holding such personal information as may be required to progress the action quoting
their legal basis for requesting such information outside of the meeting. No other party
should use information exchanged during the course of this meeting.

 If the consent to disclose is felt to be urgent, permission should be sought from the
Chair of the meeting and a decision will be made on the lawfulness of the disclosure.
Such as the prevention or detection of crime, apprehension or prosecution of offenders,
or where it is required to prevent injury or damage to the health of any person.

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Each employee, official must protect personal information in its custody or control by
making reasonable security arrangements against leaks or premature disclosure of
personal information which unduly exposes the individual whose personal information
is requested, to vilification, harassment or any other wrongful acts.

Any employee, official or director who has access, authorized or unauthorized, to

personal information in the custody of the office, must not disclose that information
except when authorized pursuant to existing laws, rules or regulation.

By signing this agreement, I certify that I have read and understood this agreement in
its entirety, and that I agree to be bound by its terms.

Signature Name Position

It is understood and agreed that the receiving party’s obligation of non- disclosure hereunder
shall not apply to any confidential information which:

a. Is in the public domain at the time of the disclosure;

b. Becomes part of public domain by publication or otherwise after disclosure, through no
fault of the receiving party or any of its representative hereunder;
c. Was in the possession of the receiving party or any of its representatives at the time of the
disclosure and to the receiving party’s knowledge, was not acquired, directly or
indirectly, from the disclosing party;
d. Has been or is now or later furnished or made known to the receiving party by third
parties without restriction on disclosure; or
e. Is required by law legal process, any governmental or other regulatory body.