Data sharing agreement

This protocol sets out the basis upon which the relevant local authorities, or partners acting on their behalf, engage with the Provider to obtain information in relation to the purpose.

The protocol is as follows:

• A specific individual or team in Hampshire County Council will be designated as the Single Point of Contact (SPOC) for receiving all information requests, including access to officers to discuss specific topics.
• All requests for information will be submitted in writing to the designated SPOC.
• The SPOC will confirm receipt of the request and outline next steps.
• Requests for information that are not submitted through the SPOC will be rejected by the receiving officer/team.
• Requests for information should include specific details regarding the information being requested, including the purpose of the request and deadline for the information to be provided.
• If the request involves arranging an interview or meeting with a specific officer, a list of questions should be provided.
• The SPOC will assess each request on a case-by-case basis, taking into account the relevance and necessity of the requested information including whether the information is publicly available, available through other sources, available from the County Council or not available.
• The SPOC will coordinate with the relevant officers to gather the required information or arrange a suitable time for a meeting/interview.
• To optimise use of officers’ time, multiple requests for sessions with multiple officers will be consolidated, whenever possible.
• Any information provided/accessed will be compiled and uploaded onto the central data repository to ensure access by all relevant local authorities.