2.1.4 Disclosure to Host Country / Country of Asylum Authorities In operations where it conducts RSD, UNHCR is often required to share personal data of asylum-seekers and refugees with the authorities of the host country/country of asylum for legitimate purposes, including, but not limited to: identifying persons who are in need of protection as refugees, as well as persons who are not eligible for international protection; carrying out national immigration formalities; issuing personal documents, such as travel documents and documents necessary to prove identity and refugee status, to obtain access to assistance and services, and/or to exercise basic rights; etc. In principle, the information shared by UNHCR should be limited to basic biographical data (bio data) and the outcome of final RSD decisions (see § 6.3 – Notification of RSD Decisions to Third Parties), as such information is generally sufficient for the legitimate purposes mentioned above.13 Applicants should be informed as soon as practicable and prior to disclosure that their basic bio data and/or the legal status/ outcome of final RSD decision will be shared with the authorities of the host country/country of asylum. Where UNHCR Offices systematically share this type of information with the authorities of the host country/country of asylum, Applicants should be notified of this prior to or, at the latest, at the time of registration. Information other than the basic bio data and legal status/outcome of final RSD decisions for persons of concern should only be shared with the host country/country of asylum authorities on a case-bycase basis and with the consent of the individual concerned, unless otherwise provided for in this Unit or under UNHCR data protection policy and guidance. For instance, in certain circumstances, it may be appropriate for the UNHCR Office to disclose information to national law enforcement agencies in accordance with UNHCR’s data protection policy and guidance § 2.1.6 – Disclosure to National and International Law Enforcement, Courts or Tribunals and Other International Bodies below. In all such cases, these interests must be balanced against the right of the concerned individual to privacy, including the principle of confidentiality of UNHCR procedures. Any decision to disclose such information will need to be made in accordance with UNHCR’s data protection policy and guidance (for further guidance on confidentiality in the context of RSD procedures raising exclusion concerns, see § 4.9.7 – Confidentiality in Exclusion Cases). Where UNHCR Offices conduct RSD on behalf of authorities in the host country/country of asylum, or where responsibilities for undertaking RSD functions are being transferred from UNHCR to host country/country of asylum authorities, it may be appropriate to share some information relating to the substance of individual refugee status claims. In such instances, UNHCR may disclose edited summaries of RSD Interviews and RSD Assessments, but should, as a general rule, not disclose the entire RSD file. In all cases, the nature and scope of the information shared with host country/country of asylum authorities should be informed by the purpose for which the information is required. The general conditions for disclosure set out above in § 2.1.2 – General Criteria for Disclosure of Personal Data and Other Information on RSD Files are relevant and should guide decisions regarding disclosure of information to host country/ country of asylum authorities. 13 26 Systematic sharing of basic bio data and legal status/outcome of final RSD decisions of persons of concerns to UNHCR is generally subject to a Data Transfer Agreement with the government of the host country. The sharing of basic bio data and the outcome of final RSD decisions may be done without the Applicant’s consent if necessary to enable UNHCR to carry out its mandate in the host country/country of asylum. Applicants should, however, be informed of this at the earliest opportunity in the RSD process in accordance with the principles set out in § 2.1.2 – General Criteria for Disclosure of Personal Data and Other Information on RSD Files. Procedural Standards for RSD under UNHCR’s Mandate