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Guidelines for transfer agreements on personal data and material
The sharing of data and material is a prerequisite for national and international research
collaboration. This refers to data and material leaving KI, but also data and material sent to KI.
Procedure is regulated in various laws and agreements to ensure correct handling. Some of the more
important agreements and KI’s guidelines concerning them are described below.
When personal data is transferred between legal entities (accountable authorities), for example
between KI and SLL or a laboratory for analysis, a so called Data Transfer Agreement (DTA) shall be
drawn. KI is one of the parts in the agreement and the Head of Department (HoD) concerned or
someone authorized by the HoD shall sign. Template and support is provided by the Legal Unit
(University Administration) upon request.
Research that involves the handling of personal data must be registered with the Personal Data
Representative at KI. Registration forms can be requested directly from the PDR.
Samples from biobanks
A Material Transfer Agreement (MTA) must be drawn for biobank samples. The responsible biobank
manager is authorized by the president of KI to sign MTAs. The authorization is also valid for personal
data connected to samples. A template for MTA can be retrieved from the legal unit or requested
from the Contract Manager at KI Biobank, or downloaded from the KI Biobank web site.
If other unrelated personal data is to be sent, the DTA can be included in the MTA. In such case, the
Head of Department concerned shall also sign the agreement.
Other material
MTAs are also necessary when other material such as cell lines, bacteria, plasmids or antibodies are
transferred between legal entities. A similar MTA to that used with biobank samples is usually
suitable. Contact the Legal Unit for help. Head of Department or someone authorized by the same
shall sign.