<img src="https://ad.doubleclick.net/ddm/activity/src=10024890;type=invmedia;cat=front0;dc_lat=;dc_rdid=;tag_for_child_directed_treatment=;tfua=;npa=;ord=1?" width="1" height="1" alt=""> How to manage photo consent forms in Fotoware DAM
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Digital Asset Management GDPR

How to collect and manage image consent forms in Fotoware

15. June 2021
As the GDPR emphasizes the need for efficient consent form gathering for images, Fotoware stands out as one of the pioneers in Digital Asset Management (DAM) solutions offering a dedicated feature. Fotoware's consent management feature helps streamline the process of gathering and managing image consent while ensuring GDPR compliance. Curious to learn more about its functionality and benefits for your team? Keep reading.

The challenges of GDPR for photos

Even though the GDPR has been around for six years now, many organizations still have problems with compliance, especially in relation to the handling of images with identifiable people. It doesn’t only affect EU countries either, as those situated outside of the EU can also be required to comply with laws depending on where they do business.

The use of images can be a particularly difficult area, with many inefficient processes, since it often involves handling high volumes of personal data, with multiple photos for one subject.

That's why solutions for GDPR-compliant image management are becoming increasingly important.


LEARN MORE: 5 things you should know about GDPR for images

The benefits of Consent Management with Fotoware DAM

Do you have a proper system for documenting consent for the images you store and use?

Or do you have a process for when someone withdraws their consent?

And what about larger events, how do you gather consent when there are a lot of different participants?

Use this free guide and checklist to ensure your routines are GDPR-compliant when getting consent to use photos, or solve these challenges by using the customizable and GDPR compliant consent forms with the Fotoware Digital Asset Management plattform.

Fotoware DAM consent management

The DAM Consent Management feature offers several benefits, including:

  • Requesting and gathering consent quickly and easily
  • Providing a complete overview of who has consented and to what - For example, while one person may consent to have their images shared on social media, another might only consent to have them stored and shared internally
  • Added flexibility and efficiency with the ability to use the feature on mobile, as well as desktop
  • The possibility to design multiple consent forms tailored to your needs
  • An embedded QR-code that can enable a large number of people to provide consent on their own initiative


LEARN MORE: Best Practices for GDPR photo consent.

Fotoware DAM consent management request

Three ways to use Consent Management in Fotoware

1. Gathering consent from people internally or externally via email

With this feature, you can create new forms at any time and send them to the people you want to gather consent from. You can send them out in bulk to users, or by writing individual email addresses. Once someone receives an email he/she will check the boxes to give their consent and agree to what the images can be used for. 

The boxes can be configured by the editor, and may ask the recipient to consent to internal storing, sharing, or publishing of images.

Once the form has been filled out and boxes have been checked, the recipient may sign the form, either by uploading his/her signature or by writing it directly on the screen.

The recipient can then click ‘confirm’ and send in the form, which will be visible in the system and marked as ‘signed’.

2. Gathering consent from lots of different people using a QR code

Sometimes there’s a need to gather consent from so many people that you might not even know everyone's name or email. This could be during an event or a contest, for example. In such situations, the QR-code is an incredibly effective alternative. Each form has its unique code, which can be downloaded and printed out when needed.

This way, participants can offer consent themselves without receiving any request from the editor. They simply scan the code and get redirected to the form, which they can fill out with the necessary information. 

GDPR consent status

3. Keeping track of all the forms and their status at all times

One of the most critical aspects of ensuring GDPR compliance is control.

You must have control of who has offered their consent and what they have consented to. If you don't, how would you know if you are allowed to use an image for a specific task?

This is where the consent forms in Fotoware make your life much easier. By managing all forms of consent through one central system, you always know where to look if there are any uncertainties regarding usage rights.

Fotoware DAM consent form status

You can easily find the correct forms, sorting them by the names of the signees, the date of the request, the date of the signature, and more.

This way, should you ever wonder whether an employee has consented to their images being used in social media or which participants signed the consent form during an event, you can find the answer in just a couple of clicks.


READ MORE: Asset Linking for efficient GDPR compliance in Fotoware.

Fotoware DAM Consent Management feature

The future of GDPR and Consent Management

GDPR and privacy policies are not going away any time soon and will most likely affect the way we work with images for many years to come. Consent Management is, therefore, something to be embraced sooner rather than later, and with consent forms in Fotoware, you can do just that.

Learn how two of Norway’s largest enterprises solved GDPR challenges with photos.

DAM Consent Management - GDPR for photos - demo video

Free Demo Video

Learn how to ensure GDPR compliance for photos with Consent Management in DAM.

Disclaimer: Fotoware empowers organizations to be GDPR-compliant through the proper use of its Digital Asset Management system, and cannot advise on any legal aspect of the GDPR. Fotoware makes no representation, warranty, or guarantee of GDPR compliance when using the product.