4 min read

How to Collect and Manage Image Consent Forms in FotoWare

Ensuring GDPR compliance with consent forms

We recently announced the launch of our brand new consent management feature in FotoWare, which makes it easier for users to gather and manage consent forms, and comply with the GDPR. FotoWare is one of the world’s first Digital Asset Management solutions to offer such a feature, which has become increasingly important since the introduction of the GDPR. So, how does this feature work, and what can it offer your team? Keep reading to find out.

Table of contents

The challenges of GDPR for images 

The benefits of consent management in FotoWare

Three ways to use consent management in FotoWare

The future of GDPR and consent forms


The challenges of GDPR for images

Even though the GDPR has been around for three 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.



The ultimate guide for GDPR compliance for images!

Discover best practices on how to manage your visual assets in compliance with the GDPR.                              


The benefits of consent management in FotoWare

Do you have a proper system for documenting consent for the images you store and use? Or do you have a process in place for when someone withdraws their consent? And what about larger events, how do you go about gathering consent when there are a lot of different participants? These questions present the type of challenges that can be solved by using the new consent forms in FotoWare.

The 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


Three ways to use consent management in FotoWare 

1. Gathering consent from people internally or externally via email

With this new feature, you can create new forms at any time and send them out to the people you want to gather consent from. You can either 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. These 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, and 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. 


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 not, 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. 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.

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

The future of GDPR and consent forms 

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.

This feature is currently available to all customers with a Professional plan or as an add-on.

This is an innovation with huge potential that will save hours of manual work for organizations, as well as help to avoid the prospect of large financial penalties for not complying with the GDPR. We have many plans for further development in this area, so stay tuned.


Are you looking for a DAM solution with consent management?

Our dedicated FotoWare experts would love to show you how the FotoWare DAM can work for your organization. Book a non-committal demo today and see how easily we can help you ensure GDPR compliance.


FotoWare empowers organizations to be GDPR-compliant through 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.

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