Consent form templates: Here’s what you need to look out for

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The General Data Protection Regulation (GDPR) has brought the topic of data protection into focus and caused many companies to review their data protection processes. An important aspect of this is the recording and management of declarations of consent from customers and employees. 

Many companies use templates for this purpose. But what these factors should be considered when using templates for consent forms in order to ensure legal compliance and effectiveness:

  1. Clear and understandable language: the language should be simple and understandable to ensure that the data subject understands the purposes of the data processing and their rights.
  2. Legal compliance: The template should meet the requirements of the GDPR, such as information about the purposes of use, the possibility of revocation at any time and the right to access, delete or transfer the data.
  3. Customizability: the template should be easy to adapt to the needs of one's own company, such as mentioning specific categories of data or providing information on how to handle data in the event of a possible data loss.
  4. Timeliness: It is important that the template is regularly reviewed and adjusted to meet the latest legal requirements.
  5. Rights of the data subjects: It is important that consent forms adequately reflect the rights of data subjects, such as the right to access, erasure or portability of data.
  6. Archiving: Processes must be created to properly archive consent forms and retrieve them at any time.
  7. Vendor Experience: It is helpful if the sample is provided by an experienced vendor who will ensure that it is legally compliant and effective.

In addition to these tips, it can be helpful to compare several samples and check whether they meet the requirements of the GDPR and are the right fit for your company. Great care should be taken when using aample consent forms to ensure legally compliant and effective data management. It is advisable to seek advice from a data protection expert to ensure that you meet all the requirements of the GDPR.

Using templates for consent forms can be a great time saver, but it is important to keep the legal requirements in mind and be able to adapt the template to your own company's needs. It is also important to ensure that the consent forms reflect all the rights of the data subjects and can be properly archived. If unsure, always consult a data protection expert to guarantee that all requirements are met. 

About the Author

Arthur Almeida, LL.M.

Arthur Almeida is one of our Privacy Success Manager at heyData and he also serves as a Data Protection Officer. With expertise in Contract Management, Intellectual Property, IT-Law and Data Protection Law, he is a registered lawyer in Brazil and holds an LL.M from the Europa Institut where he specialized in the global impact of the GDPR in data protection legislation around the world. Arthur’s role at heyData involves leading an international team in delivering end-to-end privacy solutions, making the complex world of data protection accessible and manageable for businesses of all sizes. With Arthur, you’re not just reading the words of an expert. You’re benefiting from the insights of someone who lives and breathes data protection, making it as understandable as it is essential.

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