Adding consent forms to images

After a photo session you need to add the consent forms to images. Here is how to do it. You also have the option to add manual data to images that was not part of a planned session.

Adding privacy data

Privacy tab (menu item): All GDPR and photo session are managed on an image.

• Privacy switch: Turn on to indicate that the image contains privacy data.
• Add existing session: Use the add existing session if you want to connect a photo session with existing signed forms to an image.
• Add data manually: Use this option if you don’t have a photo session created and want to add a person, either with a scanned form or with a consent form template.
• Status: The status of the consent on image.

Add existing session

• Add existing session: Clicking the option to add an existing session will open a menu of all photo sessions in the system. pick one to attach the session.
• Session: When a session is selected all information from the photo sessions will be added.

• Adding subject: After adding an existing session, all data subject that was part of the session will be listed. You can now add all the subjects you see in the image. This is where the selfie option is useful. Hover the image to see a larger version of the selfie
• Status: After all data subject have been added and they have all concented to the form in the session, the status will turn green. When the processing time of the session has ended, the status will turn red and image hidden from standard users

Add manual session

1. Add manual data: When selecting the manual data option, a dialog box for form validity will open
2. Form validity: Select for how long you can use this image according to consent form

3. Upload form: If you have a scanned signed form, use this option to upload it.
4. Form template: If you want to use any of the form templates created in the GDPR manager, select this option

Adding data subjects

• Legitimate interest: Use this option if the data subject / person added is of legitimate interest. This would typically be a CEO or other corporate person that would acknowledge that through their position they would be taken pictures of for the corporate archive. Using this option will not send out an e-mail with notification
• Underage: If there are children in the image, the parents are the one who needs to have signed the form
• Name: Name of person in image
• Email: E-mail of person in image. A notification will be sent out when a person is added if not of legitimate interrest
• Phone: Optional phone field
• Status: Status will change to confirmed when all options have been filled out. If using digital form, the data subject will get an e-mail to sign the form
• Confirm: Complete the manual adding og data subject

Content:

• Adding privacy data
• Add existing session
• Add manual session
• Adding data subjects

Consents

In the consents section you can view and search all consents in the system

Consents overview

• Name: The data subject and session name
• Session: The photo session name
• Status: The status of the concent for this session
• Options: Download concent as PDF, display concent, delete concent.
• Search: Search among all concents

Data subjects

The data subjects are the people that have signed consent forms for photo shoots. They will all be stored in this area and you can easily search for a name. You can click a person to see an overview of all forms and photo shoots they are part of.

Data subjects overview

• Selfie: This is the picture of the data subject. This will be displayed when selfie is activated on the consent form template
• Name: Name of the data subject. Click the name to get access to all session person is part of
• Forms: Number of forms signed by a data subject
• E-mail: E-mail of data subject
• Options: Gives access to more options on what to do with the data subjects
• Search: Search for data subjects names

Data subjects photo sessions

• Session name: The name of the photo session the data subject has participated in.
• Options: Display consent, download form as PDF, delete photo session and consent from data subject.
• Status: The status of the signature on the consent form template for this photo session.
• Search: Search for photo session related to this data subject

Content:

• Template overview
• Creating a new GDPR template

Sessions

The Session overview is where you create a new photo session and connect a consent form template. Here you can download the consent form used in the session and see who was part of the session.

Session overview

• Name: Title of photo session. Click to view participants.
• Three dots (options): Display the QR code to scan for signing the session form. Edit: Edit the session settings, Delete: Delete the session.
• Search field: Search for the name of a photo session.
• + Create new session: Create a new session.

Create new session

In order to start creating a new session, click the button + create new session in the upper right corner as seen in the screenshot above.

The create new session window has the following fields:

• Name of session: The photo sessions name.
• Template name: Select the consent form template you want to use for the session. This is the form photo subject must sign related to this session.
• Validity: How long can the images be used by your company according to the concent form.
• Email: type in the e-mail of the person responsible for the photo session. An e-mail will be sendt to this person with link to the signage form.
• Purpose: Additional field where you can add the purpose of the session.
• Place: Additional field where you can add the location the session will be/was held.
• Photographer: Additional field to add the photographers name
• Send: Create session and send the session form e-mail to the session e-mail.

Keep in mind, as soon as you click send an email will be sent to the email provided in the field called email.

Content:

• Session overview
• Create new session

Templates

Templates are the different concent forms you can store and have pre-prepared in the GDPR manager. These can be used in any photo session created in the next step.

Template overview

• Name: Internal name of consent form template
• Three dots (options): Options for consent form. Download PDF, Duplicate, Create session, Edit template , Delete template
• Search field: Search for consent template title
• + Create new template: Create new concent form template

Creating a new GDPR template

In order to start creating a new template, click the button + create new template in the upper right corner as seen in the screenshot above.

The create new template window has the following fields:

• Template name: Title of concent form template shown in the overview
• Responsible: Who is responsible for the form in the company
• Underage form: Activate this if the form should support vusals of children. This way a parent need to sign.
• Name: Mandatory and always on. Name of the person being photographed.
• Phone: Activate phone number input
• E-Mail: E-mail of person in image. Mandatory and unique value.
• Photo: Activate possibility to add selfie when signing form. Very usefull for recognising people in the image when uploading is done.
• Title: Headline of concent form
• Description: Add the contractualt text for the concent form.
• Input fields: The input fields on the form activated on the right column.
• Agree checkbox: At the bottom you will be able to write a text for the agreement checkbox.
• Create: Once all needed fields are filled, you will be able to create the new concent template.

Content:

• Template overview
• Creating a new GDPR template

Introduction to the GDPR manager

Papirfly takes GDPR seriously. It is important to us that individuals keep their ‘right to erasure’. Because of this, we have our own GDPR function within Place that allows individuals to control if they want images of themselves uploaded or not.

The GDPR Manager ensures that images with identifiable people are only available if the image has been granted consent by the person in the image. If the image is not consented to, the image will not be available in Place.

The tool can be found in the cog-wheel area in Place as long as it has been enabled:

1. Click the cogwheel to expand this menu
2. Click on the option GDPR manager in the drop-down menu. This opens the GDPR Manager administration tool