Place - GDPR Forms

Introduction

Forms (formally called templates) are reusable templates designed to help you collect consent in a GDPR-compliant way. They define what information is requested from participants — such as names, contact details, agreement statements, and optional elements like selfies.

Each form can support:

• Adult consent

• Child consent

• Or both within the same form

Forms ensure consistency and accuracy across sessions and can be reused multiple times to simplify your consent collection process. 

Understanding Legacy Consent Forms

If you have used an older version of the GDPR forms, you may notice an information icon displayed next to some forms in the list. These icons help you identify which forms were created using the legacy builder.

For legacy forms:

• You cannot edit or duplicate the form.

• You can still use them to collect consent.

If you want to update or reuse a legacy form, we recommend recreating it using the new form builder.

Creating a new GDPR form

In order to start creating a new consent form, click on the + New Form button located in the upper right corner

Configure Form Details

• Form Name: Assign an internal name for easy identification. Forms can be reused across multiple sessions/photoshoots so keep this in mind when choosing the form name.
• Responsible persons email: Specify the individual responsible for managing the form. This person will be notified when forms are used. 
• Enable for Adults and/or Children: Choose who this form is intended for — adults (default), children, or both. Enabling both options allows the form to dynamically adjust based on who is filling it out, whether that’s the individual themselves or a parent/guardian providing consent on their behalf.

  Each version of the form can have tailored copy and instructions, so you can adjust the language depending on who the form is intended for — ensuring clarity and compliance across all audiences.

1. • Mandatory Fields:

     • Name: Always required.

     • Email: Mandatory and must be unique.

   • Optional Fields:

     • Phone Number: Enable if necessary.

     • Selfie Upload: Allow users to upload a photo for identification purposes.

   • Form Content:

     • Title: Provide a clear headline for the consent form.

     • Description: Include detailed information outlining the purpose and scope of consent.

     • Agreement Checkbox: Add a statement for users to acknowledge and agree to the terms.

Preview forms 

The preview will display:

• The adult and/or child form versions (if both are enabled)

• All fields, titles, descriptions, and consent copy

• Any branding or layout applied

Previewing your form is a quick way to double-check the content, ensure everything is clear, and catch any mistakes before using it live in a session.

You can toggle between the adult and child views in preview mode if both are enabled.

GDPR Sessions

Sessions are events or specific instances where a GDPR Form is used to collect consent — such as a photo shoot, video recording, or on-site event.

Sessions help you track where and when consents were gathered, who is responsible, and which form was used. They generate a dedicated link that can be shared or opened on a device (e.g., tablet or laptop), allowing participants to easily submit their consent on location or remotely.

Each session is tied to a specific form and includes extra context like the location, purpose, and contact details — helping you stay compliant while keeping records organised.

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

To set up a new session for collecting consents:

Access the Sessions Tab: Within the GDPR Manager, navigate to the Sessions section.

Initiate Session Creation: Click on the + Create New Session button in the upper right corner.

• At this point you can choose to create a new form, or select an existing form.

   

• To learn how to create a new form, visit this article 

Configure Session Details

• • Session Name: Provide a descriptive name for the session.

  • Select Form Template: Choose the appropriate consent form template for this session.

  • Validity Period: Define how long the collected consents are valid.

  • Responsible Email: Enter the email address of the person overseeing the session. An email with the consent form link will be sent to this address.

Additional Information

• • • Purpose: Specify the reason for the session.

    • Location: Indicate where the session will take place.

    • Photographer: Name the photographer conducting the session.

Finalize and Send:

• • Review all session details.

  • Click Send to dispatch the consent form link to the responsible person’s email.