GDPR Manager Overview

The GDPR Manager in Place helps you collect, manage and track consent for content featuring identifiable individuals. 

While it can be used for photoshoots, it also supports a much wider range of content, including video, audio, interviews, testimonials, training materials and documents.

Where to access the GDPR Manager

The GDPR Manager can be accessed from the Settings menu in Place.

To open it:

• Select the cog icon at the bottom-left of the sidebar
• Under the Managers section, select GDPR Manager

The GDPR Manager will then open, giving you access to the tools available for managing GDPR-related data and consent.

Can’t see the GDPR Manager? Access is controlled by user permissions. If the GDPR Manager option or the Settings menu is not visible, contact your administrator to check that the required permissions have been enabled for your user account.

Forms

Forms are reusable consent templates used to collect GDPR consent from data subjects. They define the information and consent statement that will be presented to the person completing it. Depending on your requirements, forms can be created for:

• Adults
• Children, with consent provided by a parent or guardian
• Both adults and children within the same form

When creating a form, you can configure details such as the form title and description, consent wording, contact information, as well as choose which mandatory and optional fields to include.

Forms can then be reused across multiple sessions, helping you collect consent consistently without having to recreate the same information each time.

Creating and managing forms

To create a new consent form, select the  '+ New Form' button in the top-right corner of the Forms tab.

You can then configure the main form settings, including:

• Form name: Add an internal name to help identify the form. As forms can be reused across multiple sessions, choose something clear and easy to recognize
• Responsible person’s email: Add the contact responsible for managing the form and related consent activity
• Adult and/or child consent: Choose whether the form is intended for adults, children, or both. If both are enabled, you can tailor the wording and instructions for each audience
• Required fields: Name and email are required as part of the consent process
• Optional fields: Additional fields, such as phone number or selfie upload, can be enabled where needed
• Form content: Add the title, description, and agreement wording that data subjects will see when completing the form

Before using the form, select Preview to check exactly how it will appear to data subjects. If both adult and child versions are enabled, you can preview each version separately.

You can also duplicate an existing form to quickly create a similar version, which is useful when only small changes to wording or settings are required.

Sessions

Sessions are used to collect consent for a specific event, activity, or occasion. For example, a photoshoot or on-site event.

Each session is linked to a GDPR form and gives you a dedicated way to collect consent from participants, either by sharing a link or displaying a QR code for them to scan.

Creating a session

To create a new session, select the '+ Create' button new session from the Sessions area. You’ll then be prompted to either create a new form or select an existing one before continuing.

You can then configure the main session details, including:

• Session name: Add a clear name to help identify the session
• Form: Select the GDPR form you want to use to collect consent
• Start date: Define when the session begins
• Validity period: Choose how long the collected consents will remain valid
• Responsible person’s email: Add the contact responsible for the session

You can also add optional information to provide more context around the session, such as:

• Purpose
• Location
• Photographer
• Photoshoot date

Once created, the session is ready to share straight away. From the Sessions overview, you can also quickly search for sessions, open them to view participants, display the QR code, or delete a session when it is no longer needed.

Data Subjects

The Data subjects area provides a central list of everyone whose consent information has been collected and stored in the GDPR Manager. 

From here, you can quickly search for an individual and see key information such as their email address, when their record was last updated, and how many consent forms are associated with them.

Reviewing a data subject

Select a data subject to view their consent history. This will give you an overview of the forms they have completed, including the relevant session, expiry date and current consent status.

From an individual consent record, you can also:

• View the consent details
• Download the signed consent as a PDF
• Delete the consent record, where required

You can also send a 'consent overview' directly to a data subject using the send icon alongside their record. 

This sends the individual a summary of the assets associated with them in Place, allowing them to review what is currently held and how their consent is being used. The link provided also gives data subjects an easy way to review their consent over time and, where required, revoke consent for content they no longer wish to be used.

Note: The data subject will receive two emails - one containing the link to review their assets, and a second containing an access code to securely open the link.

Data subjects do not need a Papirfly account to access this information, as the review link is provided externally.

Consents

The Consents tab gives you a complete overview of all consent records stored in the GDPR Manager, across all data subjects and sessions.

This makes it easy to review consent activity in one place, including the relevant data subject, session, expiry date and current status, for example Confirmed, Pending or Rejected.

From here, you can also:

• Preview the consent
• Download the signed consent as a PDF
• Delete the consent record

Unlike the Data subjects area, which focuses on one person at a time, this area lets you review and manage consent records across multiple people from a single view.

Prefer to see it in action? Take a look at our GDPR Manager video walkthrough for a guided demo of the main features covered in this article.