GDPR - Managing Consent on Assets

Once GDPR consent has been collected, it can be connected to assets in Place so you can keep track of who appears in content, what they have consented to, and whether that consent is still valid.

Working with sessions

If consent has already been collected through an existing GDPR Session, you can link that session directly to an asset. When editing or uploading an asset, open the Privacy tab and choose to add an existing session. 

You can then select the relevant session and choose the data subjects who appear in the asset. This is particularly useful for photoshoots, events, video recordings, or other activities where multiple people have already completed consent through the same session.

Once added, the asset will inherit the relevant consent information and status for each selected data subject.

Adding GDPR manually

You can also add GDPR information manually when consent was not originally collected through a session. This allows you to create the consent record directly against the asset and add the relevant data subject information.

Details include:

• Consent validity or expiry
• The relevant GDPR form (digital or upload a scanned form)
• The data subject’s name and contact details

Digital form

A digital form allows you to send a consent request directly to the data subject so they can review and complete it electronically.

To send a digital form:

• Select Add data manually, following the same process as above
• Select Add form (GDPR Manager)
• Choose the GDPR form template you want to send
• Add the relevant data subject to the asset & enter their contact details

Until the form is completed, the asset will show the GDPR consent status as pending. As soon as the data subject completes and submits the form from the link sent to them by email, the consent record will automatically update in the GDPR Manager, and the asset status will change to approved.

Scanned form

If consent has already been collected using a paper or offline form, follow the same Add data manually steps above, then select Upload scanned form to attach the signed document from your device.

You can then add the relevant data subject and set the consent status manually.

Note: As the form was completed outside of your portal, the status will not update automatically. An administrator will need to set it as Confirmed, Pending, or Rejected.

Smart and easy filtering

Use the GDPR filters in Place to quickly find and review assets based on their consent information.

You can filter by:

• GDPR status: Show GDPR assets, or narrow results to Rejected, Pending, or Confirmed
• Sessions: Find assets linked to a specific GDPR session
• Data subjects: Find assets associated with a specific person

These filters make it much easier to review GDPR-controlled content at scale and quickly identify assets that are approved for use or may still need attention.