How to create a digital consent form

1st August 2024

If your organisation needs to process the personal data of users or customers, whether that’s to fulfill product orders, deliver services, carry out marketing and sales processes, or you’re a charity that needs to use images for people for various purposes, you need to have robust consent management processes in place—and digital consent forms are a key part of this.

Consent forms are the starting point for consent management, and if you get it wrong, it has implications throughout the entire lifecycle of managing and processing user data.

So how do you make a digital consent form that’s going to be fit for purpose?

What is a digital consent form?

A digital consent form is simply an online method of providing and receiving permissions from an individual.

These digital consent forms could be used to give an organisation permission to process a customer’s data, use their likeness in marketing and sales collateral, contact them via phone or email, as well as a wide range of other applications.

FREE DOWNLOAD: Managing Consent for Charities & Non-profits

5 best practices for creating digital consent forms

There are a number of best practices you should follow when creating digital consent forms to ensure legal compliance, and to allow individuals to provide informed consent, something that is crucial under GDPR.

These best practices include:

Avoid jargon and overly technical language
Provide clear and specific information about the purpose of the consent form
Use a logical and intuitive layout
Explain how the data will be stored, processed and protected
Outline how users can view, modify and withdraw their consent

1. Avoid jargon and overly technical language

When creating a digital consent form, make sure you use plain English and avoid technical jargon to ensure that all individuals, regardless of their background or education level, can fully understand the information presented. You should also consider how you could utilise translation software to ensure people who aren’t fluent in English can provide fully informed consent.

Clear and straightforward language helps to prevent misunderstandings and ensures that consent is truly informed. When complex terms or vocabulary are used there is a risk that participants may not grasp the full implications of what they are agreeing to, potentially leading to ethical and legal issues. By using plain English, consent forms become more accessible, promoting transparency and trust between the parties involved.

2. Provide clear and specific information about the purpose of the consent form

Digital consent forms should provide clear and specific information about the reason you’re asking for this consent. This ensures individuals fully understand what they are consenting to.

As with the language you use in the form, this transparency is crucial for informed consent, empowering users to make educated decisions about their involvement in the process you need their consent to action.

Clear information about the form’s purpose helps to build trust and confidence, as individuals can see that their rights and interests are being considered and respected. Additionally, specifying the purpose prevents any potential confusion or misinterpretation, which could lead to ethical or legal complications. By outlining the form’s intent explicitly, all parties can engage in the process with clarity.

3. Use a logical and intuitive layout

When creating digital consent forms, use a logical and intuitive layout to make it easier to understand and navigate.

When the contextual information and form fields are organised clearly and presented sequentially, it allows the user to clearly follow the content and ensures they don’t overlook any critical details. The layout should also highlight key sections, such as the purpose, risks, and benefits, making it simpler for people to locate and understand key points.

This approach makes it less likely that errors will be made when someone is completing the form, and enhances the overall effectiveness of the consent process.

4 .Explain how the data will be stored, processed and protected

A consent form should explain how the data will be stored, processed and protected to reassure the person completing the form that their personal information will be handled responsibly and securely.

By explaining how your organisation will safeguard the data, including storage methods, processing practices and security protocols, individuals can make informed decisions when providing consent. Furthermore, clear information about data handling helps to comply with legal and ethical standards, reducing the risk of data breaches and ensuring that people’s rights are upheld throughout the process.

5. Outline how users can view, modify and withdraw their consent

Your digital consent forms should outline how users can view, modify and withdraw their consent at any time to ensure they maintain control over their personal information.

Providing clear instructions on how to do this reinforces the individual's autonomy and right to make decisions about their data at any time. This fosters trust between the individual and the organisation, while clearly defined procedures for viewing, modifying and withdrawing consent help to comply with legal requirements.

By empowering users with this knowledge, organisations demonstrate their commitment to user rights and data protection.

How ResourceSpace supports consent management

As a Digital Asset Management system, ResourceSpace can be used to support your consent management processes, including:

Dedicated metadata fields
Direct linking of consent material
Expiry dates and automatic archiving
Permissions based on consent
Storing audio and video consent

To find out more about these features check out our Knowledge Base.

To see ResourceSpace’s consent management tools in action, book your free demo by clicking below. Alternatively, get in touch with the team here and we’ll be happy to discuss your consent management needs and how our DAM platform can support them.