Media Permission Form Template for Denmark

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Media Permission Form

Document background

The Media Permission Form is a crucial document used in Denmark when organizations need to capture, store, and use media content featuring individuals. It serves as a formal agreement between the organization and the subject, ensuring compliance with Danish law, EU GDPR, and relevant data protection regulations. This document is essential for any situation where photos, videos, or audio recordings of individuals will be used for organizational purposes, whether in marketing, education, or documentation. It includes specific provisions for consent, usage rights, data protection, and withdrawal mechanisms, while addressing both Danish legal requirements and EU data protection standards. The form is particularly important given the strict privacy laws in Denmark and the need for explicit consent under GDPR for personal data processing.

Suggested Sections

1. Parties: Identification of the organization requesting permission and the individual granting permission (including contact details)

2. Background: Brief context about why the permission is being requested and the general purpose of the media usage

3. Definitions: Clear definitions of key terms like 'Media Content', 'Usage Rights', 'Territory', and 'Usage Period'

4. Scope of Permission: Detailed description of what media will be captured/used (photos, videos, voice recordings, etc.) and in what context

5. Usage Rights Granted: Specific permissions being granted, including platforms, contexts, and duration of use

6. Data Protection Notice: GDPR-compliant explanation of how personal data will be processed, stored, and protected

7. Duration and Territory: Time period for which permission is granted and geographic areas where media may be used

8. Withdrawal of Consent: Process and limitations for withdrawing consent, as required under GDPR

9. Signatures: Space for dated signatures of all parties, including parent/guardian signature section if applicable

Optional Sections

1. Commercial Usage Terms: Include when media might be used for commercial or promotional purposes, specifying any compensation arrangements

2. Minor Consent: Required when the subject is under 18, including specific provisions for parental/guardian consent

3. Third Party Sharing: Include when media might be shared with third parties, specifying conditions and limitations

4. International Transfer: Required when media might be transferred outside the EU/EEA, addressing GDPR requirements for international data transfers

5. Sensitive Context: Include for situations involving sensitive locations (e.g., healthcare settings) or vulnerable individuals

6. Editing Rights: Include when the organization needs rights to edit, modify, or adapt the media content

Suggested Schedules

1. Schedule A - Media Details: Specific details about the media to be captured/used (date, location, type of media, context)

2. Schedule B - Intended Uses: Comprehensive list of all intended uses and platforms where media will be used

3. Schedule C - Data Processing Information: Detailed GDPR-compliant information about data processing activities

4. Schedule D - Special Instructions: Any special requirements, restrictions, or preferences regarding media usage

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