Employee Photo Release Form Template for Hong Kong

The Employee Photo Release Form is a crucial document for organizations operating in Hong Kong that wish to use employee photographs for corporate communications, marketing materials, or other business purposes. This document is essential for compliance with Hong Kong's Personal Data (Privacy) Ordinance and should be implemented before collecting or using employee photographs. It provides clear documentation of consent, outlines the scope of permitted usage, and establishes rights and responsibilities of both parties. The form is particularly important in the current digital age where corporate websites, social media, and online presence require frequent use of employee images while maintaining proper privacy protections and permissions.

1. Parties: Identifies the employer (company) and the employee granting permission

2. Background: Explains the context and purpose for obtaining photo releases from employees

3. Definitions: Defines key terms such as 'Photographs', 'Marketing Materials', 'Company Properties', and 'Usage Rights'

4. Grant of Rights: Details the specific permissions being granted by the employee regarding use of their photographs

5. Scope of Use: Specifies the allowed uses, contexts, and mediums where the photographs may be used

6. Term and Territory: Specifies the duration of the permission and geographical scope of usage

7. Privacy and Data Protection: Addresses compliance with Hong Kong's Personal Data (Privacy) Ordinance

8. Representations and Warranties: Employee's confirmation that they have the right to grant permission

9. Governing Law: Specifies Hong Kong law as the governing law of the agreement