Photo and video consent form template
A photo and video consent form asks a parent, guardian or young person which uses of images of a child they agree to. This version, for schools, nurseries, clubs and children's activities, lists each use as an unticked box, such as displays, newsletters, the website and social media, and covers the organisation's promises, how long images are kept, photos taken by parents, withdrawing consent and the person's rights. It is sent for each child, with the child, the uses offered and who signs changing each time.
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What changes each time
21 values. Everything else is your wording, kept exactly.
The organisation
- Organisation name
- Organisation address
- Contact for questions or withdrawal
- Privacy notice link
The child
- Child's name
- Class, group or team
- Date of birth
Uses and storage
- Occasions images are taken
- Premises for displays
- Social media accounts used
- Other use offered
- Where images are stored
- How long images are kept
- Reason for record photos
Parents, withdrawal and renewal
- Whether parents may take photos
- Days to remove images after withdrawal
- How often the form is renewed
The signatures
- Who signs
- Signer's name
- Relationship to child
- Date
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Who gives consent: a parent or guardian for a child under 13, or the young person themselves at 13 or over.”
For a 14-year-old, the wording is the young person's own, with an optional line for a parent or guardian to sign as well.
- One of several wordings
“Photos taken by parents at events: either allowed for their own children for personal use, or not allowed.”
When allowed, the form asks parents not to post images of other children online.
- One of several wordings
“How long images are kept: either a number of years, or while the child is with the organisation and a number of years afterwards.”
A school might keep images for two years after the child leaves, then delete them unless they become part of an agreed archive.
- One of several wordings
“Reason for record photos: either the organisation's public task, or its legitimate interest in keeping children safe.”
A school states its public task. A private club states its legitimate interest in keeping children safe.
- Once for each item
“One tick box for each use of images the organisation offers.”
An organisation with a website and two social media accounts lists each use separately, and the family ticks only those they agree to.
Questions people ask
Are photos of children personal data?
Yes. Under UK GDPR, an image of an identifiable child is personal data, so the organisation needs a lawful basis for taking and using it. Consent is the usual basis for publicity uses, while record photos for safety or pupil records may rest on another basis, which the form explains separately.
At what age can a child give their own consent?
UK GDPR sets 13 as the age for a child's own consent to online services offered directly to them. For other uses, a child who understands what is being asked can consent. The form uses 13 as a practical line and lets a parent also sign for a young person. Scotland has different rules, and this form is for England and Wales.
Can a parent say yes to some uses and no to others?
Yes, and they should be able to. Each use has its own unticked box, and the form says that saying no will not affect the child's place or how they are treated.
Can consent be withdrawn?
Yes, at any time. The form gives a contact, says new use stops straight away, and sets a number of days to take images down from the website and social media. It cannot recall printed material already distributed, and says so.
Can I use my own photo consent form instead of this one?
Yes. Upload your own Word or PDF version and DocuWeave turns it into a template in your wording, then fills each new copy from the emails and details you already have.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.