Consent is just one of the six lawful bases on which Managing Trustees can deal with (process) personal information (personal data). (See the Lawful Bases Guidance Note). However, when Managing Trustees do need to rely on consent to handle personal data (see the Annex to the Privacy Notice), they need to keep a record of how and when consent was given. This is a requirement under Article 7(1) of the General Data Protection regulation (GDPR).
Use the Template Consent Record for Managing Trustees to record this. The record should provide an audit trail which will help you if you are challenged as a data processor and demonstrate compliance with data protection legislation in line with “accountability” obligations (see the Lawful Bases Fact Sheet 4 - Consent).
Keep your record of each consent for as long as you are relying on it to process personal information (data). Keep your record in a safe place in accordance with the Data Security Policy.
Please refer to the Annex to the Privacy Notice for details of when consent is required and the “Identifying a Lawful Bases Charts” in Section B of the Lawful Bases Guidance Note for an explanation of why consent is required in these cases. Lawful Bases Fact Sheet 4 - Consent provides further details on consent and the need to keep records.
The Consents Form itself is available here.
Please select whether you wish to download the template record as a Word or pdf file. If you download in Word you will be able to type in the information required to help you to keep your record.
If Managing Trustees have any queries then please contact TMCP (firstname.lastname@example.org) for further assistance regarding general data protection matters and the Conference Office for queries specifically relating to safeguarding or complaints and discipline matters (email@example.com).