Consent Settings

With HIVO's Consent feature, you will no longer have to worry about digital assets being shared without consent. Here you can learn how to configure the settings for HIVO's consent features.

🤔 Imagine your company uses a photo or video in a large marketing campaign and you didn't have consent from the people in the photo or video for it to be shared outside the organisation. This can leave your company open to legal action and in breach of privacy laws.

What are Consent Settings?

Consent Settings helps admins customize the settings regarding consent and permitted usage rights of people who appear in your organizations photos and videos. They help admins determine and setup controls and notifications for the correct use and distribution of assets and ensure assets are only used for a specific purpose that a company has consent for. You can read more about using the Consent module and features here.

Why should you configure Consent Settings?

This module ensures transparency and compliance with relevant data protection regulations, such as Privacy Acts, GDPR, CCPA, and others, to protect users' rights and provide a seamless experience.

How to configure Consent Settings?

⚠️ User Right Required: User must have the permission: “Is Client Admin - User can manage the Client Profile”

🔹 Step 1: Navigate to Consent Settings

• Go to: Client Profile -> Settings tab -> Consent Settings

🔹 Step 2: Configure the options as appropriate

Turn on/off consent management: This toggle turns the entire consent feature on or off in the account and will make consent statuses appear on images and videos that have people appear in them. Consent statuses are represented by a little shield on the thumbnail of an asset. You can read more about the Consent module and features here.

When you enable the consent management feature, you then need to configure the following settings:

1. Set Consent Expiry Settings

• Define when Admins should be notified regarding assets that have an expiry date set on the consent validity.

• Configuration Guide:

  • Selecting 'Notify Admins when Consent expires' will send Admins a notification at the time the expiry date set on the consent record expires.

  • Selecting 'Notify Amins prior to Consent expiring' will send Admins a notification at a set time before expiry date set on the consent record expires (e.g. 30 days, 6 months, 1 year, etc.).

• Note: Assets that have expired due to a consent expiry date can be viewed in the .

Consent Settings

2. Consent Usage Term

• Provide specific data usage terms for users to select when granting consent.

• Configuration Guide:

  • Add at least one data usage term.

  • These terms will appear as selectable options in the consent request form.

• Examples: "For research purposes only", "For marketing purposes", etc.

Consent Usage Term

3. Consent Terms and Conditions

• Customize the content of terms and conditions that appear in the consent request form.

• Configuration Guide:

  • Draft detailed terms that describe how the data will be used.

  • Ensure users understand their rights and responsibilities when providing data.

• Note: The content should be clear, transparent, and easy to understand.

Consent Terms and Conditions

4. Consent Confirmation

• Require users to complete confirmation steps before submitting the consent form.

• Create a list of confirmation actions such as:

  • “I have read and understood the terms”

  • “I agree to the data usage terms and conditions”

• Users must check all confirmation boxes before submitting the form.

Benefit: Ensures that users genuinely understand and voluntarily give their consent.

Consent Confirmation

5. Multiple Consent Forms

• Allows you to create multiple different consent forms, tailored to different data usage purposes or user groups.

Multiple Consent Forms

Note: Edit notifications received from Consent module within the user profile notify options. Read more about setting user notifications here.

Status Notification

If you have any questions about “Consent Settings" or other features, don't hesitate to ask, we're always here to help!