Best Practices for Collecting and Managing Consent in Organizations

Hi all! I'm looking into consent right now, specifically with wanting to spread insights/recordings more widely in an organization. Does anyone want to share what you say/write when collecting consent for recording, analyzing and spreading the content of interviews? Also, any thoughts on best practice for collecting and administrating consent over time is much appreciated!

4 comments

Hannah Greene
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our template for this consent looks like: People on the project or client team may view the sessions (live or remote). Other people involved at [company] or on the client team may watch the recording of your session in the future. [Company] or our client may publish research reports or marketing content that include your comments or actions from in the session. We do not share any identifying information, such as your full name, likeness, or contact information with our client(s) or anyone outside of [Company]. Then we include a clause about rights to access, withdraw, and erasure as well as contact info
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Viktor Jacobs
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Hannah Greene Thank you, that was very helpful and an inspiration to draw from! Out of curiosity, and answer only if you want to of course:
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Do you get any questions or pushback regarding this? The marketing content is smart but I could imagine that could be something people react to.
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How do you keep track of these people to be able to enact the rights mentioned last? Through a CRM or other solution?
Hannah Greene
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We've had pushback once or twice, but we were able to adjust the consent to be anonymous (i.e. we'd use audio only and 'Participant X'). We only really have the marketing clause in there if we publish case studies on the project, and participants are always anonymous in that.
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We used to use ConsentKit to track consent and files, but it became a bit too much for our needs. I don't think we've ever had someone reach out to remove their information (maybe one a long time ago?), but if they did, they would just email the person listed in their signed consent form and we can find and delete files and participant info on our servers.
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Viktor Jacobs
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Hannah Greene I see. It sounds like it's less of a "problem" than one might think. Thank you so much for your thoughts and time!