TL;DR — Instead of a file to download, this post gives you a full consent-form text template you can copy directly into your own document: purpose, intended use, retention period, withdrawal rights, and a contact line. Adapt the wording to your own organisation and check it against current guidance before using it live.
- Copy the template below rather than waiting on a download — it is plain text designed to be pasted into your own doc or campaign.
- The five clauses that matter most are purpose, use, retention, withdrawal, and contact.
- Keep the language plain; a consent form full of legal jargon is harder to argue was genuinely understood.
- This is a starting point, not a finished legal document — have it checked before relying on it.
On this page
Before you use this
This is general information, not legal advice. Rules vary by country and change over time — check current guidance from your relevant regulator (for UK/EU readers, the ICO or EDPB) and talk to a qualified privacy or employment professional before relying on this for a live campaign.
There is no file to download here on purpose: a static PDF goes out of date, and a template that looks official can create false confidence. What follows is the actual wording, written out in full, so you can copy it straight into your own document, campaign description, or onboarding email and adapt it to your organisation and jurisdiction.
The template
Copy the clauses below as a starting structure. Replace the bracketed sections with your own details, and remove anything that doesn't apply to your situation.
- Purpose of recording: "We are collecting a short video message from you for [state the specific purpose — e.g. a farewell video for a departing colleague, a welcome message for new starters, a customer testimonial]. Recording is voluntary."
- What will be done with it: "Your video will be [combined with other messages into a single reel / used individually] and shared with [name the specific audience — e.g. the immediate team, the whole company, an external audience such as a public website or social media]. It will not be used for any other purpose without asking you again first."
- Who can see it: "Access to the raw clips is limited to [name roles or people — e.g. the campaign organiser and HR]. The finished video will be seen by [audience]."
- Retention period: "We will keep your video for [state a specific period — e.g. 12 months from the date of recording, or until the campaign's stated purpose is complete], after which it will be deleted unless you ask us to keep it for longer."
- Withdrawal rights: "You can ask for your clip to be removed or excluded at any point before or after the final video is compiled, by contacting [name/contact]. If the video has already been shared when you ask, we will remove your clip and remove or re-edit any copies we control as soon as reasonably possible."
- Contact for questions: "If you have questions about this recording or how your video will be used, contact [name, email]."
- Confirmation line: "By recording and submitting your video, you confirm that you understand the above and agree to take part on this basis."
Adapting it for different situations
| Situation | What to change |
|---|---|
| Employee farewell or welcome video | Keep audience internal unless you plan to post publicly; say so explicitly if you might. |
| Customer testimonial or review video | Add a line about whether the person's name, job title or company will be shown alongside the clip. |
| Video that might appear in paid advertising | Say so explicitly and separately — advertising use is generally treated as a distinct purpose from internal sharing. |
| Video involving anyone under 18 | Check current guidance on parental consent for your jurisdiction before using any version of this template. |
Where to put this wording
The most effective version of this isn't a form people sign separately — it's text shown on the same screen where they record, so there is no gap between reading it and agreeing to it. See the GDPR employee video checklist for where this fits into the wider process, including choosing a lawful basis before you ever get to the wording.
How to use this template in Whoosh
Paste the clauses above into the campaign description field when you set up a recording link, so contributors see them on the same screen as the record button rather than in a separate email they may not read closely.
- 1.Copy the template clauses and fill in your own purpose, audience and retention period.
- 2.Paste the finished text into your campaign's description before sharing the link.
- 3.Keep a copy of the exact wording you used, dated, in case you need to refer back to it later.
- 4.Set a calendar reminder for your stated retention period so deletion actually happens on schedule.
Frequently asked questions
Is this template legally sufficient on its own?
Treat it as a starting draft, not a finished legal document. Have it reviewed against current guidance and your own organisation's policy before using it for a real campaign, especially one involving external sharing.
Do I need a signature, or is showing the text on screen enough?
Practice varies by organisation and jurisdiction. Some prefer a tick-box or typed confirmation alongside the recording; others rely on the act of recording after seeing the text as the confirmation. Check what your own policy requires.
Can I shorten this for a low-stakes internal video?
You can trim it, but purpose, retention and a way to withdraw are generally worth keeping even for something small and internal — they're also the clauses most likely to matter if a question comes up later.
What if a contributor doesn't read it before recording?
Put it directly on the recording screen rather than in a separate document, so it's genuinely hard to miss, and keep the wording short enough that someone can actually read it in the time it takes to decide whether to record.