The GDPR compliance feature is for users with clients in the EU. What do you need to do to be compliant?

  1. Update your terms of service and privacy policy to be compliant with GDPR regulations. We recommend getting your own legal advice!

  2. Only collect or process personal data that is required to perform your contract e.g. shooting a client's wedding or family portrait. Don't collect personal data that is not necessary to do your job.

  3. If you want to send your clients marketing materials and promotions which are not related to completing the contract, you must get their explicit consent first.

Note: Studio Ninja does not condone sending your clients newsletters or promotional emails that are not related to doing your job for them (e.g. the photo shoot), unless your clients have consented to you doing so.

How does Studio Ninja help me be compliant?

Studio Ninja will help you collect opt-in consent from your clients if you wish to do so. Remember you don't need to ask for consent if you are simply processing their personal data e.g. name and email, in order to do your job for them.

Studio Ninja will also help you store these records of consent to remain GDPR-compliant.

There are three ways in which you can ask for your client's consent, by adding an optional checkbox to your:

  • Contact Form

  • Questionnaire Templates

  • Contract Templates

You can track your client's consent records via their Client Profile, as well as inside the Job Profile where you've sent the Contract or Questionnaire Templates. Go to the Job Profile and then click on View Contract or View Questionnaire.

How do I start using GDPR features?

Once you are logged in,

  1. Go to Settings > Company Settings > Edit Company

  2. Under "GDPR Features", toggle ON

  3. Click "Save Company Details" and GDPR features will be enabled

Adding GDPR Consent Checkboxes

You then have the option of adding consent checkboxes to the following areas:

Contact Form

Go to Settings > Contact Form and add GDPR Consent Checkbox from the list of Client Fields.

It will then appear in your Contact Form.

Questionnaire Templates

Go to Settings > Questionnaire Templates and add GDPR Consent Checkbox from the list of Client Fields.

It will then appear in your Questionnaires.

Contract Templates

Go to Settings > Contract Templates and tick the GDPR Consent Checkbox.

It will then appear in your Contracts.

How do I keep track of opt-in consent statuses?

  • For consent received via Contact Form, go to your Client Profile.

  • For consent received via Contract Templates, go to your Job Profile > View Contract.

  • For consent received via Questionnaire Templates, go to your Job Profile > View Questionnaire.

Notifications

You receive email notifications when your client signs your Contract, completes your Questionnaire, or when they fill out your Contact Form. If they opt-in to your consent statement, you will see this in your notifications.

Contact Form with Consent

Contact Form without Consent

Questionnaire with Consent

Questionnaire without Consent

Contract with Consent

Contract without Consent

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