Employee Photo Release Form

Employee Photo Release Form Template for Denmark

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Document background

The Employee Photo Release Form is essential for Danish companies that photograph their employees for corporate use, whether for internal communications, marketing materials, or public relations. This document, governed by Danish law and EU regulations, particularly GDPR, establishes clear parameters for how employee photographs can be used while protecting personal data rights. It's commonly needed when companies update their websites, create marketing materials, develop internal directories, or produce corporate communications. The form addresses key requirements under Danish data protection law, including explicit consent, purpose limitation, and the right to withdraw consent. It's particularly important in today's digital age where corporate images may be used across multiple platforms and territories.

Suggested Sections

1. Parties: Identifies the employer (company) and the employee giving consent, including full legal names and relevant contact details

2. Background: Brief context explaining the purpose of the photo release form and its connection to employment

3. Definitions: Defines key terms such as 'Photographs', 'Marketing Materials', 'Internal Use', 'Commercial Use', and 'Company Platforms'

4. Grant of Rights: Details the specific permissions the employee is giving regarding the use of their photographs

5. Scope of Use: Specifies where and how the photographs may be used (e.g., company website, social media, marketing materials, internal communications)

6. Duration: Specifies how long the company may use the photographs

7. Data Protection: GDPR-compliant section explaining how the photographs will be stored, processed, and protected

8. Revocation Rights: Explains the employee's right to withdraw consent and the process for doing so

9. No Compensation: States that no additional compensation will be provided for the use of photographs

10. Signatures: Space for dated signatures of both parties

Optional Sections

1. Third Party Usage: Include when photographs might be shared with or used by third parties such as advertising agencies or partner organizations

2. International Transfer: Required when photos might be used or stored outside the EU/EEA

3. Moral Rights: Include when there's a need to address the employee's moral rights in relation to how their image is used

4. Emergency Contact: Optional section for cases where the photo usage might need urgent modification or removal

5. Specific Exclusions: Include when the employee wishes to exclude certain types of usage or specific platforms

Suggested Schedules

1. Schedule A - Photograph List: List or copies of specific photographs covered by the release form, with dates and identifying details

2. Schedule B - Usage Guidelines: Detailed guidelines for how photographs may and may not be used, including any specific restrictions

3. Appendix 1 - Consent Withdrawal Form: Template form for the employee to use if they wish to withdraw consent for specific or all photographs

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