Template · Marketing
Photo, video and story consent form
A plain-language consent form with tick boxes for photos, video, names and stories, where you'll use them, a parent or guardian section, and how to withdraw.
The Word file opens in Microsoft Word, Google Docs, Pages and LibreOffice. Reviewed October 21, 2026.
Photos and real stories are the most powerful things in a newsletter, a social media post or a grant report. They also belong to the people in them. This form asks clearly, in plain words, what someone is happy for you to use and where, and gives them an easy way to change their mind. Our guide to telling your story explains how to ask for stories with dignity.
Why get it in writing
State law on using a person's name or image differs from state to state. As one example, New York's Civil Rights Law § 50 forbids using a living person's name, portrait, picture, likeness or voice "for advertising purposes, or for the purposes of trade" without their written consent, or a parent's or guardian's written consent for a minor. Section 51 lets the person sue to stop the use and for damages. This "right of publicity" varies by state, and other states' rules differ from New York's. A signed form is the simplest way to show you had permission. If you plan to use someone's image in paid advertising or to sell something, ask a lawyer in your state.
For children, the federal Children's Online Privacy Protection Act (COPPA) covers personal information collected online from children under 13, and the FTC lists "a photograph, video, or audio file, where such file contains a child's image or voice" as personal information. The FTC says COPPA applies to commercial websites and online services, though nonprofits that operate for the profit of their commercial members may be covered. Even when COPPA doesn't apply to you, get a parent or guardian's written consent before using any image or story of a child, and never ask children to upload photos to you online without checking the rules first.
How to adapt it
- Keep the choices separate. People may be happy with a group photo but not their name, or a story but not a photo. Tick boxes let them say so.
- Make "no" easy and safe. Say clearly that saying no won't affect any help or service they receive. Our data privacy guide explains why consent has to be freely given.
- Set an end date or a review date that matches how long you'll really use the material.
- Collect only what you need. Ask only for the contact details you need to reach the person about their consent, and don't put addresses, health details or other private information next to their image or story.
- Keep a record. Store the signed form, note on each photo or story whose consent covers it, and keep the form for as long as you use the material and a while after, in line with your document retention policy.
- Honor withdrawals. You can't recall a printed newsletter, but you can stop using the material from the date you hear, and take it down from your own website and social media accounts.
- Translate it into the languages the people you serve read, and offer to read it aloud.
- For sensitive situations (health, immigration, abuse, shelters), don't use names, faces or locations at all unless the person has made a clear, specific choice, and think hard even then.
Preview
Photo, video and story consent form
[ORGANIZATION NAME] would like to share photos, video and stories about our work so that more people understand it and support it. Please tell us what you're happy for us to use. Saying no, or ticking only some boxes, will never affect any help or service you receive from us.
About you
- Name: [NAME]
- Contact (phone or email): [CONTACT]
- Event or program: [EVENT OR PROGRAM AND DATE]
What we may use (tick all that apply)
Where we may use it (tick all that apply)
What we promise
- We will use your image, name and story only in the ways you have ticked.
- We won't sell your image or story, or give it to anyone else to use for their own purposes.
- We won't share your address, health information or other private details with your image or story.
- We will keep this form on file for as long as we use the material, and for [NUMBER] years after.
- This consent lasts until [DATE OR "YOU WITHDRAW IT"]. After that we will ask you again before any new use.
Changing your mind
You can withdraw or change your consent at any time by contacting [NAME OR ROLE] at [EMAIL OR PHONE]. From the date we hear from you, we will stop new uses and remove the material from our own website and social media accounts within [NUMBER] days. We can't recall printed items or posts that others have already shared.
Signature (adults 18 and over)
I have read this form, or had it read to me, and I agree to the choices I have ticked. I am not being paid for this consent.
Signature: [SIGNATURE]
Date: [DATE]
Parent or guardian (for anyone under 18)
I am the parent or legal guardian of [CHILD'S NAME], age [AGE]. I agree to the choices ticked above on their behalf.
Parent or guardian name: [NAME]
Signature: [SIGNATURE]
Date: [DATE]
Where the child is old enough to understand, we will also ask them, and we won't use their image or story if they say no.
For office use
- Form received by: [NAME]
- Where the form is stored: [LOCATION]
- Photos, video or stories covered: [FILE NAMES OR DESCRIPTION]
- Review or end date: [DATE]
- Withdrawal received (date and action taken): [DETAILS]
Keep going
- GuideA simple annual report for your supportersHow to write a short yearly report donors and volunteers will read: what changed, honest numbers, money in and out, thanks, and what you learned.
- GuideCrisis communications: when something goes wrongWhat to do in the first 24 hours after a problem becomes public: one spokesperson, honest facts, care for the people affected, and steady updates.
- GuideEmail newsletters: build a list and send your first oneGrow an email list with real consent, follow the basic CAN-SPAM rules, and write a short first newsletter people will want to open.
- Founder pathwayLaunching your charitySimple branding, a basic website, a first fundraising plan, thanking donors well, and your first local grant applications.
Sources
Checked on October 21, 2026. Rules and fees change, so follow the links for the current version.
Was this page useful?
Need help with something specific? Ask a person.