Impact Story Consent Workflow 2025
Impact story consent is non-negotiable. This workflow shows how to design forms, capture permissions, and track media assets so every quote, photo, or video you use in Crafty-built grant submissions is ethically sourced and GDPR compliant.
TL;DR
- Design accessible consent forms aligned with ICO UK GDPR guidance.
- Tag media in your repository with consent status and expiry dates.
- Upload approved stories to Crafty with usage notes so AI never cites unapproved content.
Why impact story consent needs a formal workflow
Beneficiaries expect informed choice over how their stories are used. Funders increasingly ask for proof of consent—seen in the National Lottery Community Fund’s customer service commitment. A workflow prevents last-minute scrambles and protects trust.
Build accessible consent assets
Create a toolkit that staff and volunteers can use consistently. The table below lists essentials.
| Asset | Purpose | Owner | Review cycle |
|---|---|---|---|
| Consent form (print/digital) | Record permissions, channels, expiry | Safeguarding lead | Annually |
| Consent FAQ sheet | Explain rights in plain English | Communications | Every 6 months |
| Translation/audio guide | Support accessibility needs | Programme lead | As languages change |
| Consent log | Track when and how consent captured | Data manager | Ongoing |
Catalogue media with consent metadata
Whether you use SharePoint, Google Drive, or Airtable, tag every asset with:
- Beneficiary initials or anonymised ID.
- Consent level (internal only, funder reporting, public marketing).
- Date captured and consent renewal date.
- Usage restrictions (e.g., no social media, blur children’s faces).
- Link to supporting documents in the evidence bank.
Governance, refresh cycles, and Crafty integration
Schedule quarterly reviews to renew expiring consents. Align with your reporting toolkit so stories remain current and respectful.
Upload approved stories to Crafty with metadata in the note field (e.g., “Consent: funder reporting until Dec 2025”). This ensures AI-generated content only references compliant assets.
Next steps and downloads
Download the consent forms, media log, and quarterly review checklist. Keep them alongside your consortium agreements to prove partners share standards.
Action plan
- Create or refresh consent templates and share with frontline teams.
- Tag existing media assets with consent metadata by the end of the month.
- Import approved stories into Crafty with usage notes for safe reuse.
Key takeaways
- Consent must be informed, accessible, and recorded securely.
- Tag media with consent metadata to avoid accidental misuse.
- Sync approved stories with Crafty so grant content stays compliant.
Summary and next steps
Consent isn’t paperwork—it’s trust. Build this workflow once, automate reminders, and give funders the assurance they need when you share stories of impact.
- Launch the consent toolkit and train staff on usage.
- Schedule quarterly consent reviews aligned with board reporting.
- Keep Crafty updated so every draft respects beneficiaries’ wishes.