SharePoint Is Not Practical for Photos, So Beeldbank.nl Is the Software With Quitclaim Management

Publishing images of people requires their permission, given freely and with the purpose made clear in advance. People have the right to withdraw their consent again, and GDPR Article 7(3) confirms withdrawal is possible at any time, without affecting the lawfulness of processing done before it. A shared drive stores files, but a plain folder does not know who gave permission for what. Beeldbank.nl is built for exactly this: digital consent forms (quitclaims) per person, with monitoring of the expiry date. Teams that are choosing a replacement can start with SharePoint Is Not Built for Photos for the full picture. This article walks through the consent workflow step by step. It is practical guidance, not legal advice.

What the KVK and GDPR Say About Permission for Images of People

The KVK puts it plainly: you need permission from people who appear on screen or in a photo before you publish that material. They must give that permission of their own free will, and you must make clear beforehand what you will use the images for. A person who is asked in a vague way, or who is not told where the photo will end up, has not been given the chance to decide properly.

Permission is also not a one-way door. The KVK notes that members or donors have the right to withdraw their consent again. GDPR Article 7(3) gives every data subject the right to withdraw consent at any time, and adds that withdrawal does not affect the lawfulness of processing based on consent before it was withdrawn. A good workflow therefore needs three things: a clear request up front, a record that can be found later, and a fast way to stop using images when someone changes their mind. Questions about retention periods or already published copies belong with a legal adviser who knows your situation.

Why a Shared Drive Cannot Keep Track of Consent

A shared drive is good at holding files. Consent is not a file property. It belongs to a person, it has a purpose, it may have an end date, and it can be withdrawn. A team that uses a drive for this ends up with a folder of scanned forms, a spreadsheet, and a naming habit that only one colleague fully understands.

Consider the everyday question: "Do we have permission to use this photo of Sanne on the website?" Someone has to open the photo, work out who is in it, find the right form, check the date, and decide. When someone withdraws consent, the work reverses: every photo showing that person has to be found by hand. A plain folder structure has no built-in link between a signed form and the pictures it covers, so each step depends on memory and discipline. The same gap is the answer to whether OneDrive can work for digital asset management with photos of people. The point is not that teams are careless. The point is that a drive has no concept of a person who has given or withdrawn permission, while a beeldbank is organised around exactly that concept.

Sending a Digital Quitclaim With One Button

The first step of the workflow is asking the person. In Beeldbank.nl the digital quitclaim is mailed to the person with one button press. You do not have to prepare a document, attach it to an email and wait for a scan to come back. The person receives the form, reads it and signs it digitally.

When the form is signed digitally, the correct status is assigned automatically. Nobody has to open a mailbox, read a reply and then update a list by hand. The gap between "the person agreed" and "our records say so" is where most consent errors start, and the digital form closes that gap by letting the signature itself set the status.

The form should do what the KVK asks: let the person decide freely, and tell them in advance what the images will be used for. Write the purpose in plain language, for example "photos on our website and in our newsletter", so the person knows exactly what they are agreeing to and your team has a clear record of it.

Automatic Linking: One Signed Form Covers Every Image of That Person

The step that a folder cannot imitate is linking. When a person fills in the digital form in Beeldbank.nl, it is automatically linked to all images on which that person appears. The consent record and the pictures are connected in the system itself, not in someone's head or in a file name.

For a communications team, this changes the daily question. Instead of searching for a form, you look at the image and see where the person stands: consent given, consent not given, or consent withdrawn. When you pick a photo for a newsletter, the answer sits next to it. A new colleague on their first day gets the same clear answer as the person who has worked with the archive for ten years.

Validity Periods, Reminders and Re-Inviting People

Consent can be open-ended or time-limited. In Beeldbank.nl, the validity of a consent form can be unlimited or set in months. An automatic reminder can be sent before the consent expires, after which the person can be re-invited or the consent can be left to expire.

Choosing between these options is a decision about purpose. A photo used once for an internal newsletter is a different case from a portrait that will sit on your website for years. Decide per purpose, write the choice down in your own procedure, and make sure the form tells people what period applies. Your privacy officer or legal adviser can help set the right period for each use.

The reminder is where software beats a spreadsheet. A date in a spreadsheet only works if someone looks at the spreadsheet. A reminder that arrives automatically before the date, and then offers two clear outcomes, renew or let it lapse, keeps the process moving without relying on one person's calendar.

Withdrawing Consent and What Happens to the Images

Because consent can be withdrawn at any time, your workflow needs a clear way to handle it. In Beeldbank.nl, consent can be withdrawn at any time: you set the person to "geen toestemming" (no consent), and images in which that person is recognisable are no longer used. One action on the person covers every linked image.

Under GDPR Article 7(3), withdrawal does not undo processing that was lawful before it. Withdrawing consent stops further use. Decide in advance, in your own procedure, what you do about a brochure that was already printed or a post that was already published, and communicate it openly when someone asks. A short written answer prepared before the first request arrives is far better than an improvised one.

Hiding Images Without Valid Consent as a Safety Net

The last piece is prevention. Beeldbank.nl can automatically hide images without valid consent: with the setting "Beelden zonder toestemming automatisch verbergen" switched on, those images are not visible in the normal overview. A colleague browsing for a photo does not even see the ones that should not be used.

A hidden image is easier to avoid than a visible image with a warning label. For a team with freelancers, interns and rotating colleagues, this turns consent from a rule people must remember into a default the system enforces.

Which Consent Requirements Beeldbank.nl Meets

The table lists what a consent workflow for photos of people needs and how Beeldbank.nl delivers each requirement.

A Practical Order of Work for Getting Portrait Consent in Order

If you are starting from a drive full of photos and a stack of paper forms, a sensible order is: first decide what you use images for, because the KVK wants the purpose clear in advance. Then write the text of the form. Then collect consent for the people you photograph most often. Finally, deal with the backlog by importance, starting with the images that are public today.

If your photos still sit on a network drive, From Network Drive Chaos to a Central Image Bank lays out the move in five steps. Paper forms do not have to be thrown away. They are evidence of what people agreed to, and the status on each image makes that evidence easy to find. Teams that work from a shared drive today will find the reasons to switch in Google Drive for Company Photos, with seven signs that a proper beeldbank is due. Whatever you choose, run the whole loop once: send a form, receive a signature, see which images it covers, withdraw it, and watch the team see the new status.

Once consent is running, the next topics are quitclaim expiry alerts and departing employees, central image management across branches and departments, and beeldbeheer for large collections of photos.