Keep image permissions and consent with your photos
Who took this photo? Where can we use it? Where is the consent form for the person in it? rokiroki keeps this information with your images so colleagues can find the recorded agreements when they need them.
Three different kinds of permission
A photographer’s usage terms describe what you may do with their work. A person’s consent concerns the use of their image. A user role in rokiroki controls what a colleague can view or manage in the library.
These are separate matters. Having access to a photograph does not tell you where you may publish it.
Record the details alongside the image
Record the photographer and the agreed uses of an image. These might include a particular publication, a credit or an end date. Existing image metadata is imported where possible; your team adds anything that is missing.
For example, a portrait taken for an employee story might later be considered for a brochure. With the photographer’s details and the original agreement beside the image, your colleague can check them before sending it to a designer.
Link people to consent records
rokiroki has an optional consent management feature. Create a person, add the consent form and its details, and link that person to the relevant images. Record the signing date, an optional end date, and whether the consent covers internal use only or external use as well.
One person can be linked to several images, and several people can appear in one image. Your team makes these links: this feature does not recognise faces or assess the wording of forms.
What happens when you share an image?
When consent management is enabled for your organisation, rokiroki checks linked people before showing or downloading an image through a sharing link.
- A linked person with no recorded form prevents the image from being shared.
- Withdrawn or expired consent prevents sharing.
- Consent for internal use only prevents sharing through a link.
- If several people are linked, each person’s recorded consent must allow external use.
The check also applies to existing sharing links. Withdrawing consent affects what a recipient sees when they open the link again.
People must be linked to their images. An image with no linked people is not stopped by this check. The extra check does not apply when consent management is disabled. rokiroki cannot retrieve files that someone has already downloaded.
Passwords, roles and approval
You can protect a sharing link with a password and require a password on every new link created for your organisation. Links can also be withdrawn when they are no longer needed.
User roles divide the work inside the library. An optional approval step lets you review new images before other colleagues see them. Read about sharing images.
What does your team still need to check?
rokiroki stores and applies the agreements you record. It does not determine whether a consent form is legally sufficient, whether consent is the appropriate basis, or whether a photographer has granted every required right. Those questions belong with the responsible person in your organisation.
During your trial, choose a few familiar images: one with current consent, one with an end date and one restricted to internal use. Then check together what an external recipient can see through the sharing link.
Try it with your own workflow
Use the free trial month to see how images, people, consent records and sharing links work together. Training for your team is included.