This blog was originally published under Privasee, which has since rebranded to Vera.You can find more information about our new brand here: https://www.getvera.ai/privasee-to-vera
Consent is one of the six lawful grounds for processing personal data under the GDPR. For consent to be considered validly obtained, it must be freely given, specific, informed, and unambiguous. In simple terms, this means you cannot rely on vague or unclear language when requesting consent – individuals must clearly understand what they are agreeing to without any confusion.
Within the GDPR, explicit consent represents a higher standard of consent required in specific situations. It is mostly required when processing special categories of data or in cases where data processing is likely to significantly impact the individual. If you want to learn about how to collect consent, instead of explicit consent, see our blog: How to gather consent correctly under the GDPR?.
In this article, we will explore the concept of explicit consent, discuss the situations where it is required, provide guidance on how to obtain it effectively and offer insights into ensuring continuous compliance with GDPR requirements.
What is Explicit Consent under GDPR?
Explicit consent refers to an individual's clear, specific, and unambiguous statement of agreement regarding the processing of their personal data.
Unlike general consent, which can sometimes be inferred from actions or implied, explicit consent requires a direct, deliberate, and conscious action from the data subject. Explicit consent ensures that the individual fully understands and agrees to the specific processing activities that will take place.
Explicit consent can be seen in various practical scenarios. For instance:
- Signing a Consent Form: An individual signs a form that clearly outlines the specific use of their personal data.
- Checking an Opt-In Box: A user checks a box that is not pre-selected, indicating their agreement to receive marketing emails. Pre-checked boxes often convey a heavily promoted choice and can discourage users from making an active decision. Additionally, vague or unclear wording in consent requests can create confusion about the impact of checking or unchecking a box, further undermining the validity of the consent.
- Verbal Agreement: In some cases, a verbal statement, such as saying, "I consent to the processing of my health data," may also constitute explicit consent. In these cases, as with other forms of consent, it is important to ensure that the consent is adequately documented.
Key Components of a GDPR-Compliant Explicit Consent
Explicit consent must have four key components: it must be freely given, specific, informed, and unambiguous.
- Freely Given: Consent must be provided voluntarily, without any form of pressure or coercion. The data subject should have a genuine choice and must be able to refuse or withdraw their consent at any time without facing any negative consequences. For example, if a company requires customers to opt-in to receive marketing emails, they should not make subscribing to them a condition for accessing their services. Customers should be able to use the service even if they choose not to receive marketing communications.
- Specific: Consent must be obtained for distinct purposes. Requesting blanket consent, such as agreeing to all potential data processing activities in one broad statement or agreeing to a Privacy Policy is insufficient. In other words, simply agreeing to the phrase "I consent to marketing activities" does not meet the requirement for specificity under the GDPR. Instead, each purpose for data processing should be outlined, with the individual having the choice to consent to each outlined purpose. If you’re looking for a formula to create consent statements see our GDPR Consent Formula.
- Informed: The data subject must be fully aware of the data processing activities involved to give valid consent. This includes knowing who is collecting the data (the identity of the controller), the purposes of the data processing, the types of data being processed, and their rights.
- Unambiguous: Consent must be expressed clearly and affirmatively by the data subject. There must be no room for doubt about their agreement. Actions such as ticking a checkbox, signing a document, or any other clear indication of consent can help to achieve unambiguity.
Situations Requiring Explicit Consent
Under the GDPR, explicit consent is mandatory in specific situations due to the sensitive nature of the data or its potential impact on the individual. These situations include:
- processing special categories of personal data;
- automated decision-making and profiling; and
- transferring personal data to third countries without adequate data protection
Processing of Special Categories of Personal Data
Special Categories of data relate to types of data that could be used to segregate, discriminate or harm someone. They include:
- data revealing racial or ethnic origin
- political opinions
religious or philosophical beliefs - trade union membership
- health data
- biometric data, and
- information related to a person's sexual orientation or habits.
Given the potential impact on the fundamental rights and freedoms of individuals, processing these types of data generally requires explicit consent and justifying other legal bases is difficult.
Automated Decision-Making and Profiling
The GDPR gives individuals the right not to be subjected to decisions made solely by automated systems like computer algorithms if those decisions have serious legal effects – unless the person has given explicit consent. For example, in situations such as getting a job or a loan, individuals have a right to ask that such decisions be made only with human oversight. Although another lawful basis, such as fulfilling a contract, might allow for automated decision-making, explicit consent remains mandatory in most cases.
Transfers of Personal Data to Third Countries Without Adequate Data Protection
When transferring personal data to countries outside the European Union that do not have adequate data protection measures, such as an adequacy decision or other appropriate safeguards, Article 49 of the GDPR allows for explicit consent as a valid lawful basis for such transfers. In these instances, the data subject must be fully informed of the potential risks to their rights and freedoms due to the transfer.
Additionally, the ePrivacy Directive requires explicit consent to be obtained before non-essential cookies, such as those used for tracking and advertising, are used. Explicit consent cannot be obtained by browsing the website indefinitely without taking any action.
How to Obtain and Document Explicit Consent
When seeking to obtain explicit consent under the GDPR, it is essential to ensure that the process is clear, transparent, and easily understandable. Key steps to obtaining valid explicit consent include:
- Use Clear and Plain Language
Consent requests must be written in clear, simple language that is easy for anyone to understand. Vague or complex terminologies must be avoided. One useful tool to assess the readability of consent language is the Flesch Reading Ease score, which measures how easily a text can be read based on word and sentence structure.
- Consent Requests must be Specific
Consent requests should be presented separately from terms and conditions, general agreements, or other legal terms. The consent request should be easily distinguishable from other requests or information.
- Use Opt-In Mechanisms
Explicit consent must be obtained through affirmative action, such as an opt-in mechanism. It could involve checking an unchecked box or signing a consent form. The opt-in process should clearly indicate that the individual agrees to the specific data processing activities described by giving consent.
- Ensure Granularity in Consent
If multiple purposes require consent, each purpose should be clearly outlined, and consent should be obtained separately for each purpose. That is, if you seek consent to send marketing communications and to share personal data with third parties for marketing purposes, these two activities should be separate requests. Granularity ensures that individuals have control over every aspect of their consent and are not forced into an all-or-nothing decision.
- Keeping Detailed Records
Obtaining explicit consent alone is not enough; consent must also be documented to comply with the GDPR. Maintaining detailed records of consent is essential and should include:
- Who provided the consent (identifying the individual)?
- When the consent was obtained (date and time)?
- How the consent was given (e.g., via a signed form, checked box, etc.)?
- What the consent covers (specific data processing activities)?
These records must be easily accessible and retained for the duration of the consent. Additionally, it's important to document whether consent has been withdrawn and, if not, when the consent will expire.
- Using Consent Management Tools
Consent management tools can be instrumental in tracking and managing consent. These tools allow for the efficient organisation of consent records. They can track consent expiration and automate renewal requests. They also facilitate ease in fulfilling data subject requests by providing easy consent withdrawal mechanisms.
In addition, a privacy dashboard could also be implemented to enable data subjects to view and manage the consent they have provided.
Managing and Withdrawing Explicit Consent
Individuals must be able to revoke their consent as easily as they gave it. If consent was initially provided by checking a box, withdrawing should be as simple as unchecking a similar box. Data subjects must be able to opt out on their initiative without encountering additional hurdles.
Data subjects must be informed about how to withdraw their consent. This information should be included in privacy statements and reiterated in consent requests.
Consent should be examined and renewed on a regular basis to ensure its validity and relevance. If data subjects are not contacted on a regular basis, they should be occasionally reminded of their right to withdraw consent and how to do so.
Ensuring Compliance and Managing Risks with Explicit Consent
Compliance with explicit consent requirements under the GDPR requires proactive strategies and continuous oversight.
Conducting periodic audits and reviews of consent processes ensures that consent collection practices align with current legal requirements. Incorporating consent process reviews into the organisation's compliance calendar, with dedicated time blocks, can help systematically address any gaps or areas for improvement.
Also, regular training sessions should be conducted to educate employees on the correct procedures for obtaining and handling explicit consent. New employees should receive specific guidelines or procedural documents to complement general data protection training during onboarding. These documents should be regularly reviewed and updated to reflect any regulations or internal process changes.
Best Practices for Implementing Explicit Consent
- Clearly communicate the purpose of data collection and how it will be used. Avoid complex legal jargon.
- Use unambiguous methods like checkboxes or digital signatures. Avoid pre-checked boxes or implied consent.
- Allow individuals to withdraw consent at any time through a straightforward process.
- Keep comprehensive documentation of all consent obtained, including the date, time, and consent method.
- Periodically assess consent practices to ensure ongoing compliance with legal requirements and identify improvement areas.
- Avoid dark patterns. Refrain from using deceptive or manipulative design elements to influence consent decisions.
- Consider using specialised software, such as Privasee, to streamline the consent process and ensure compliance.
The Essential Role of Explicit Consent in GDPR Compliance
In conclusion, explicit consent is fundamental to ensuring compliance with the GDPR. It ensures that individuals have clear control over how their data is used. Consent practices must be reviewed and updated regularly to align with evolving regulations and enhance transparency.
To effectively implement explicit consent, it is crucial to incorporate it into organisational practices from the outset. By designing products and services with privacy as the default, organisations can proactively ensure data subjects have control over the use of their personal data.
Ultimately, explicit consent is more than a legal requirement; it reflects an organisation's respect for data subjects and their right to control their personal data.
Frequently Asked Questions about Explicit Consent
What are the penalties for not obtaining explicit consent?
Failure to obtain explicit consent under the GDPR can result in severe consequences. The consequences include substantial fines, potentially reaching up to €20 million or 4% of the company's global annual turnover, whichever is higher. Beyond financial penalties, mishandling personal data or relying on invalid consent can significantly harm an organisation's reputation. A loss of customer trust can lead to decreased engagement, as individuals may hesitate to share their data if they believe it is not being managed responsibly or transparently.
Can explicit consent be inferred from actions?
No, explicit consent cannot be inferred from someone's actions, no matter how obvious their consent may seem. Explicit consent must clearly and expressly confirm through a direct statement or action.
How often should explicit consent be reviewed and updated?
There is no fixed time limit for how long explicit consent remains valid; it depends on the context and nature of the data processing. However, consent should be regularly reviewed and updated to remain current and appropriate. Key moments for reviewing consent include significant changes in data processing activities, updates to privacy policies, or changes in relevant regulations. In practice, consider conducting reviews annually or whenever there are substantial changes to the data processing activities or legal requirements.
What is the difference between explicit consent and implicit consent?
Explicit consent requires an individual to take a clear, affirmative action, such as ticking a checkbox or signing a form, explicitly indicating their agreement to specific data processing activities. In contrast, Implicit Consent is inferred from an individual's actions, like using a service or signing up for a newsletter, without an explicit statement of agreement.
