Consents

Consents record which declarations of a season or an offer a family has agreed to.

Where declarations come from

Declaration	Location	Edit	Applies
of the season	Season > Edit > Consent forms	Admins	Applies to all offers of the season; collected once per account or participant
of an offer	Offer > Edit > Consents	Organizers, admins	Adds to the declarations of the season; with a registration, fepli asks for both together. If a variant takes over the declarations from the main offer (default), this also applies to declarations added or changed later, and the page is locked in the variant; adjustable under Fields per variant (Variants).

Both places use the same editor. For the season it is called Consents of the season, for the offer Consents of this offer.

The editor of a season, at the top a declaration with consents given, below it a new one. The **Preview** and the **Duration** are not shown.

Element	Meaning and effect
Title	Name of the declaration. Placeholder “e.g. Photo & video recordings”.
Text	Wording, with Bold and Italic. Locked after the first valid consent (Lock after the first consent).
Additional information	Notes on the declaration, e.g. on revocation and data protection. Collapsible; open as soon as it contains text. Can be expanded at the decision. Can be changed without triggering a new consent. Every consent keeps the version that applied at its decision.
Applies to	Participant or Account (Applies to). Default: Participant
Decision	Required, optional, opt-in or Choose yes/no; below it the note on the chosen type (Decision). Default: Required
Add declaration	Creates a new declaration. fepli discards declarations without title and text on saving.
Remove declaration	Trash can next to the title; missing for locked declarations. Removes the declaration, on the main offer with saving also from the variants that take over the declarations from the main offer.
Copy from another season	Only for the season, if other seasons have declarations. Copies title, text, additional information, Applies to and Decision as new declarations, not granted consents. Skips declarations with the same title, text and Applies to. Takes effect after saving. Messages: “Consent declarations copied”, “Nothing copied”
View consents	Only for admins and only for declarations with consents given. Opens the “Consents” page, filtered to this declaration.
Preview	To the right of the editor: the step “Consents” of the registration for “Alex Example”. Every declaration shows the controls of the website (Decision): declarations of the offer for the participant as in the registration form, declarations for the account and declarations of the season as in the step “Account consents”. For the offer, below them it names the number and titles of the declarations of the season.
Duration	until withdrawn, until the offer is over or until the season is over; below it the note on the chosen duration (Duration). For the season, until the offer is over is missing. Stays changeable for locked declarations. Default: until withdrawn

Applies to

Participant

Account Beispiel familyAlex BeispielGivenNoah BeispielOpen

Every participant of the account has their own decision, e.g. on participation in the canoe trip.

Account

Account Beispiel familyall participantsGiven

One decision applies to the whole account, e.g. for a newsletter.

Decision

Required

Participation in the canoe tripAcceptConsent required

Without consent the registration cannot be sent.

optional, opt-in

NewsletterConsent denied

The switch is off at first. Without a decision the consent is not granted, and the registration goes through anyway.

Choose yes/no

Photos on the websiteI agreeI do not agreePlease decide

Nothing is preselected. The registration asks for a decision, and a no is allowed.

Decision	Note in the editor	Registration form	Step “Account consents”
Required	“Participation only possible with consent.”	Accept, until then “Consent required”. Without consent the registration cannot be sent.	Read & consent, until then “Consent required”
optional, opt-in	“Is given actively.”	Switch “Consent denied”, switched on “Consent granted”. Does not hold up the registration.	I agree or I do not agree, until then “Please decide”
Choose yes/no	“Yes or no must be chosen. A no does not prevent registration.”	I agree or I do not agree, nothing preselected, until then “Please decide”. A no does not hold up the registration.	I agree or I do not agree, until then “Please decide”

Location	Content
Registration form	For each participant the declarations of the offer under “Consents”
Step “Account consents”	Before the choice of the participant: the declarations for the account and the declarations of the season for participants. Continue is possible only when all are decided; until then “{count} consents still open”.
Page of a registration on the website	For Required “Required”, otherwise “Voluntary”; state “Given”, “Open”, “Not given” or “No objection”

Which decision suits which declaration: Mandatory, opt-in or yes/no?

Duration

Duration	Note in the editor	The consent ends
until withdrawn	“The consent is in force until it is withdrawn, as for pictures that stay published. It also stays when the data of the person is erased.”	with the revocation
until the offer is over	“The consent is done with when the offer is over, like a permission to swim. Its proof is then deleted after the period from the settings.”	with the last date of the offer or earlier with the revocation. An offer without a date does not end.
until the season is over	“The consent is done with when the season is over. Its proof is then deleted after the period from the settings.”	with the end of the last phase Publish offers of the season or earlier with the revocation. A season without this phase or without its end does not end.

Rule	Content
Effect	The duration decides from when the proof of a consent is deleted (Retention of proofs). It does not change whether a consent counts as granted in the participant list.
Existing declarations	Are set to until withdrawn.
Declaration without a form	A consent whose declaration was removed ends only with the revocation.

State	Meaning
Lock with “{count} consents”	The text is locked and appears as a quote. Applies to and Decision appear as text below it, e.g. “Account · Required”; Remove declaration is missing. Title and additional information stay editable. Below the declarations it says: “Locked: changing the text invalidates all {count} consents given. Title and additional information stay editable.” {count} counts people. On the main offer the consents from its variants count as well.
Change text and collect again	Unlocks the texts of all declarations with consents given. The note then reads “Unlocked: a changed text invalidates {count} existing consents.” A changed text invalidates all existing consents, on the main offer also those in the variants that take over the declarations from the main offer; they are collected again. After saving, the texts are locked again.
Lock again	In the note below the declarations. Locks the texts again.

Former opt-out declarations

The type “optional, opt-out” no longer exists. A default setting does not count as consent.

Element	Content
Changeover	Declarations that were opt-out until the update are set to Choose yes/no. The entries of the families stay unchanged; an objection stays an objection.
“No objection”	State of everyone who had not objected until the changeover and has not decided since. This is not consent and does not count as open.
Decision	The family is asked when the declaration appears next: on a registration on the website or via the link to a registration. A no does not prevent registration.
Copies	A copied declaration, e.g. in a copied offer, is an ordinary declaration Choose yes/no, without “No objection”.

Consents on registrations

beispiel.fepli.eu/admin/angebote/…/teilnahmeliste

Canoe trip

Date

Sat, 07.08.2027, 09:00

places

10 / 12

Consents

1 open

DetailsEditParticipant list

ParticipantAgeConsentsCan your child swim fo…

Taking part10 participants · 2 spots free

Alex Beispiel11 yearsGranted· 14.07.Yes

Noah Beispiel10 yearsDeclined· Photos on the websiteYes

Mia Muster12 yearsPendingNo

On waiting list3 participants · in the order they move up

Lina Beispiel9 yearsPendingYes

Further columns and rows are hidden.

Display	Meaning
“Granted · {date}”	All declarations of season and offer agreed; day and month of the last consent
“Declined · {declarations}”	At least one declaration declined, also an opt-in that was not granted; names the declined declarations
“Pending”, orange	Allocated place and at least one declaration not decided, e.g. a declaration added later or after a revocation. Next to it the icon Send the link to the family, if the registration was created with open consents, has an email address and is not withdrawn.
“Pending”, grey	The same without an allocated place, e.g. on the waiting list
Header of the participant list, Consents	“{count} open” or “none open”: allocated places with open consents. Only on the tab Participant list.
“No objection · {declarations}”	Former opt-out declarations (Former opt-out declarations)
“—”	No declaration for this registration
Column Consents	Only if the offer or its season has declarations (Participant list)
Registration, section Consents	Admins record or revoke consents on behalf of the family and upload the paper evidence with them (Viewing a registration).
Overview (PDF), Overview with proof sheets (PDF)	Exports in the menu Consents of the participant list (Participant list), only for offers with declarations. For each declaration the overview says “Akzeptiert”, “Abgelehnt”, “Widerrufen”, “Kein Widerspruch”, “Fehlt” or “Nicht erteilt”. Every proof sheet shows the additional information as with Download document (“Consents” page).

Who	Sees the state of a consent in the side panel
Admin	always
Organizer	only for registrations their participant list shows, and only after the confidentiality declaration, if the season requires it

Decisions on the website

Recorded via	What the person enters	Takes effect
Account on the website	The decisions in the signed-in account, also on the page of a registration	at once
Registration without an account	The decisions in the registration form. Whoever states that they may give the consents themselves enters Your full name.	with the confirmation link from the email to the address of the registration. Until then, fepli creates no consent.
Link to the registration	Without signing in to the account: the decisions, Your full name (legal representative) and Your email address	with the link from the email “Please confirm: consents for {first name}” to this address. Until then the page shows: “We have sent a confirmation link to {email}. The decisions only take effect once it is opened. You can also make them again here.”

Rule	Content
Confirmation link	Valid for 14 days. Decisions made again replace those not confirmed yet. A nightly run discards decisions whose link has expired. The email with the link appears in the outbox as Confirm consents.
Changed text	If the text of a declaration changes before the confirmation, fepli creates no consent for it, and the declaration stays open. Through the link to the registration the page reports “Please decide again”. A registration without an account then waits for the consents.
Assurance	For declarations that apply to the participant, the website shows, for a minor participant with a date of birth, before the decision: “By deciding you affirm that you hold parental responsibility for {first name} and — where you share it with somebody — decide in agreement with the other parent.” From 14 it adds “{first name} is 14 or older: you also affirm that {first name} agrees with the decision.” The consent stores the wording.
Translation	If the website shows the declaration in a machine translation, the consent stores the language and the wording shown. The original text remains authoritative.
In the admin panel	No assurance and no translation. Whoever records on someone's behalf uploads the paper evidence (Viewing a registration).

Which form a declaration needs and what these details prove: Which form does a consent need?

Copy for the family

Element	Content
Trigger	Every consent given, also one recorded in the admin panel. No copy for refusals and for the “Privacy commitment for organizers”.
Recipient	The confirmed email address of the decision, otherwise that of the account, otherwise that of the participant. What was given in one step comes in one email per address.
Email	Subject “Copy of your consent: {title}”, for several “Copy of your consents”. For each consent the title, Concerns, Applies to, Given on, the wording in the original and the link Withdraw this consent. With an account also View consents in your account.
Fixed text	The email is not listed under Notifications, has no switch and is always sent.
Revocation through the link	Opens the page “Withdraw consent” without signing in, with title, Concerns, Applies to, Given on, the wording and the consequence of the revocation. Withdraw consent revokes it. For a declaration with Required, the registrations that require it are withdrawn as long as the offer has not started. The link does not expire. As the person of the revocation, fepli records who declared the consent.

Entries and revocation

Rule	Content
Counts as granted	only a consent that exists for the current text and is not revoked. This applies in the participant list, in its exports and in the PDFs.
One entry per decision	Every decision is an entry of its own; an earlier entry does not change. A no to a granted consent revokes it and creates an entry Declined.
Revocation	Final; whoever consents again creates a new entry. Only a granted consent can be revoked, also through the link in its copy (Copy for the family). The log of data subject rights notes every revocation, also those recorded on the website and via the API. After every revocation the organizers or the team receive an email (Notification of a revocation).
Recorded again	If someone enters a consent in the admin panel after the person revoked or declined it, the log notes “Consent recorded again after withdrawal” with the name of this person in the team.
Deleting	Individual entries cannot be deleted. A granted consent stays when its account or its participant is erased (After the person is erased). It is deleted after its end and the period for proofs (Retention of proofs).

Notification of a revocation

Element	Content
Trigger	Every revocation of a granted consent: on the website, in the admin panel, via the API and on erasure. The revocation of a “Privacy commitment for organizers” triggers no email.
Declaration of an offer	The email goes to the members of the organizer profiles of the offer who have an account that is not blocked and has an email address. If there is no such member, it goes to the team.
Declaration of the season	The email goes to the team and to the organizers of the offers of this season for which the person is registered. Registrations with the status withdrawn, rejected or no place do not count. For a declaration for the account, the registrations of all participants of the account count.
The team	The Reply address (Settings: Email dispatch). If none is entered, the admin accounts that are not blocked and have an email address.
Email	Subject “Consent withdrawn: {title}”. It names the declaration, the person, the offer or the season and the time of the revocation. If the data of the person was erased at the same time, it says: “The data of this person was erased at the same time. The participant list therefore no longer shows a name.”
Fixed text	The email is not under Notifications, has no switch and is always sent.
Outbox	The email appears in the Outbox as Consent withdrawn.
Log	Told of withdrawal with the title of the declaration (Log)
Catching up	A nightly run sends the email for revocations of the last 7 days for which none was sent yet.
Revocation after erasure	If a consent of the season is revoked after the person was erased, the email goes only to the team. The registrations of the person are then no longer assigned.

After the person is erased

The rules apply to every erasure of an account or a participant: on the website, in the admin panel, via the API and in the erasure run. Background: Why fepli does not erase some data.

Entry	What happens
Granted consent	Stays in force. The entry loses the connection to account and participant and keeps the name of the person and the name under which it was declared. Before that, fepli stores its document (Retention of proofs).
Declined declaration	Is erased with the person.
Consent to an offer that has not started yet	Is erased with the person. The erasure withdraws the person from this offer.
Erasure of the participant only	The consent stays with the account and appears in its file (Data subject rights). If the account is erased later, the dialog asks about it again.
Revocation with the erasure	Every erasure dialog names the consents that stay in force and asks which of them the person revokes: Accounts: Delete, Deleting an account on the website, Participants: Delete, Data subject rights: Rights. It asks about granted, not revoked consents whose duration has not expired; for each declaration about the newest one.
Erasure run	Revokes no consent.
Erasure via the API	Revokes no consent (fepli developers).
Display	On the “Consents” page it says “data erased” below the name.
Revocation afterwards	Under Compliance > Consents > Details > Revoke

Retention of proofs

Element	Content
End of a consent	With the revocation, with the expiry of its validity or with the end of offer or season according to its Duration
Period	Row Proofs of consent, without an entry 3 years, counted from the end of the year in which the consent ended (Settings). With a period of 3 years, a consent revoked in 2026 is deleted from 01.01.2030.
Run	Rule Proofs of consents that are over under Compliance > Retention (Data subject rights). It deletes the entry with its documents: by hand, or at night if Automatic is selected in the row Proofs of consent.
Stays	Consents in force, declined declarations of existing persons and the consents of persons with restricted processing
Document	For every granted consent fepli stores the PDF from Download document once, for a revocation a second one next to it. The first document is not replaced. It is stored right after the decision and after the revocation, and also before every erasure of the person. What fails then is caught up by a nightly run, for older consents 500 per night.
Paper evidence	Evidence uploaded when recording on someone's behalf lies next to the documents of the consent, is locked like them and is deleted with it.
Lock	If the documents are in the object storage of the installation, each one is locked as long as the consent is in force and until the period for its proof has expired. Where they are stored is shown by Where the records are stored (Settings).

The “Consents” page

Location: Compliance > Consents. Visible in the menu to: admins.

beispiel.fepli.eu/admin/compliance/einwilligungen

☀️

Compliance/ConsentsNew⌘ ↵

Compliance

ConsentsRequests1Find a personRetentionLog

PersonConsentApplies toTypeStatusUpdated

Alex BeispielParticipant · account Jo BeispielParticipation in the canoe tripCanoe tripRequiredGiven12.06.2027

Jo BeispielAccount · jo@example.orgNewsletterSummer holidays 2027voluntaryGiven03.05.2027

Noah BeispielParticipant · account Jo BeispielPhotos on the websiteSummer holidays 2027DecisionDeclined12.06.2027

Mia MusterParticipant · account Sascha MusterPhotos on the websiteSummer holidays 2027DecisionRevoked02.07.2027

A table only, no card view. Sample data.

Column	Content
Person	Account, participant or organizer; for a participant the account below. After the person is erased, their name from the entry, below it “data erased”
Consent	Title of the declaration
Applies to	Name of the offer or the season; General for consents of the whole account
Type	Required, voluntary, Decision
Status	Given with a green tick, Declined with a grey cross, Revoked with a red cross
Updated	Date of the revocation, otherwise of the consent, otherwise of the creation

Element	Content
Filter	Consent form with title and offer or season, Status
Search	Name of the account holder, name of an erased person, title of the declaration
Sort	Sort by date, newest entries first
Status in the consent	“Consent actively given”, “Consent actively declined”, “Revoked”. Without a decision of the person: “Pending”, “Pending (mandatory consent)”, “Pending (mandatory decision)”, “Declined (opt-in, unconfirmed)” and “No objection (former opt-out, no consent)” with the note “An opt-out until {date}. The person did not object. This is not consent.”

Action	Effect
Details	Opens the consent in a side panel 680 pixels wide, or as a page of its own: status with date, Document, for granted, not revoked consents Revoke, plus person, Applies to, Type, Declared by, Recorded via, the wording of the declaration at the time of consent and the Recorded with the declaration. Only for consents from a declaration.
Revoke	Only for granted, not revoked consents. Dialog Revoke consent: “The consent no longer applies as of now. The withdrawal is logged with your name.” Button Revoke consent
Download document	The declaration as a PDF, with the additional information in the version at the time of the decision. For older entries the current additional information appears with “Aktuelle Fassung der Hinweise. Die Fassung bei Abgabe der Erklärung ist nicht gespeichert.” After a revocation with the date and “erfasst von {name}”. If a document is stored (Retention of proofs), the action downloads this document.

Compliance/Consents/Mia Muster

Photos on the website

Revoked· 02.07.2027

Document

Revoked on 02.07.2027 by Robin Beispiel

The consent stays on record. A new consent is a new record.

Declared bySascha Muster

Recorded viaLink to the registration

PersonMia Muster · Participant

Applies toSummer holidays 2027

TypeVoluntary consent (force decision)

Wording at the time of consent

I agree that photos of my child may be shown on the website of the holiday programme.

Recorded with the declaration

The date next to the status is that of the revocation, otherwise of the consent. After a revocation, a red note names the date and, if recorded, the name; the consent stays documented.

A revoked consent, sample data.

Detail	Content
Declared by	Name that a guardian enters via the link to a registration or that the person declaring enters in a registration without an account, or the person in the team who recorded the consent; otherwise the account holder with the name the account had at the time of the decision, or “unknown”. No longer changes, not even with the name of the account.
Recorded via	Link to the registration (without signing in to the account, also via the link forwarded to the legal representative), Account on the website (the signed-in family in the registration form or under the consents of their account), Registration without an account, Admin panel (the team in a registration or at New registration, organizers with the confidentiality declaration), API, unknown (entries from before the update)
Person	Account, participant or organizer, as in the table
Applies to	Offer or season of the declaration, otherwise General
Type	Mandatory consent, Voluntary consent (opt-in) or Voluntary consent (force decision)

Detail	Content
Confirmed from	For a decision without an account, the email address whose confirmation link was opened
Declared and confirmed	“declared on {date}, confirmed by email on {date}”, if the decision took effect only with the confirmation
Read in	“{language} (machine translation)”, if the website showed the declaration translated
Evidence	Download paper evidence, if evidence was uploaded when recording on someone's behalf
Recorded with the declaration	Name, date of birth and offer. Below it “Checksum recomputed: the stored wording is unchanged.” If the stored wording no longer matches the checksum: “Caution: the checksum does not match the stored wording. The text was changed afterwards.” Plus Affirmed with the decision and, after a translation, “Wording as it was shown in {language}” to expand.

The declaration of the organizers per season appears here as “Privacy commitment for organizers” (Seasons).