HelloForms
Consent, Waivers & Releases · community shared

Lawful Basis Record — shared by the community

Tom H. shared this 11-question build with 2 conditional rules already wired up. Test it below, then take a copy.

A ready-to-use consent, waivers & releases form for any team that needs demonstrable permission: 11 questions, 1 page, 2 conditional rules.

Shared by
Tom H. · Agency owner
Questions
11
Replies
12
Copies taken
621
See the library version

lawful basis record, article 6 gdpr record, lawful basis assessment form, gdpr lawful basis documentation, data processing lawful basis form, uk gdpr accountability record, lawful basis record form, lawful basis record forms, lawful basis record template, online lawful basis record, lawful basis decision record, lawful, lawfuls, basis, basi, basi form, record, records, internal, which, article, applies, consent form, waiver form, release form, liability waiver, photo release form, permission form, authorization form, gdpr consent form, parental consent form, legal release form, lawful basis record example, shared lawful basis record

Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Lawful basis decision record

This template runs as a straight sequence — no branching rules.

Works for you? Take Tom H.'s copy into your own workspace — questions, rules and settings included.

Who this template is for

Lawful Basis Record is built for any team that needs demonstrable permission who need to record who agreed to what, and when.

  • Any team that needs demonstrable permission working in consent, waivers & releases.
  • Teams who need to record who agreed to what, and when without writing code or paying for a custom build.
  • Anyone replacing consent claims you can't evidence months later with one structured record per enquiry.
  • Respondents are customers, patients and participants — the form asks them 11 questions across 1 screen.

Why this form is useful

It removes the cost of consent claims you can't evidence months later and turns each submission into a record your team can act on immediately.

  • 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It pins the request to a specific date.
  • Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Lawful Basis Record lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 2 conditional rules ship with it.

  • Features conditional validation: if “Which lawful basis applies?” is Legitimate interests, “Legitimate interests balancing test notes” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Does this involve special category data?” is Yes, “Article 9 condition relied on” becomes mandatory before the form can be sent.
  • All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

What this form asks

Lawful basis record

  • Collection point or process namerequired
  • What data is collected here?required
  • Which lawful basis applies?required
  • Reason this basis was chosenrequired
  • Legitimate interests balancing test notes
  • Does this involve special category data?required
  • Article 9 condition relied on
  • Decided byrequired
  • Role / job title
  • Date decided
  • Review date

Conditional logic in this build

  • When “Which lawful basis applies?” is Legitimate interests, require “Legitimate interests balancing test notes”.
  • When “Does this involve special category data?” is Yes, require “Article 9 condition relied on”.

Questions about this shared form

Who should fill this in — legal or the team running the form?

Ideally both: the team that owns the collection point knows what data is gathered and why, and a data protection lead should sign off on the basis chosen.

Is this the same as the Marketing Opt-In Form?

No — the Marketing Opt-In Form captures a person's PECR consent to be marketed to. This record documents the organisation's internal decision about which lawful basis applies to a given collection point, marketing or otherwise.

What if two collection points use the same basis for the same reason?

You can reference an earlier record's reasoning rather than rewriting it, but still create a separate entry per collection point so the register stays accurate if one process changes later.

Does this replace a full data protection impact assessment?

No — this is a lighter, per-collection-point record. Higher-risk processing may still need a full DPIA alongside it.

Is the Lawful Basis Record template free to use?

Yes. You can preview and test Lawful Basis Record on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Lawful Basis Record template ask for?

It asks 11 questions across 1 page, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Lawful Basis Record form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this consent, waivers & releases form work?

2 conditional rules ship with the template: Features conditional validation: if “Which lawful basis applies?” is Legitimate interests, “Legitimate interests balancing test notes” becomes mandatory before the form can be sent. Features conditional validation: if “Does this involve special category data?” is Yes, “Article 9 condition relied on” becomes mandatory before the form can be sent. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.

Where do responses to the Lawful Basis Record form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Lawful Basis Record form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

More from the community

All community formsBrowse the template library