SayPro Documents Required from Employees: Stakeholder Approvals

1. Overview of Stakeholder Approvals: Stakeholder approvals are essential documents that ensure all individuals or groups featured in the CSR video are aware of their participation and have given explicit consent for their likeness, voice, or personal information to be used in the video. This step ensures that SayPro complies with legal and ethical standards, respects privacy rights, and fosters transparency in the video production process. Employees and community members who are featured or involved in the video should provide their written or digital consent, typically through approval forms or release agreements.

2. Types of Stakeholder Approvals Required: The following types of stakeholder approvals are typically required for the CSR video production:

A. Employee Consent Forms: If employees are featured in the video, they must provide written consent to be included, especially if their name, image, voice, or personal story is being shared publicly. The consent form should include:

• Clear Description of the Video Usage: The form should specify the nature of the video, including how the video will be used (e.g., internal communications, external distribution on the website, social media platforms, etc.).
• Scope of Usage: Clarify whether the employee’s likeness or voice will be used in only this video or if it could be used in future materials, and specify any possible distribution channels.
• Personal Data Handling: Explain how any personal information (e.g., name, job title, or contact details) will be handled and whether it will be shared publicly or remain confidential.
• Rights and Permissions: The form should confirm that the employee grants SayPro the right to use their image, voice, or personal story without compensation and without time restrictions (unless otherwise agreed).
• Opt-Out Clause: Provide employees with the ability to opt-out or withdraw their consent at any time before the video is published or distributed.

B. Community Member Consent Forms: If the video features community members outside the organization, such as beneficiaries of CSR initiatives or individuals sharing their personal stories, a similar consent form should be used. These forms should include:

• Clear Explanation of the Video Purpose: A description of the video’s purpose, including how the community member’s involvement will contribute to the CSR narrative. This may include details about how their image, voice, and story will be used to communicate the impact of the CSR initiative.
• Location and Distribution: Specify where and how the video will be shared, whether online, in public presentations, or at corporate events. It should also outline whether their involvement will be recorded for internal or external use.
• Voluntary Participation: Ensure the community member understands that their participation is voluntary and that they have the right to decline or withdraw consent at any point before the video is made public.
• Confidentiality and Privacy Considerations: For sensitive cases, such as individuals from vulnerable communities, the consent form should address how privacy will be protected and if any sensitive personal data will be anonymized or kept confidential.
• Compensation or No Compensation: Clearly state if there will be any compensation (e.g., a donation to their cause or an honorarium) for their participation or if the video is being created on a voluntary basis without compensation.

C. Parental or Guardian Consent (for Minors): If the video includes minors (individuals under the age of 18), parental or guardian consent is required. This form should include:

• Parental/Guardian Approval: Written consent from a parent or legal guardian, granting permission for the minor to be filmed and for their participation in the video.
• Purpose of the Video: A clear explanation of how the minor will be featured in the video and the video’s intended audience (internal, external, online platforms).
• Impact of Participation: Description of any potential risks or benefits related to the minor’s involvement in the video, and how their image or story will be used.
• Confirmation of Understanding: The form should confirm that the parent or guardian understands the content and the future use of the video, and that they acknowledge the voluntary nature of the minor’s participation.

3. Media Release Forms: In addition to the stakeholder-specific consent forms, a standard Media Release Form may be required for each individual featured in the video. This form ensures:

• General Media Release Terms: The form confirms that individuals give SayPro permission to use their image, voice, and personal story in all formats (e.g., video, social media posts, print materials) and for various purposes, including marketing, communications, and promotional use.
• Indemnity Clauses: It should state that SayPro is not liable for any claims related to the use of the individual’s image, voice, or personal data.
• Ownership of Content: This document affirms that SayPro owns the content, allowing the company to edit, reproduce, or distribute the video as needed.

4. Confidentiality and Non-Disclosure Agreements (NDA) (if applicable): For certain sensitive CSR initiatives (e.g., programs that involve confidential data, such as health-related topics, or partnerships with private stakeholders), an additional Non-Disclosure Agreement (NDA) may be required for stakeholders. This agreement ensures that individuals involved:

• Agree to Confidentiality: They acknowledge the confidentiality of the information shared during the video production and promise not to disclose sensitive information to third parties.
• Clarify the Scope of Disclosure: Specify what information is considered confidential and how it should be protected.

5. Approval for Third-Party Content or Interviews: If the video features third-party content (e.g., interviews with external experts, footage from other organizations, or clips from community partners), employees must ensure that written approval or a license to use such content is obtained. This includes:

• Permission from Interviewees: Ensure any individuals interviewed for the video have given explicit consent for their interview to be included.
• Licenses for Third-Party Media: Obtain licenses for any external media, music, or graphics used in the video to ensure that all intellectual property rights are respected.

6. Written Confirmation of Compliance: After collecting all necessary consent forms and approvals, employees should compile a written confirmation that all stakeholders featured in the video have provided the required approvals and that no individuals were included without consent. This document should be signed off by the responsible employee or project manager.

7. Archiving and Record-Keeping: Ensure that all signed approval forms and documentation are securely stored and easily accessible. This may involve:

• Digital Storage: Scanning and saving signed forms in a secure digital system, such as a cloud-based document management platform, for easy retrieval.
• Physical Copies: In cases where physical signatures are required, keep copies of the signed documents in a secure location.

Summary of Documents Required:

1. Employee Consent Forms: Written consent from employees featured in the video, including details on the video’s usage, scope, and compensation.
2. Community Member Consent Forms: Written consent from external individuals, including community members, beneficiaries, or others featured in the video.
3. Parental/Guardian Consent Forms (for Minors): Consent for minors, detailing their involvement and usage of their image or voice.
4. Media Release Forms: General media release agreement for individuals to give permission for their content to be used in various formats.
5. Non-Disclosure Agreements (NDA): If applicable, confidentiality agreements for sensitive information or stakeholders.
6. Approval for Third-Party Content: Consent from any third parties (interviewees, content owners, etc.) whose material is used in the video.
7. Written Confirmation of Compliance: A document confirming that all necessary stakeholder approvals have been obtained.
8. Record-Keeping and Archiving: Proper storage of all signed consent forms, either digitally or in physical files.

By ensuring that all stakeholders—whether employees or community members—provide proper consent through signed approvals, SayPro ensures that its CSR video project adheres to legal, ethical, and organizational standards. This process helps protect individual privacy, secures the company’s legal standing, and demonstrates transparency and respect for the rights of those involved.