Directory Listing Consent Form Template

What is a directory listing consent?

Clubs, associations, schools, alumni networks and employers all publish directories — an online member list, a printed handbook, a staff page on the website. Each entry is personal information, and listing someone without a clear yes invites complaints, and in many places trouble under data protection law. A directory listing consent records the person's choice in plain terms.

This template lists, item by item, the details that will appear (anything not listed stays out), whether a photo is included and whose photo it is, anything that must never be published, where the directory appears and who can see it — members behind a login, staff only, approved partners, or the public. It commits the organisation not to sell or hand the directory to marketers, to warn viewers not to misuse it and to keep it secure, and it gives the person an email address to update or withdraw their entry at any time. When the directory is public, it also spells out that search engines and other people may see and copy the entry.

When to Use a directory listing consent

• A sports club or professional association launching an online member directory
• A school or university alumni office building a searchable alumni network
• An employer publishing a staff directory or team page on its website
• A parent-teacher association sharing a class contact list
• A charity listing volunteers or trustees in its annual report

What You Fill In

11 blanks, then the name and email of each person who signs: individual, organisation.

What the directory listing consent Covers

1. What will be listed
2. Where it appears and who can see it
3. How the Directory may be used
4. Keeping my entry accurate
5. How long and withdrawing consent
6. Personal information

Using the directory listing consent, step by step

1 Describe the directory

Name it and list every place it appears — the members' area of the website, a printed handbook, an app, a noticeboard. Then choose who can see it. The audience you pick is written into the consent, and the organisation promises not to publish the entry elsewhere or widen the audience without asking again.

2 List the details exactly

Write out each item that will be shown, such as "full name, graduation year, employer and job title". The consent says nothing else will be added without further agreement, so a precise list protects both sides. Add anything the person wants ruled out, like a home address or personal mobile.

3 Choose photo and duration

Pick no photo, a photo the person supplies, or one the organisation takes (which the person sees first). Then choose whether the listing lasts while they remain connected, until they withdraw, or for one year before you ask again.

4 Send it for signature

Add the person as the signer and yourself for the organisation. Keep the signed copy — it is your record of what they agreed to if a question comes up later.

Tips Before You Send It

• Ask for consent separately from membership or employment paperwork, and don't make joining depend on it. The template says so explicitly.
• Default to the smallest audience that works. A members-only directory behind a login is far lower risk than a public web page.
• Use an email address that is actually monitored for changes and withdrawals — the person is promised a response within a reasonable time.
• Remember that printed copies cannot be recalled. If people are likely to change their minds, keep the directory online only.

Directory listing consent: frequently asked questions

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This template is a general starting point, not legal advice. Laws differ between countries and states — have a lawyer review the agreement for your situation before you rely on it. Page last reviewed 2026-09-29.