consent-record-keeping

Building Consent Record-Keeping

Overview

GDPR Article 7(1) states: "Where processing is based on consent, the controller shall be able to demonstrate that the data subject has consented to the processing of personal data." This obligation to demonstrate consent requires comprehensive record-keeping that captures not only the consent decision but the context in which it was made.

The Kantara Initiative Consent Receipt Specification (v1.1) provides a standardized machine-readable format for consent receipts that satisfies regulatory expectations and enables interoperability.

Required Record Fields

Per EDPB Guidelines 05/2020 (paragraphs 89-107), demonstrating consent requires preserving evidence of:

Core Fields (Mandatory)

Field	Description	GDPR Reference	Format
consent_id	Unique identifier for this consent decision	Art. 7(1)	UUID v4
subject_id	Identifier of the data subject	Art. 7(1)	UUID v4
purpose_id	Identifier of the processing purpose	Art. 6(1)(a)	Purpose code
purpose_description	Plain-language description of the purpose	Art. 13(1)(c)	Text
decision	Consent granted or not granted	Art. 7(1)	Enum: granted, not_granted
timestamp	When the decision was made	Art. 7(1)	ISO 8601 UTC
mechanism	How consent was expressed	Art. 4(11)	Enum: checkbox_tick, toggle_switch, typed_statement, signature
consent_text_version	Hash of the exact consent text shown	Art. 7(1)	SHA-256 hex
consent_text	The exact text presented to the data subject	Art. 7(2)	Full text
controller_name	Legal name of the data controller	Art. 13(1)(a)	Text
controller_contact	Controller contact information	Art. 13(1)(a)	Text

Contextual Fields (Recommended)

Field	Description	GDPR Reference	Format
ip_address	IP address at time of consent	Art. 7(1) proof	IPv4/IPv6
user_agent	Browser/device user agent string	Art. 7(1) proof	Text
session_id	Session identifier	Art. 7(1) proof	UUID
source	Where consent was collected	Art. 7(1) proof	Enum: signup, preference_center, cookie_banner
data_categories	Categories of personal data for this purpose	Art. 13(1)(d)	JSON array
recipients	Named third-party recipients	Art. 13(1)(e)	JSON array
retention_period	How long data is retained for this purpose	Art. 13(2)(a)	Text
withdrawal_info	Instructions for withdrawing consent	Art. 7(3)	Text
dpo_contact	DPO contact information	Art. 13(1)(b)	Text

Immutability Requirements

Consent records must be immutable. Once a consent decision is recorded, it cannot be altered. This requires:

1. Append-Only Storage: Use an append-only database table or immutable log store. Never UPDATE or DELETE consent records.
2. Integrity Hashing: Each record includes a SHA-256 hash of its contents. Any tampering is detectable.
3. Chain Hashing: Each record's hash includes the previous record's hash, creating a verifiable chain (similar to blockchain concepts but without the distributed ledger overhead).
4. Timestamp Integrity: Timestamps are generated server-side (not client-supplied) to prevent manipulation.

Kantara Initiative Consent Receipt Format

The Kantara Initiative Consent Receipt Specification v1.1 defines a JSON format:

{
    "version": "KI-CR-v1.1.0",
    "jurisdiction": "EU/GDPR",
    "consentTimestamp": "2026-03-14T10:30:00Z",
    "collectionMethod": "web form with unticked checkboxes",
    "consentReceiptID": "cr_7f3a9b2e-41d8-4c76-b5e3-9a8d1c2f4e60",
    "publicKey": "cloudvault-saas-public-key-fingerprint",
    "language": "en",
    "piiPrincipalId": "usr_7f3a9b2e-41d8-4c76-b5e3-9a8d1c2f4e60",
    "piiControllers": [
        {
            "piiController": "CloudVault SaaS Inc.",
            "onBehalf": false,
            "contact": "42 Innovation Drive, Dublin, D02 YX88, Ireland",
            "phone": "+353-1-555-0142",
            "email": "privacy@cloudvault-saas.eu",
            "piiControllerUrl": "https://cloudvault-saas.eu"
        }
    ],
    "policyUrl": "https://cloudvault-saas.eu/privacy-policy",
    "services": [
        {
            "service": "CloudVault Cloud Storage",
            "purposes": [
                {
                    "purpose": "Service Improvement Analytics",
                    "purposeCategory": ["core function"],
                    "consentType": "explicit",
                    "piiCategory": ["file_metadata", "access_frequency", "storage_patterns"],
                    "primaryPurpose": true,
                    "termination": "https://app.cloudvault-saas.eu/settings/privacy",
                    "thirdPartyDisclosure": false
                }
            ]
        }
    ],
    "sensitive": false,
    "spiCat": []
}

Database Schema

-- Consent records table (append-only, never UPDATE or DELETE)
CREATE TABLE consent_records (
    consent_id          UUID PRIMARY KEY DEFAULT gen_random_uuid(),
    subject_id          UUID NOT NULL,
    purpose_id          VARCHAR(128) NOT NULL,
    purpose_description TEXT NOT NULL,
    decision            VARCHAR(16) NOT NULL CHECK (decision IN ('granted', 'not_granted', 'withdrawn')),
    mechanism           VARCHAR(64) NOT NULL,
    consent_text_version CHAR(64) NOT NULL,
    timestamp_utc       TIMESTAMP WITH TIME ZONE NOT NULL DEFAULT now(),
    ip_address          INET,
    user_agent          TEXT,
    session_id          UUID,
    source              VARCHAR(64) NOT NULL,
    controller_name     VARCHAR(256) NOT NULL DEFAULT 'CloudVault SaaS Inc.',
    record_hash         CHAR(64) NOT NULL,
    previous_hash       CHAR(64),
    created_at          TIMESTAMP WITH TIME ZONE NOT NULL DEFAULT now()
);

-- Index for efficient lookups per subject
CREATE INDEX idx_consent_records_subject ON consent_records(subject_id, purpose_id, timestamp_utc DESC);

-- Consent text versions (immutable)
CREATE TABLE consent_text_versions (
    version_id   UUID PRIMARY KEY DEFAULT gen_random_uuid(),
    purpose_id   VARCHAR(128) NOT NULL,
    consent_text TEXT NOT NULL,
    text_hash    CHAR(64) NOT NULL UNIQUE,
    approved_by  VARCHAR(256) NOT NULL,
    effective_from TIMESTAMP WITH TIME ZONE NOT NULL,
    effective_until TIMESTAMP WITH TIME ZONE,
    created_at   TIMESTAMP WITH TIME ZONE NOT NULL DEFAULT now()
);

-- Prevent modifications to consent records
REVOKE UPDATE, DELETE ON consent_records FROM app_user;
REVOKE UPDATE, DELETE ON consent_text_versions FROM app_user;

Audit Query Examples

Reconstruct consent state for a subject at a point in time:

SELECT DISTINCT ON (purpose_id)
    purpose_id, decision, timestamp_utc, consent_text_version, mechanism, source
FROM consent_records
WHERE subject_id = 'usr_7f3a9b2e-41d8-4c76-b5e3-9a8d1c2f4e60'
  AND timestamp_utc <= '2026-02-15T00:00:00Z'
ORDER BY purpose_id, timestamp_utc DESC;

Verify record chain integrity:

SELECT consent_id, record_hash, previous_hash,
    CASE WHEN LAG(record_hash) OVER (ORDER BY created_at) = previous_hash
         THEN 'VALID' ELSE 'BROKEN'
    END AS chain_status
FROM consent_records
WHERE subject_id = 'usr_7f3a9b2e-41d8-4c76-b5e3-9a8d1c2f4e60'
ORDER BY created_at;

Key Regulatory References

• GDPR Article 7(1) — Controller must demonstrate consent
• GDPR Article 7(2) — Consent text requirements (clear, plain language, distinguishable)
• GDPR Article 5(2) — Accountability principle
• GDPR Article 30 — Records of processing activities (consent records support this)
• EDPB Guidelines 05/2020 — Paragraphs 89-107 on demonstrating consent
• Kantara Initiative Consent Receipt Specification v1.1 — Machine-readable receipt format
• ISO/IEC 29184:2020 — Online privacy notices and consent