Your Guide to a Media Release Form in Singapore

Last updated on July 24, 2020

hand signing form

What is a Media Release Form? Who is to Sign It?

In Singapore, a media release form is a document that permits an organisation to create, use, distribute or display

  • An individual’s personal data (such as his photographs, images, video recordings; or
  • A company’s data (its trademarks, logos or other relevant identifying information),

in promotional and informational publications, brochures, websites or in press releases.

A media release form is, therefore, to be signed by individuals/companies whose consent is required under the Personal Data Protection Act (PDPA) to authorise the organisation to use such data for its own marketing and publicity purposes. 

If a company needs to sign the media release form, an authorised individual can do so on the company’s behalf. Some examples of authorised persons for a company would include a director and the secretary of the company.

Can a minor sign a media release form?

As a rule of thumb, a minor can effectively provide consent on his own behalf (and therefore sign a media release form) if he has sufficient understanding of the nature and consequences of giving consent to the organisation using his personal data.

Typically, minors who are 13 years old and above are taken to have such an understanding, though the organisation should take practical steps to ensure that the minor can give consent on his own behalf. This may include interacting with the minor in question in order to determine whether he has the intelligence and understanding to enable him to fully understand what is proposed.

If the organisation is satisfied that the minor is able to display sufficient understanding as to the use of his/her personal data, they can have him/her sign the media release form.

Alternatively, the organisation can ask an individual who is authorised to provide consent on the minor’s behalf, such as the minor’s parents or guardian, to consent to the collection and use of the minor’s personal data, and to sign the media release form instead.

When Should the Media Release Form be Signed?

Under Singapore’s current privacy laws, an organisation is required to inform the individual/company of the purpose(s) of collecting their personal data, and obtaining their consent before the organisation can use such data for its own activities.

Hence, a media release form should be signed before the organisation proceeds to collect or use the individual/company’s personal data.

If the individual/company refuses to consent to the collection and/or use of their personal data, and so refuses to sign the media release form, then their personal data cannot be collected or used for the purposes mentioned in the media release form. This may involve sitting out of any events or activities that involve the collection and/or use of their personal data, such as interviews.

Do You Need to Give the Other Party a Copy of the Signed Media Release Form?

There is currently no legal requirement that the organisation needs to provide the other party a copy of the signed media release form to prove that it has obtained their consent to use their personal data.

However, as a matter of good practice and prudence, the organisation may want to do so for the other party’s own records. It may also be advisable for the organisation to, with the consent of the other party, archive all the signed media release forms for future reference.

What Terms Should a Media Release Form Contain? 

A media release form should contain the following essential terms:

    • The identities of all relevant parties to the media release form, such as the name of the organisation which plans to use the personal data, and the name of the individual/company whose data is being used;
    • How the organisation plans to gather the party’s personal data
      • The parties’ personal data which is to be gathered can potentially refer to an individual or company’s name, his likeness, his photographs or other personal details of the party not available in public domain.
      • This may include the organisation recording, videotaping, taking pictures of, interviewing or obtaining a testimonial from the individual in question and acquiring the use rights of such data being obtained.
      • If the party whose personal data is to be collected is a company, the organisation may plan to obtain trademarks, service logos or other identifying information of the company as part of its data collection.
      • Parties should be given the choice of opting out of activities in which they do not want their personal data to be used. For example, an individual may consent to giving a written testimonial to support an organisation, but not wish to have his face used to promote the organisation’s cause. Accordingly, the media release form should state that the individual only consented for his testimonial to be published but not for his identity to be disclosed.
    • The specific purpose(s) that the organisation plans to use the data collected for
      • If an organisation intends to use such personal data for a different purpose from what was initially stated in the media release form, it would then be required to assess whether it needs to obtain fresh consent from the individual or company in question on using the personal data for the new purpose.
      • This can be done by determining whether the new purpose falls within the scope of purposes for which the individual concerned was originally informed of. For example, where the data collected from an individual is only to be used for promotional material for a one-off event, the organisation should obtain fresh consent from the entity to indeed verify whether it will be able to use the individual’s personal data as promotional material for future events.  
    • How long the organisation plans to utilise the personal data collected for its marketing or publicity purposes
      • Whether the individual/company consents to giving a perpetual right for the organisation to use their data indefinitely, or whether the data can only be used for a limited time for the organisation’s publicity efforts;
    • Whether there are any royalties that the organisation would have to pay in order to use the individual or entity’s personal data
    • A release-of-claims clause which immunises both the organisation and the individual/company (or their agents) concerned from any claims relating to the use of material that the individual/company provided to the organisation, so long as the material used is in accordance with the terms and conditions set out in the media release form.
      • For example, a release of claims clause can immunise the organisation from claims between an individual and a third-party (such as the individual’s guardian) that could arise from the publication of the individual’s personal data. This could be for instance, if the third-party views the organisation’s publication of the individual’s personal data as inappropriate or defamatory.

Media Release Form Template

Need a media release form template? You can get one here.

Buy Now at 10% OFF

(Use the discount code shown when you enter your email address below)

Compliance
  1. What are Annual General Meetings (AGMs) in Singapore?
  2. Anti-Money Laundering Regulations and Your Business: What You Need to Know
  3. Price-Fixing, Bid-Rigging and Other Anti-Competitive Practices to Avoid
  4. Dividend Payments Guide for Singapore Business Owners
  5. Company Audits in Singapore: Requirements and Exemptions
  6. Guide to Transferring Shares in a Singapore Private Company
  7. How to Hold Extraordinary General Meetings (EGMs) in Singapore
  8. How to Issue Shares in a Singapore Private Company
  9. How to Reduce the Share Capital of Your Singapore Company
  10. Legally Conducting Lucky Draws for Singapore Businesses
  11. Dormant Companies and Their Filing Obligations in Singapore
  12. How to Hold a Board Meeting in Singapore
  13. Can Directors be Liable for Company Debts in Singapore?
  14. Paid-Up Capital in Singapore: A Complete Guide (Is $1 Enough?)
  15. Restaurant Inspection and Food Safety Rules in Singapore
  16. Preparing a Register of Shareholders for a Singapore Company
  17. Essential Regulatory Compliance Guide for Singapore Companies
  18. Finding a Suitable Corporate Secretarial Firm in Singapore
  19. Oppression of Minority Shareholders
  20. Process Agents in Singapore
Company Management
  1. Shadow Directors: Who are They and What Duties Do They Owe to the Company?
  2. Guide to Directors' Remuneration in Singapore
  3. 3 Types of Insurance Every Singapore Business Needs
  4. How to Change the Name of Your Singapore Company
  5. How to Remove a Director from a Company in Singapore
  6. Appointing Company Directors in Singapore: Eligibility, Process etc.
  7. Company Loans to Directors/Shareholders (& Vice Versa) in Singapore
  8. Share Transmission: What Happens If a Shareholder Dies in Singapore?
  9. Business Will: How to Pass on Your Business to Your Successors in Singapore
  10. Shareholder Rights in Singapore Private Companies
  11. Removal and Resignation of Company Auditor in Singapore
  12. Shareholder Roles and Obligations in Singapore Companies
  13. Creating and Registering Charges in Singapore: Guide for Companies
  14. How to Commence a Derivative Action on Behalf of a Company in Singapore
  15. Managing Director vs CEO in Singapore: Roles and Obligations
  16. Appointing an Authorised Representative for Foreign Companies in Singapore
  17. Business Partnership Disputes in Singapore: How to Resolve
  18. Guide to Effective Business Continuity Planning in Singapore
  19. Buy-Sell Agreements: How to Write & Fund Them in Singapore
  20. Voluntary Suspension of Business in Singapore: How to Handle
  21. Business Asset Sale & Disposal in Singapore: How Do They Work?
  22. Appointing a Company Secretary: Roles and Responsibilities
  23. Directors' Duties in Singapore
Company Documents
  1. Company Constitutions in Singapore and How to Draft One
  2. Company Memorandum and Articles of Association
  3. Minutes of Company Meeting in Singapore: How to Record
  4. Guide to Filing Financial Statements for Singapore Business Owners
  5. Filing Annual Returns For Your Business
  6. Memorandum of Understanding (MOU): Does Your Business Need One?
  7. Company Resolutions: What are They?
  8. Board Resolutions in Singapore
  9. Your Guide to Share Certificates in Singapore: Usage and How to Prepare
  10. How to Set Up a Register of Controllers
  11. How to Set Up a Register of Nominee Directors
Tax and Accounting
  1. What is Withholding Tax and When to Pay It in Singapore
  2. Singapore Influencers: Here's How to Calculate Your Income Tax
  3. Corporate Tax in Singapore: How to Pay, Tax Rate, Exemptions
  4. When to Register for GST, How and Responsibilities after Registration
  5. Start-Up Tax Exemption Guide for New Singapore Companies
  6. Tax Investigation of Tax-Evading Business Owners in Singapore
  7. Small Business Accounting Services in Singapore
Data Protection
  1. Essential PDPA Compliance Guide for Singapore Businesses
  2. Cloud Storage of Personal Data: Your Business’ Data Protection Obligations
  3. How Can Companies Dispose of Documents Containing Personal Data?
  4. Here's a 7-Step Plan for Companies to Prevent Unauthorised Disclosure When Processing and Sending Personal Data
  5. Appointing a Data Protection Officer For Your Business: All You Need to Know
  6. Summary: Your Organisation's 9 Main PDPA Obligations
  7. Check the Do-Not-Call Registry Before Marketing to Singapore Phone Numbers
  8. GDPR Compliance in Singapore: Is it Required and How to Comply
  9. Drafting a Comprehensive Privacy Policy For Your Singapore Website
  10. Is It Legal for Businesses to Ask for Your NRIC in Singapore?
  11. PDPA Consent Requirements: How Can Your Business Comply?
  12. Legal Options If Employees Breach Confidentiality in Singapore
  13. Your Guide to a Media Release Form in Singapore
Marketing
  1. Complying with Singapore Law When Sending Email Newsletters
  2. Outdoor Advertising: How to Legally Display Public Ads in Singapore
  3. A legal guide to drafting a social media policy for your company
  4. Dealing with Defamation of Your Business: Can You Sue?
Franchising
  1. Starting a Franchise in Singapore: What Franchisors Should Look Out For
  2. Running a Franchise in Singapore: What To Look Out for as a Franchisee
Debt Restructuring
  1. Informal Debt Restructuring and Workout in Singapore
  2. Schemes of Arrangement: How They Work and How to Apply
  3. What is Judicial Management and How It Works in Singapore
Ending a Business
  1. Insolvency: Claw-Back of Assets From Unfair Preference and Undervalued Transactions
  2. Striking Off a Company
  3. What Should a Creditor Do When a Company Becomes Insolvent?
  4. Dissolution of partnerships in Singapore
  5. Validation of Payments Made by Companies Being Wound Up
  6. Can a Company that Struck Itself Off the Register Later Apply to Restore Itself?
  7. Closing Your Singapore Business: What You Need to Settle
  8. How to File a Proof of Debt against a Company in Liquidation
  9. Winding Up a Company