Parent Consent Forms for AI Tools: EU Checklist

Understanding the legal landscape for using artificial intelligence in education is no longer a theoretical exercise. For European educators, it is an essential part of daily practice. As AI-powered tools become central to teaching and learning, the question of parental consent—especially when students under 16 are involved—moves from the margins to the forefront. Navigating the requirements of the General Data Protection Regulation (GDPR) can feel daunting at first, but with careful attention, the path is both clear and manageable.

Why Parental Consent Matters for AI Tools in Education

AI tools offer unprecedented opportunities to personalise learning, automate assessment, and support diverse student needs. However, these tools frequently process personal data—including sensitive information about minors. Under GDPR, children deserve specific protection with regard to their personal data, as they may be less aware of the risks and their rights.
In the EU, parental consent is legally required before processing a child’s data for most digital services, including educational AI applications, when the child is under 16 (this age may be lowered to 13 in some Member States). This consent must be informed, explicit, and freely given.

The GDPR does not merely request a ticked box; it requires meaningful, informed participation from parents or legal guardians before their child’s data is processed by AI-driven tools.

Articles 6 and 8 of the GDPR are especially relevant. Article 6 outlines the lawful bases for processing personal data, while Article 8 addresses the conditions applicable to children’s consent in relation to information society services.

Checklist for Parent Consent Forms: Key Components and Requirements

Creating a GDPR-compliant consent form is a meticulous process. The following checklist, grounded in the requirements of Articles 6 and 8, will help ensure that your parental consent forms are both legally robust and ethically sound.

1. Clear Identification of Data Controller

The form must specify who is collecting the data. This usually means the school, university, or educational institution, but may also include third-party vendors providing the AI tool. Contact details must be provided for both the data controller and, if applicable, the Data Protection Officer (DPO).

2. Description of the AI Tool and Processing Purposes

Parents should receive a plain-language explanation of:

• What the AI tool does (e.g., adaptive learning, automated grading, language analysis)
• What types of data will be collected (e.g., names, learning behaviour, assessment results)
• Why this data is necessary (e.g., to personalise assignments, track progress, provide feedback)

Transparency is not only a legal requirement but a matter of trust between educators and families.

3. Lawful Basis for Processing

In most educational contexts, parental consent is the lawful basis under Article 6, though legitimate interest or legal obligation may sometimes apply. The form should state this explicitly.

4. Explanation of Data Subject Rights

Parents and children have the right to:

• Access their data
• Request correction or deletion
• Withdraw consent at any time
• Lodge complaints with the relevant Data Protection Authority

These rights must be clearly communicated in the form, using age-appropriate language where possible.

5. Data Retention and Security Measures

Parents must be informed about how long the data will be stored, and what procedures are in place to keep it secure. This includes technical and organisational measures such as encryption, pseudonymisation, and regular security audits.

6. Data Sharing and International Transfers

If data is to be shared with third parties (such as external AI vendors) or transferred outside the EU/EEA, this must be declared along with an explanation of safeguards (e.g., Standard Contractual Clauses, adequacy decisions).

7. Explicit Consent Statement

The form must include an unambiguous, affirmative statement from the parent or legal guardian—such as a signature or checked box—confirming that they have read and understood the information, and agree to the processing of their child’s data.

Consent forms are not a formality; they are a bridge between technological advancement and family trust, empowering parents with genuine choice.

Sample GDPR-Compliant Parental Consent Template

The following template is designed for adaptation according to the specific features of your AI tool and your institution’s policies. It incorporates all the elements described above and is phrased in clear, accessible English.

Parental Consent Form for Use of AI Tool in Education

1. Data Controller and Contact Information

[Institution Name]
[Institution Address]
Contact Email: [Contact Email]
Data Protection Officer: [DPO Name and Email, if applicable]

2. Description of the AI Tool and Purpose of Data Processing

We would like to use [AI Tool Name], an artificial intelligence application that helps personalise learning experiences for students. This tool will process your child’s personal data, including [list of data types, e.g. name, assessment results, learning activity], to provide tailored feedback, support, and educational recommendations.

3. Legal Basis for Processing

We require your explicit consent to process your child’s data for the purposes described. You are under no obligation to provide consent, and refusal will not affect your child’s access to core educational services.

4. Data Subject Rights

You have the right to access, correct, or request deletion of your child’s data at any time. You may withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal. For further information or to exercise your rights, contact us at [Contact Email].

5. Data Retention and Security

Your child’s data will be stored securely and will only be retained for as long as necessary to fulfil the stated educational purposes, or until you withdraw consent. We apply strict security measures, including [list measures, e.g. encryption], to protect your child’s information.

6. Data Sharing and International Transfers

Your child’s data may be shared with [AI Vendor/Partner Name], who process data on our behalf in compliance with EU data protection standards. Data may be transferred outside the EU/EEA only with appropriate safeguards in place.

7. Consent Statement

I, [Parent/Guardian Name], have read and understood the above information. I consent to the processing of my child’s personal data as described.

[ ] I agree
[Signature/Date]

Implementing Consent Collection in Practice

Once your consent form is ready, attention must shift to how consent is sought and recorded. The consent collection process should be as respectful and robust as the form itself.

Best Practices for Consent Collection

• Offer Multilingual Versions: Provide translations to accommodate non-native speakers in your community.
• Use Multiple Channels: Share forms via email, secure parent portals, and in-person meetings to maximise accessibility.
• Maintain Records: Store signed consent forms securely and ensure they are easily retrievable for audit or inspection.
• Regularly Review Consent: Re-confirm consent periodically, especially if the AI tool or data processing purposes change.
• Provide Support: Offer parents opportunities to ask questions, either through information sessions or direct contact with the DPO.

Ethical AI in education is rooted in dialogue. Every consent form is an invitation to that conversation.

Common Challenges and How to Address Them

Even with a template and checklist, educators often encounter challenges in the consent process. Here are some common issues and practical strategies to overcome them:

1. Complexity of AI Tools

AI tools can be technically complex, making it difficult for parents to understand what is happening to their child’s data. Simplify explanations and avoid jargon. Use visual aids or short videos when possible.

2. Diverse Legal Contexts in the EU

GDPR sets the baseline, but Member States may set different age thresholds or have additional requirements. Check national laws and consult your institution’s legal team or DPO for guidance.

3. Obtaining Consent from All Guardians

Family structures can vary. Ensure your process accommodates joint custody, foster care, or guardianship arrangements by allowing multiple signatures where appropriate.

4. Keeping Consent Up to Date

AI tools evolve rapidly. Notify parents promptly if the data processing purpose changes, and seek renewed consent if necessary.

5. Managing Withdrawal of Consent

Parents must be able to withdraw consent easily. Build simple mechanisms—such as an online portal or dedicated email address—and clarify what will happen to their child’s data if consent is withdrawn.

Supporting Educators: Training and Resources

The task of ensuring GDPR compliance is not solely administrative. It calls for a culture of awareness and ongoing learning. Educational institutions should invest in:

• Training sessions on data protection and AI ethics for all staff
• Clear internal policies for handling data subject requests
• Collaboration with IT and legal teams to keep pace with technological and regulatory changes
• Engagement with parents as partners in digital education

Legislation evolves, but the core principle remains: children’s rights are at the heart of ethical AI in education.

As AI continues to reshape the educational landscape, empowering educators with the knowledge and tools to obtain meaningful, GDPR-compliant parental consent is more than a legal necessity—it is a shared commitment to fostering trust, transparency, and responsible innovation in schools across Europe.