Panelist Consent Form

Last updated: April 2026

Template for Sensorama Customers
This is a template consent form for organisations using Sensorama™ to recruit and manage sensory panelists. Customise the sections marked in [orange italics] to fit your specific study. This template is designed to comply with GDPR Article 7 (conditions for consent). We recommend having your data protection officer or legal counsel review the customised form before use.

Informed Consent for Participation in Sensory Evaluation

Study Information

Organisation: [Your Organisation Name]

Study Title: [Title of the Sensory Evaluation Study]

Principal Investigator: [Name and Title]

Contact Email: [[email protected]]

Contact Phone: [Phone Number]

Study Period: [Start Date] to [End Date]

1. Purpose of the Study

You are being invited to participate in a sensory evaluation study conducted by [Your Organisation Name]. The purpose of this study is to [describe the purpose, e.g., “evaluate the taste, aroma, texture, and overall acceptability of food products as part of product development research”].

Your participation is entirely voluntary. You may withdraw at any time without giving a reason and without any negative consequences.

2. What You Will Be Asked to Do

If you agree to participate, you will be asked to:

[Describe the evaluation tasks, e.g., “Taste and evaluate food samples presented to you in a controlled environment”]
[e.g., “Rate the samples on various sensory attributes using digital scales”]
[e.g., “Complete questionnaires about your sensory experience”]

The evaluation will take approximately [duration, e.g., “30 minutes”] and will take place at [location or “online through a web-based booth”].

3. Potential Risks and Allergens

[Describe any known risks, allergens, or safety considerations. For example: “The samples may contain common food allergens including gluten, dairy, nuts, soy, and eggs. Please inform us of any allergies, dietary restrictions, or medical conditions that may be relevant. You may decline to taste any sample at any time.”]

4. Compensation

[Describe any compensation or incentives, e.g., “You will receive a gift voucher valued at EUR 25 for your participation” or “Participation is voluntary and unpaid”].

5. Personal Data We Collect

As part of this study, we will collect the following personal data:

Identity information: Your name and a unique panelist code.
Contact information: Your email address [and phone number, if applicable].
Demographic information: [List what applies: age/date of birth, gender].
Dietary information: [List what applies: dietary restrictions, allergies, food preferences].
Sensory responses: Your evaluations and ratings of the samples presented during the study.

6. How Your Data Is Used and Stored

Your data will be used solely for the purposes of this sensory evaluation study and related scientific analysis.
Your data is stored securely on the Sensorama™ platform, operated by The Origin Institute® (Wageningen, Netherlands), which acts as a data processor on our behalf.
Your data is stored in an isolated, encrypted database accessible only to authorised members of [Your Organisation Name].
All connections to the platform use HTTPS encryption (TLS 1.3).
Your personal data will not be sold, shared with third parties for marketing, or used for any purpose other than this study.
In published results, your data will be anonymised — you will not be identifiable.

7. Data Retention

Your personal data will be retained for [specify duration, e.g., “the duration of the study plus 2 years for verification purposes” or “as long as you remain an active member of our sensory panel”]. After this period, your personal data will be deleted or anonymised.

You may request deletion of your personal data at any time by contacting us (see Section 9).

8. Your Rights Under the GDPR

Under the General Data Protection Regulation (EU) 2016/679, you have the following rights:

Right of access (Art. 15): You can request a copy of all personal data we hold about you.
Right to rectification (Art. 16): You can ask us to correct inaccurate data.
Right to erasure (Art. 17): You can ask us to delete your personal data.
Right to restrict processing (Art. 18): You can ask us to limit how we use your data.
Right to data portability (Art. 20): You can request your data in a machine-readable format.
Right to object (Art. 21): You can object to the processing of your data.
Right to withdraw consent (Art. 7(3)): You can withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or the supervisory authority in your country of residence.

9. Right to Withdraw

      You may withdraw from this study at any time, without giving a reason and without any negative consequences. If you wish to withdraw, simply inform us verbally, by email, or by contacting:

      [Contact Name]

      [Contact Email]

      [Contact Phone]

Upon withdrawal, your personal data will be deleted from the study records unless you indicate otherwise. Anonymised data that has already been included in published results cannot be withdrawn.

10. Data Controller Information

Data Controller: [Your Organisation Name]
Address: [Your Organisation Address]
Data Protection Contact: [DPO Name or Data Protection Contact]
Email: [[email protected]]

Data Processor: The Origin Institute® (Sensorama™ platform)
Location: Wageningen, Netherlands
Privacy Policy: www.sensoramaai.com/legal/privacy_policy.html

Consent Declaration

Per GDPR Article 7: Consent must be freely given, specific, informed, and unambiguous.

Please read each statement carefully and tick the box if you agree:

I have read and understood the information about this study provided above. I have had the opportunity to ask questions, and any questions I have asked have been answered to my satisfaction.

I understand that my participation is voluntary and that I am free to withdraw at any time, without giving a reason and without any negative consequences.

I understand what personal data will be collected, how it will be used, and how it will be stored. I consent to the processing of my personal data as described above.

I understand that my data will be stored on the Sensorama™ platform (operated by The Origin Institute®, Wageningen, Netherlands) on behalf of [Your Organisation Name].

I understand my rights under the GDPR, including the right to access, rectify, and delete my personal data.

[Optional] I consent to being contacted about future sensory evaluation studies conducted by [Your Organisation Name]. I understand that I can opt out of future contact at any time.

I agree to participate in this study under the conditions described above.

Participant Name (print):

Date:

Signature:

Panelist Code (if assigned):

For the Researcher

Researcher Name (print):