GDPR-Compliant Webinar Registration Made Simple

Running webinars in the EU or targeting European audiences? You need more than just a name and email field. With GDPR regulations, every piece of data you collect requires clear, informed consent—especially when it comes to recording, replays, and sharing attendee information with sponsors.

This GDPR webinar registration template is built specifically for businesses, agencies, SaaS companies, and educational institutions hosting online events that need to comply with European data protection standards. Whether you're running a product demo, training session, industry panel, or marketing webinar, this form ensures you're collecting consent the right way from the start.

What makes this template GDPR-compliant?

This form goes beyond basic registration by giving attendees transparent control over their data. You'll capture essential details like name, email, and company information, while clearly explaining how their data will be used. Attendees can opt in (or out) of:

• Webinar recordings and consent to appear on camera or via microphone
• Access to on-demand replay links after the event
• Sharing their contact details with event sponsors or partners
• Future marketing communications and event updates

Each consent option is presented separately with clear language, meeting GDPR's requirement for granular, freely given consent. You're also capturing the legal basis for processing (legitimate interest or consent), which is essential for your records and any data subject access requests down the line.

Automate follow-up with Stepper

Once someone registers, the real work begins—sending calendar invites, reminder emails, replay links, and managing sponsor follow-ups. Instead of handling this manually, connect your form to Stepper, Paperform's AI-native workflow automation tool.

With Stepper, you can:

• Automatically send a confirmation email with calendar invite and webinar link
• Trigger a reminder sequence 24 hours and 1 hour before the event
• Route attendee details to sponsors only if they opted in
• Send replay access links to those who consented, while excluding those who didn't
• Update your CRM, email platform, or project management tool in real time

Because consent choices are captured at the form level, you can use conditional logic in Stepper to respect each attendee's preferences without manual sorting or spreadsheet gymnastics.

Perfect for marketing teams, agencies, and SaaS companies

This template is designed for teams that run regular webinars and need a repeatable, compliant process. Marketing teams can confidently build their webinar funnel knowing data collection is legally sound. Agencies managing events for multiple clients can duplicate and customise this form while keeping GDPR compliance consistent. SaaS and software companies demoing their products to European prospects can capture leads without legal risk.

If you're hosting webinars as part of a broader content strategy, the sponsor opt-in feature is particularly valuable. It allows you to offer sponsor exposure in exchange for event support, while giving attendees full transparency and control—critical for maintaining trust and meeting GDPR requirements.

Flexible, on-brand, and ready to use

Like all Paperform templates, this form is fully customisable. Adjust the questions, update the branding to match your style, change fonts and colours, add your logo, and embed it directly on your website or share as a standalone landing page. You can also add conditional fields (like asking for job title only if they select "Business" as their attendee type) to keep the form streamlined and relevant.

Paperform is SOC 2 Type II and GDPR compliant, so you can trust that the platform itself meets the data protection standards you're promising your attendees. Data is encrypted, stored securely, and you maintain full control over where and how it's processed.

Get your webinar registrations right from the start—use this template to stay compliant, build trust, and automate everything that comes next.