Healthcare & Pharma

10,000 Photo Sessions Across 28 Roadshow Locations for the DAK

The DAK used a Germany-wide roadshow at company runs and family events to secure market share. The technical problem: when creating photos at family events — involving minors — parental consent has to be captured legally, documented and audit-safe. Paper forms at outdoor events are error-prone and do not scale. UpReach delivered a fully digital consent flow as well as hard-wearing kiosk hardware for 28 locations across two parallel roadshow formats.

More than 200 B2B brands from across Europe trust UpReach — from agencies to enterprise corporations.

The initial situation

The health insurer ran two roadshow formats at the same time: sponsoring of company runs with a B2B focus (company leads) and a family roadshow with a B2C focus (family contacts with a mascot photo).

The biggest regulatory hurdle was the children's-photo problem: no photo of a minor may be processed or printed without legally valid, documented consent from those with parental responsibility. This consent had to be captured encrypted in real time and transmitted GDPR-compliant — a requirement that paper forms at outdoor events cannot meet.

At the same time, the setup had to be remotely manageable for 28 locations across the full run: no central IT on site, but full control over campaign content and data protection configuration.

The UpReach solution

For the B2B company runs, UpReach equipped the stands with UpReach Compact kiosks. Focus: high throughput and B2B lead capture (company name, email, GDPR opt-in) directly at the terminal.

For the family roadshow, UpReach developed a mobile tablet-based consent flow: event photographers used the UpReach photo app on tablets. The decisive feature was the digital consent process: after the photo, the parent scanned a temporary QR code on the tablet, opened the consent document on their own smartphone, read the legal terms and signed digitally — with a timestamp. Only after the verified opt-in was the image released for printing; the image data was then removed according to the deletion concept agreed with the legal department.

The cloud CMS controlled both formats centrally: data protection texts were updated once and deployed to all 28 locations at the same time.

Setup & Logistics

Seven weeks' lead time: 3 weeks for the digital consent flow (legal-text integration from the group legal department, timestamp cryptography, a defined deletion concept for minors' photos), 2 weeks for kiosk configuration of the B2B formats (lead form, CRM API configuration), 2 weeks for logistics coordination of 28 locations across both roadshow formats.

Transport of the kiosk hardware in a flight case. Tablet equipment for photographers by standard shipping. Briefing of the event staff and photographers via a structured protocol.

Daily remote monitoring via the cloud CMS: consent status, session counts and device status visible for all 28 locations at the same time. Data protection configurations could be adjusted centrally and deployed with no technician on site.

Results by the numbers

10.000+

documented photo sessions

roadshow locations

parallel event formats

The technical logistics — 28 events across two parallel formats — ran error-free. 10,000+ documented sessions delivered a clean, legally watertight dataset: every consent with a timestamp and cryptographic verification.

The paperless consent flow measurably relieved the event staff: no forms to collect, no illegible handwriting to decipher, no subsequent digitisation. The digital timestamp is a directly usable compliance document.

The cloud CMS management of all locations prevented a data protection adjustment from requiring a technician on site. The health insurer could put its compliance requirements into effect in real time.

Key takeaways from this setup

Paper is a compliance risk: handwritten consent forms at outdoor events get lost or are illegible. A digital consent flow with a cryptographically secured timestamp delivers 100% audit safety.

The hardware has to be mobile: at running events and family events there is no room for heavy cabins. Tablet-based photo apps are the right choice for events with high visitor mobility.

A documented deletion concept is the strongest compliance argument: that minors' photos are only processed after a verified opt-in and then deleted after a defined period — demonstrable via DPA — is the most important purchasing argument for regulated industries.

Central cloud management scales 28 locations: when data protection texts or campaign images have to be adjusted, that has to be deployable in seconds for all locations at once. That is the difference between a roadshow that scales and a logistical nightmare.