Managing Privacy Notices

You can create new privacy notices that your organization will follow. These documents can be configured to include various sections in a layout that meet your organization's needs. If you would like to create a new privacy notice using a template from the gallery, see Using the Privacy Notice Gallery.

Note:

The View all org privacy notices permission helps to restrict notice access for Owners, Approvers, and users with custom roles. Users granted this permission can view organization-wide privacy notices. Users without this permission will only see notices where they are specifically assigned as one of the following:

  • Owner

  • Approver

  • Workflow stage approver

  • Privacy notice creator

To create custom privacy notices

  1. On the Privacy Notice Management menu, select Privacy Notices. The Privacy notices screen appears.
    Note:

    If you own the Policy Management module, the menu will be named Policy.

  2. Click the Create privacy notice button. The Create privacy notice modal appears.


  3. Select Create custom privacy notice.
  4. Click the Next button. The Input privacy notice details screen appears.

  5. Complete the fields. For more information, see Input Privacy Notice Details Screen Reference.
  6. Click the Create button.

Input Privacy Notice Details Screen Reference



Field
Description
Privacy notice name

Enter the name of the new privacy notice.

Privacy notice description

Enter a brief description of the privacy notice.

Managing organization

Select the name of the organization responsible for the privacy notice.

Default language

Select the default language of the privacy notice.

Privacy notice owners

Select the owner(s) for the privacy notice.

Privacy notice approvers

Select the approver(s) for the privacy notice.

Effective date

Select an effective date for the privacy notice.

Expiration date

Select an expiration date for the privacy notice.

To export privacy notices to Excel

  1. On the Privacy Notice Management menu, select Privacy notices. The Privacy notices screen appears.
    Note:

    If you own the Policy Management module, the menu will be named Policy.

  2. On the Privacy notices screen, click the Context Menu icon in the screen header and select Export. The Report download modal appears.


  3. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon.
  4. Click the Notifications icon. The Notifications popover appears.


  5. Click the Download link to download the exported privacy notice.

To export privacy notices as a PDF

  1. On the Privacy Notice Management menu, select Privacy notices. The Privacy notices screen appears.
    Note:

    If you own the Policy Management module, the menu will be named Policy.

  2. Hover over the row for the published notice you'd like to export as a PDF until the Context menu icon appears.
  3. Click the Context menu icon and select Export published privacy notice as PDF. The Export modal appears.


  4. Click the checkbox next to the naming convention(s) you'd like to utilize.
  5. Click the Export button. The Report download modal appears.


  6. Click the Close button. The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon.
  7. Click the Notifications icon. The Notifications popover appears.


  8. Click the Download link to download the exported privacy notice.

To change privacy notice workflows

You can change the workflow of a single privacy notice or multiple privacy notices directly from the Privacy Notices list screen.

  1. On the Privacy Notice Management menu, select Privacy notices. The Privacy notices screen appears.
    Note:

    If you own the Policy Management module, the menu will be named Policy.

  2. On the Privacy notices list screen, click the checkbox for the notice(s) you would like to update.


  3. Click the Change Workflow button. The Change Workflow modal appears.


    Field
    Description
    Workflows

    Select the workflow in which you'd like these privacy notices to utilize moving forward.

    Workflow Stage

    Select the specific workflow stage within the workflow that you would like the privacy notices to move.

  4. Complete the required fields.
  5. Click the Change Workflow button to change the current workflow and workflow stage of the privacy notice(s) selected.