Privacy Notice Migration Guide

Overview

The Policy & Notice Management product has been rebuilt into Privacy Notice Management to provide users with a competitively enhanced product that allows them to continue authoring and publishing notices to their digital channels to remain compliant with privacy laws. The Privacy Notice Management product offers an upgraded, scalable architecture that delivers an integrated and more extensible platform experience for users that adapts to their needs.

Privacy Notice Management retains familiar functionality to Policy & Notice Management. The Privacy Notice product was built with an elevated, intuitive design to help reduce the user learning curve. The product's highly customizable workflow and reporting capabilities allow users to tailor the product to their needs and scale the ever-evolving privacy landscape.

What is the value of the privacy notice migration?

The purpose of this migration is to move all licensed Policy & Notice users to the new Privacy Notice Management product. OneTrust will manage the migration of users to the new product. An automatic migration of customer details to the new product will reduce the manual effort of customers having to copy and paste information from one product to another. Other benefits include:

  • An enhanced UI with intuitive designs that align with the platform experience.

  • Scalable architecture that will reduce users learning curve in the platform.

  • The new solution includes exciting new features such as approval workflows, share links, dynamic attributes, insights dashboards, and more.

Once all customers are successfully migrated to Privacy Notice Management, OneTrust will stop supporting and officially sunset Policy & Notice Management.

Privacy Notice Migration Timeline

Release

Action

OneTrust 202306.1.0 Release

Privacy Notice General Availability (GA)

GA the Privacy Notice Management product with parity in the following areas:

  • Consent Relationships

  • Integrations

  • Layouts

  • Plain Text

  • Settings

OneTrust Q2 2025

Migration Phase 1

Select users with UAT environments will be migrated from Policy & Notice to Privacy Notice Management. These users will be notified prior to the migration.

After the migration of the UAT environments, Prod environments for the same users will be migrated. This will reduce the time between environment parity and customer confusion across their tenants.

OneTrust Q3 2025

Migration Phase 2

All users across all remaining environments on the Policy & Notice product will be migrated.

March 31, 2026

Deprecate Policy & Notice

The Policy & Notice Management product will be deprecated. Users will no longer be able to access this solution or any of the services it provides.

Policy & Notice vs Privacy Notice Management

All existing notices will be migrated to Privacy Notice Management regardless of how they were implemented. Live notices will continue to render on webpages during and post-migration. However, there are post-migration actions for some notice implementation use cases. For more information, see the Privacy Notice Post-Migration Guide.

The table below provides the parity and feature differences between the Policy & Notice Management and Privacy Notice Management products.

Feature

Policy & Notice

Privacy Notice

Platform Navigation

Policy & Notice Management will no longer be available post migration.

Post-migration, you will be navigated to Privacy Notice Management.

Privacy Notices

Features being mapped from Policy & Notice to Privacy Notice:

  • Notice Statuses (draft, active, retired, inactive)

  • Last Version Statuses:

    • Draft - this status is Draft in privacy notice

    • Active - this status is Published in privacy notice

    • Archived / Inactive - this status is Published in privacy notice

  • OT Builder

  • Notice Creation Details:

    • Name

    • Default Language

    • Description

    • Icon Selection

    • Responsible User/ Owner

    • Managing Organization

    • Categories

  • Notice Details

Additional features that will be available in Privacy Notice after the migration:

  • Version Statuses (archived)

  • Workflow Stage Statuses:

    • the Draft notice status in Policy & Notice is the In Development stage in Privacy Notice

    • the Active notice status in Policy & Notice is the In Use stage in privacy notice

    • the Archived / Inactive notice status in Policy & Notice is the Retired stage in privacy notice

  • Notice Creation Details:

    • ID

    • Privacy Notice Approvers

    • Effective Date

    • Expiration Date

    • Workflow

Notice Versions

Features being mapped from Policy & Notice to Privacy Notice:

  • Version Statuses (draft, active, retired, inactive)

  • Notice Versions (draft, published)

  • Notice Sections

Additional features that will be available in Privacy Notice after the migration:

  • Notice Versions - default language field

Notice Translations

Features being mapped from Policy & Notice to Privacy Notice:

  • OT Builder

  • Translation Details:

    • Language

    • Translator / Owner

    • Last Updated Date

Additional features that will be available in Privacy Notice after the migration:

  • Translation Details:

    • Translated Name

    • Document Type

    • Translated Description

    • Date Added

    • Owner



Note:

During the migration, the Notice Default Language name will be leveraged for the Translation Name. The Translation Name field is mandatory in Privacy Notice Management.

Notice Settings

Features being mapped from Policy & Notice to Privacy Notice:

  • Layouts:

    • No Defined Layout

    • Left Aligned

    • Centered

    • Horizontal

    • Right Aligned

  • Settings:

    • Show Menu

    • Show Headers

    • Show Icons

    • Show Timestamp

    • Show Public Version

    • Show Language Selector

    • Enable Plain Text Policy

Additional features that will be available in Privacy Notice after the migration:

  • Settings:

    • Show Section Headers

    • Show Section Icons



Note:

If the Show Section Header is disabled during the migration, OneTrust will disable the icons setting in Privacy Notice Management. This helps to remain consistent with privacy notice behaviors.

Notice List Screen

Features being mapped from Policy & Notice to Privacy Notice:

  • Notice List Screen:

    • Name

    • Status / Stage

    • Published Version

    • Managing Organization

Additional features that will be available in Privacy Notice after the migration:

  • Notice List Screen:

    • ID

    • Privacy Notice Owners

    • Privacy Notice Approvers

    • Workflow Stage

    • Effective Date

    • Expiration Date

  • Other System Attributes:

    • Default Language

    • Current Stage Approvers

    • Categories

    • Workflow



Note:

Privacy Notice Management supports active custom attributes on list screens using the column selector.

Section Templates

Features being mapped from Policy & Notice to Privacy Notice:

  • OT Builder

  • Statuses (draft, active, retired)

  • Creating a Section:

    • Name

    • Default Language

    • Description

    • Icon Selection

  • Section Details:

    • Name

    • Description

    • Created By

    • Created Date

Additional features that will be available in Privacy Notice after the migration:

  • Creating a Section:

    • Section Template Type: Privacy Notice

    • Show Section Header

  • Section Details:

    • Section Template Type: Privacy Notice

    • Show Section Header

    • Show Section Icon

Section Template Translations

Features being mapped from Policy & Notice to Privacy Notice:

  • Translations - OT Builder

  • Version Details (draft, published):

    • Created Date

    • Created By

Additional features that will be available in Privacy Notice after the migration:

  • Version Details (active)

    • Published Date

    • Published By

Custom Templates

Features being mapped from Policy & Notice to Privacy Notice:

  • OT Builder

  • Statuses (active, inactive)

  • Creating a Template:

    • Name

    • Default Language

    • Description

  • Template Details:

    • Section Name

    • Section Description

    • Created By

    • Created Date

Additional features that will be available in Privacy Notice after the migration:

  • Template Details:

    • Usage

Note:

Icons are not supported on custom templates in Privacy Notice.

Custom Template Translations

Features being mapped from Policy & Notice to Privacy Notice:

  • Template Translations:

    • OT Builder

    • Language

    • Last Updated By

    • Last Updated Date

Additional features that will be available in Privacy Notice after the migration:

  • Template Translations:

    • Translated Name

    • Document Type: OT Builder

    • Translated Description

    • Date Added

    • Owner

Note:

During the migration, the Notice Default Language name will be leveraged for the Translation Name. The Translation Name field is mandatory in Privacy Notice Management.

SDK Integration

Features being mapped from Policy & Notice to Privacy Notice:

  • Draft SDK

  • Published SDK

Users leveraging the whole SDK script for notice implementations across their digital channels will have their notices migrated to use the new Privacy Notice SDK. Any subsequent notice versions creating in Privacy Notice Management will be reflected on the webpage upon publishing.

Users not leveraging the whole SDK script in their notice implementation will be required to update the SDK scripts across their digital channels post migration when a new version of the notice is published in Privacy Notice Management.

Tip:

Before the migration, you should confirm how your notices are implemented within your organization. This will help determine your post-migration actions.

Plain Text

Features being mapped from Policy & Notice to Privacy Notice:

  • Plain Text Implementations:

    • Draft Plain Text

    • Published Plain Text

Customers using the plain text implementation should update their webpages post migration to continue to render notice content.

Integrations

Features being mapped from Policy & Notice to Privacy Notice:

  • Integrations :

    • New Notice Version Published

Additional features that will be available in Privacy Notice after the migration:

  • Integrations:

    • Privacy Notice New Version Published

Note:

Integrations will not be migrated. Customers can recreate their workflows for Privacy Notice Management before or post-migration.

Notice Tabs

Features being mapped from Policy & Notice to Privacy Notice:

  • Details

  • Builder

  • Layouts

  • Settings

  • Integration

  • Locations

  • Preview

  • Translations

Additional features that will be available in Privacy Notice after the migration:

  • Content

  • Documents

  • Related

  • Consent

  • Activity

Notice Roles & Permissions

 Features Being Mapped

  • 20 permissions

  • The system roles are consistent between the new and existing products:

    • The Privacy Notice Manager is responsible for creating and organizing policies within Privacy Notice Management. Users with this role are able to create and edit all items within Privacy Notice Management to ensure the policy is built correctly.

    • The Privacy Notice Author is responsible for building and editing the notices in which they are assigned in addition to facilitating the workflow of the notice.

    • The Privacy Notice Viewer has access to viewing current versions of privacy notices. By default, the role has no access to destructive and configuration functions.

    • The Privacy Template Author is responsible for managing custom privacy notices and section templates. Users with this role are able to access the product to view, create, edit, publish, and delete custom notices and section templates.

Additional features that will be available in Privacy Notice after the migration:

  • 44 permissions

    • Granular permissions were added to support view, edit, and delete permissions across most functionality.
Responsible Users

Users and user groups in the Responsible User field:

  • The Responsible User field = Owner and Approver fields in Privacy Notice Management.

  • User groups are not supported in Privacy Notice Management for Owner and Approver fields.

  • Users will be migrated if they have the appropriate Privacy Notice Management permissions.

  • Users will be extracted from user groups and migrated to the Privacy Notice Management Owner and Approver fields if they have appropriate permissions.

  • If there are no users with appropriate Privacy Notice Management permissions, or an empty user group or fields, we will use the default approver of the organization assigned to the notice. If this user does not have permissions, OneTrust will default to the parent root organization approver.

  • User groups with 100+ users will be excluded from the migration.

The new Privacy Notice Management capabilities introduces better permission-based access, ensuring customers can control access to notices as well as view, edit, and delete permissions.

APIs

The parity GET APIs available today include:

For more information, see Policy Management APIs in the Developer Portal.

Customers using APIs must recreate APIs with the public Privacy Notice Management APIs pre- or post-migration.

Things to Know

  • Due to the Policy & Notice product's lack of permission-based access, during the migration, users without appropriate Privacy Notice permissions or roles will not be migrated.

    You will be provided with a user list and can update user roles post-migration if access should be granted. This will apply to both individual user accounts and users within user groups.

  • User roles will not change during migration as they are appropriately equipped with same level access to both products, incurring little disruptions to user access and experience post-migration.

  • Historical data for notices, templates, and sections included in the migration can be found in the notice Activity tab and in other relevant fields.

  • If a duplicate notice or template name is found during migration, OneTrust will add the pretext "migrated" to the end of the name for easy identification. Pretext will not be added for section template versions as it can handle duplicate names.

  • Cosmetic changes are expected post-migration to published notices leveraging the timestamp setting and language drop-down.





Functionality not In-Scope for the Migration

  1. Notice Bundles:

    • Notices leveraging notice bundles on their webpages will be migrated to the new Privacy Notice product and will continue to render during migration.

    • Post-migration to Privacy Notice notices will continue to render the bundle design on webpages and new versions published in Privacy Notice Management will continue to leverage the bundle design.

    • Bundle drop-down options will redirect to the latest published version of notices in Privacy Notice Management. Customers can replace the SDK script on theri webpages to the privacy notice SDK to remove the bundle design and update to the notice look and feel.

    • Notice bundles functionality is not supported in Privacy Notice Management today and is under future consideration.

  2. Notice Archiving: The ability to mark an entire notice as archived in Policy & Notice Management is achievable in Privacy Notice Management through workflow stages.

  3. Users without the appropriate Privacy Notice Management permissions will not be migrated to avoid access issues.

User Migration Process

Step One:

Customer communications will be sent to impacted users. The communication will inform users of the date and time of their migration and outline all expectations. Customers can preview migration guides and articles ahead of the migration and prepare for their post-migration steps.

Step Two:

During the migration, users with Policy & Notice Management will see the product as view-only. They will be able to view list screens, but will not be able to click into the details to view or edit. A banner will appear to inform users that the migration is in progress.



Users with Privacy Notice Management will see the product as view-only during the migration. They will be able to view list screens, but will not be able to click into the details to view or edit. A banner will appear to inform users that the migration is in progress.

Step Three:

After the migration, Policy & Notice Management will not be visible to users in their tenants. Customers who would like access the product post-migration can request it. In this case, OneTrust will enable Policy & Notice Management for 30 days only. If enabled, the product will be in a read-only state and users will be unable to edit or create records.

The Privacy Notice Management product will be available to users post-migration. Customers can navigate to Privacy Notice Management from their tenant product menu. A migration completion banner will appear in the application to inform users that their migration was completed successfully.

The migration will make your notice data available in Privacy Notice Management to continue managing versions and publishing. Users leveraging notice system roles will continue to have the same permissions and roles, as roles are shared across the notice products.

Frequently Asked Questions

What are some of the key benefits users can expect from Privacy Notice Management?

The Privacy Notice Management product offers many new features that were unavailable in Policy & Notice Management, including but not limited to, an Attribute Manager, approval workflows, share links, and insights dashboards.

Can I be migrated earlier?

The migration groupings have been created to ensure the least impact to customer experiences and tenant services. Customer requests will be reviewed on a case-by-case basis. Contact OneTrust Support for more information.

What happens if I do not want to lose access to the Policy & Notice Management product?

You can request access to the Policy & Notice Management product post-migration by contacting OneTrust Support. Once approved, you will only have access for 30 days. If you do not request access, you will no longer have access to Policy & Notice after the migration.

Are there are any actions needed for customers to help with the migration?

There are no actions for customers to facilitate the migration. However, customers are advised to limit their activities in Privacy Notice Management on their migration date to ensure a successful migration. For more information on the migration date, see the Privacy Notice Migration Timeline.

Do users need to update their notice SDK implementations?

Users not leveraging the whole SDK script or are using the plain text to implement notices will need to update the script across their digital channels post migration to ensure content continues to leverage without issues.

What actions are required for existing users who are not using the whole SDK script?

The Policy & Notice users who are not using the whole SDK script will be required to update the SDK scripts in their webpages when a new version of the notice is created in Privacy Notice Management. OneTrust recommends updating notice SDKs post migration to avoid any content rendering issues. For more information, see Integrating Privacy Notices.

Do user roles and permissions need to be updated post-migration?

Users leveraging systems roles will continue to utilize the same role name and permission levels post migration. OneTrust will handle custom role mapping between Policy & Notice and Privacy Notice permissions. We will not migrate individual users or users in user groups that lack correct Privacy Notice permissions as the new capability has permission-based access to better manage user controls. We will provide customers with a report of users not migrated and allow them to decide whether to update user permissions.

What Privacy Notice packages will OneTrust continue to offer?

Privacy Notice Management will be available as part of the Universal Consent & Preference Management [UCPM] package.

Do we have plans to enhance Privacy Notice Management?

Yes, we are continuously investing in Privacy Notice Management to offer customers an enhanced user experience with intuitive designs through approval workflows and increased notice configuration to meet their evolving needs.