Step-by-Step Onboarding Guide: Privacy Notice Management
Getting up and running with your Privacy Notice Management solution
Thank you for choosing the OneTrust Privacy Notice Management solution to help manage your privacy, security, and governance program needs.
The solution is designed to be intuitive and easy to configure and this guide will take you through each step one by one.
And if you have questions along the way, or at the end of your implementation, you can reach out to the team who will be happy to help.
The OneTrust Privacy Notice Management module allows organizations to create and manage policies published on their websites and mobile apps from a central location.
Let’s get you started
Follow the steps below to get your solution set up. Each stage of the process is covered by comprehensive guidance and support collateral on the my.onetrust.com online resource platform and this guide will direct you towards all the information you need.
Before you begin
Before you get started with your implementation, complete the following key-activities which will help you accelerate your implementation:
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Get Familiar with Key Terms
Privacy Notices
The texts you typically display on your various websites, stating your defined Privacy Policy. It can have two main formats:
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Available on its own web page, as a full and detailed text.
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Available as a short text, also called disclosures, usually displayed at the bottom of a web form, or where the Data Subjects are about to give consent for a purpose.
The starting point for the implementation is compiling a list of all privacy notices and their locations.
Locations
The places where the notices described above will be or are currently displayed. In OneTrust, we’ll attach the notices to specific locations, to detect whether or not there is a problem with the SDK implementation, and a notice is not properly detected.
SDK
A piece of JavaScript to be embedded on a webpage, below a web form, or another desired which would dynamically display the notices managed within OneTrust.
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Assign Key Decision Maker
This will be the main point of contact throughout the implementation and will make configuration/setting decisions for the module.
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Assign Technical Resources
Integration of the Privacy and Notice Management module often requires adding snippets of code to websites. Identify the best technical resource within your organization to carry out these tasks.
Privacy Notice Management Configuration
You can access all our knowledge base articles at the link here. The steps below direct you to the most relevant way to get you started as quickly as possible.
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Step |
Description |
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1 |
The first step in your implementation will be to consult your legal counsel and privacy team to identify all the privacy policies and notices you would like to manage within OneTrust. In OneTrust we call these ‘Privacy Notices. Your legal counsel should provide or approve the notice text that is displayed to data subjects when collecting consent, as well as a linked privacy policy. |
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2 |
Notices are most often displayed as small pieces of text (“disclosures”), wherever consent might be collected, or on a dedicated web page within your website, for a full and detailed text. In OneTrust we call these ‘Locations’. These locations could be detected using another component of OneTrust – the Cookie Compliance module and its website scanner. Use the below article as guidance: |
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3 |
Creating Notices You can create notices that are managed through OneTrust and published across your sites. Managing your policies through the application allows you to make updates independently of your site owners and developers. The policy can be configured to include various sections in a layout that meets your organization's needs. Notice Templates You can activate privacy notice templates for use when creating privacy notices. These privacy notice templates provide a suggested structure to help you more easily create privacy notices for specific use cases. Use the below articles as guidance: |
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4 |
Published When you are ready to start using your notice, all you need to do is save, approve the original notice and any translations of it, and publish the notice to activate it. If you want to make changes after you activate the notice, you can create a new version. Integrating Once you have activated your notice, you can copy and paste the integration code snippet to add the notice to your websites and mobile apps. Note: The first time you publish a notice, an integration code snippet will be generated that allows you to implement the notice across your sites. On subsequent publishes, the implemented notice will be updated with the changes to your content. After you have integrated the notice, your changes will automatically be published to these locations without requiring any additional configuration whenever changes are made. Translations After you submit your privacy notice for approval of the default translation, the privacy notice will be placed in Under Review status while pending review by the approver. Once the default translation has been approved, you can publish the privacy notice or add additional languages in which you want to translate the privacy notice. If additional languages are added, the translations will also need to be submitted and approved before the privacy notice can be published in those languages. Note: Notices can be translated into multiple languages, but the notice can display in only one language at any time. If a specific language cannot be determined, the SDK will always render the default language defined for the notice. Use the below articles as guidance: |
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5 |
Thanks to the reporting module you will be able to export any notice in PDF format. You will have the opportunity to select a series of parameters (Paper size, Page Orientation, etc.) to export the perfect PDF Notice. Useful if you need to share it via email or another offline platform. Use the below article as guidance: |
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Complete! |
Congratulations on completing your implementation. |