Building and Editing Privacy Notices

You can create privacy notices for your organization directly from the Policy module. To configure a privacy notice, you must open the document and navigate to the Notice Builder.

To open the notice builder

  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. Select the privacy notice you would like to build. The Privacy Notice Details screen appears.
    Note:

    This screen also appears after creating a new privacy notice.

  3. Open the Notice Builder by clicking the version name, Go to Builder button, or Create New Version button on the Details screen.

To add content to the notice using the OneTrust Builder

  1. In the Notice Builder, click theAdd Sectionbutton.

    The Add Section modal appears.

  2. Complete the fields. For more information, see Add Section Modal Reference.
  3. Click the Add button.
  4. Write and format your content using the rich text editor.

    Rich text editor showing notice content formatting options
    Tip:

    • You can add images up to 15mb in size can now be added to notice content. You can preview the notice to view the format, layout, and settings. To preview, click the Context Menu icon and select Preview.

    • You can add dynamic variables to privacy notices using the Attributes option to leverage existing attributes in the notice content that can be updated via the SDK published to your website. For more information, see Using Dynamic Attributes in Privacy Notices.

  5. Click the Save button to save all changes made without publishing the notice.
  6. Repeat these steps for any additional sections that you want to add to your privacy notice.
    Note:

    You can reorganize the order that sections display in your document by dragging and dropping the sections in the Section pane.

Add Section Modal Screen Reference



Field
Description
Section Name

Enter a name for the section within the privacy notice.

Section Description

Enter a brief description of the section.

Show Section Header

Enable this setting to show the section header in the privacy notice. Disable this setting to hide the section header from the privacy notice.

Show Section Icon

Enable this setting to show a section icon on the privacy notice.

To delete a section

  1. In the Notice Builder, click the Delete icon button in the Content menu for the section you want to delete. The Delete Section modal appears.


  2. Click the Delete button.

To configure privacy notice settings

  1. In the Privacy Notice Builder, select the Settings tab. The setting options appear.


    Setting Name

    Description

    Show Section Header

    If enabled, section headers within the privacy notice will be shown. The section name will always be shown in the Table of Contents, even if the header is disabled.

    Show Section Icon

    If enabled, the section icons in the privacy notice will be shown.

    Show the Menu

    If enabled, the section menu in the published privacy notice will be shown.

    Show Timestamp

    If enabled, the time and date the privacy notice was published will be shown.

    Show Public Version

    If enabled, the public version number of the published privacy noticed will be shown.

    Show Language Drop Down Selector

    If enabled, the OneTrust language selector will be available to use when a policy noticed is published to a webpage.

    Show Plain Text Policy

    If enabled, a plain text version of the privacy notice will be created and accessible via the Integrations tab. This setting will be disabled by default.
  2. Configure the settings for your privacy notice as needed. Use the table above for help determining what settings work best for your organization.
  3. Click the Save button to save your changes.

To change the privacy notice layout

Choose a predefined style to help structure your privacy notice.

  1. In the Privacy Notice Builder, select the Layouts tab. The layout options appear.


  2. Choose a layout for the privacy notice.
  3. Click the Save button.

To add comments to a privacy notice

You can add and review comments to easily collaborate between notice owners and approvers throughout the privacy notice lifecycle.

  1. On the Privacy Notice Details screen, click the Comments link.

    Comments pane on the Privacy Notice Details screen

    The Comments pane appears.

  2. Type a comment in the comment box using the text editor as needed. You can mention users directly within comments using the Mention user icon in the comment editor icon to trigger both an in-app notification and email notification.
    Note:

    Use the Context Menu icon to delete or edit existing comments.

  3. Click the Add button to add your comment. The comment will be visible to other stakeholders with access to the notice.

To view track changes

  1. In the Notice Builder, click the Context Menu icon.
  2. On the Context menu, select Track Changes. The Track Changes screen appears.

  3. Use the right-navigational pane to view all changes made to various versions of a document.
  4. Close the pane. The comment will be automatically saved.

To publish a new privacy notice

  1. In the Notice Builder, click the Publish button. The Publish Policy modal appears.

  2. Click the Confirm button.

To publish a new version of an existing privacy notice

  1. In the Notice Builder, click the Publish button. The Publish Policy modal appears.

  2. Select the version type.


  3. Enter a description of the changes made to the notice.
  4. Click the Publish button.