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In this section, we will outline how to set up a new policy, how to manage policy enforcement and revisions, how to attach policies to various collection points, and how to view acceptance. You must be a Global Administrator to configure policies.
<u>'''Note:'''</u> There is currently no mechanism to migrate existing policies into the new format. If you wish to keep using an existing policy, you'll need to recreate it using the new policy builder. Old policy acceptance data will still be retained.
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==About Privacy Policies==
===What are privacy and security policies?===
Privacy policies outline how a website collects, uses, stores, and protects user data, providing visitors with the assurance that their personal information is handled with care and respect. Security policies, on the other hand, detail the technical and procedural measures implemented to defend against cyber threats and data breaches. Together, these policies protect users from identity theft, fraud, and other online risks. For example, SmartSimple has its own privacy and security policies which can be read in full at the [https://www.smartsimple.com/trust-security-overview Trust & Security Center on our website].
===Are policies mandatory to have?===
Privacy and security policies may be mandatory by law depending on the end-user’s location. For example, the [[General Data Protection Regulation (GDPR)]] is an information privacy regulation enacted by the European Union (EU) to protect individuals' privacy and personal data. The GDPR gives EU citizens more control over their personal data and sets strict guidelines for data processing and privacy practices for organizations operating within and outside the EU. Having privacy and security policies aligned with the GDPR is required for legal compliance and helps safeguard individuals' rights to privacy.
===Can I use this feature to track other compliance activities?===
The privacy and security policies feature can be utilized to track and manage various other policies and compliance activities. For instance, you might opt to use this feature to monitor conflict of interest attestations or agreements to other terms and conditions.
=Configuration=
In this section, we will outline how to set up a new policy, how to manage policy enforcement and revisions, how to attach policies to various collection points, and how to view acceptance. You must be a Global Administrator to configure policies.
<u>'''Note:'''</u> There is currently no mechanism to migrate existing policies into the new format. If you wish to keep using an existing policy, you'll need to recreate it using the new policy builder. Old policy acceptance data will still be retained.
# Repeat steps 2 to 4 adding additional sections and content as needed.
# (Optional) If a certain policy section should only be displayed to specific users and/or countries, navigate to the '''Permissions''' tab to define this in more detail.
# Administrators can see who has accepted any policy, and when, by navigating to '''Menu Icon''' > '''Global Settings''' > '''Security''' tab > '''Privacy and Security Policies''' > Edit the desired policy > click on “User Logs” in the left navigation. Here you will see a list view of all users that have accepted a policy, along with pertinent information, and a PDF of what the policy contained at the time of acceptance. A search is also available to easily find users by name or email.
# Administrators can see a list of all accepted policies by navigating to '''Menu Icon''' > '''Global Settings''' > '''Security t'''ab > '''Privacy and Security Policies''' > '''User Logs''' tab.
[[Category:Security]]
