Configure Privacy and Security Policies

Privacy and Security Policy configuration in SmartSimple includes creating policies, building policy content, attaching policies to collection points, managing versions, and reviewing acceptance logs. For field definitions, see Privacy and Security Policy Settings Reference.

Who: Global Administrators

When to Use Privacy and Security Policies

Use privacy and security policy configuration when:

• Creating a new policy or a new version of an existing policy.
• Attaching policies to login pages, signup pages, or UTA/module record types.
• Activating, editing, or expiring an existing policy.
• Adding translations for a policy to support users in multiple languages.
• Reviewing which users have accepted a policy and when.

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Create a Policy

To create a global privacy and security policy that all system users must accept:

1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
2. Click the Security tab, locate the Business Security section, and then click Privacy and Security Policies.
3. Click the New Policies [+] button.
4. Click the Name field and enter a descriptive name for the policy. This name is visible to end users.
   • Examples of policy names include Cookie Policy, Data Retention Policy, or AI Policy.
5. Click the Effective Date field and enter a date. An Effective Date is required to enforce an active policy.
   • A date in the past activates the policy immediately and requires users to accept it at all configured collection points.
   • Enter a date in the future to transition the policy from Draft to Active status automatically on that date.
6. Select an Enforcement Interval from the drop-down menu to require users to re-accept the policy after a set interval upon login without creating a new version. The default is None.
   • Policies can be enforced on a daily, weekly, monthly, quarterly, or annual basis.
7. Click a User Policy Option. This is the compliance option that will be presented to users.
8. Click the Permissions tab and configure the applicable role or country settings.
   • A policy must have no role-based or country-based permissions to be visible to users who are not logged in to the system.
9. Click Save.

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Build Policy Sections

After creating a policy, add content using the policy builder. A policy can be built section by section, with each section having its own independent permissions. This allows a single policy to display different sections to different user roles.

1. Click Policy Builder on the left-side menu of the policy record.
2. Click the New Policy Section [+] button.
3. Click the Section Header field and enter a title for the section.
4. Click Content and enter the content for the section.
5. Click Save.
   • Repeat steps 2 through 4 to add additional sections as needed.
6. Click the Permissions tab and configure the applicable settings to restrict a section to specific users or countries. This is optional.

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Attach a Policy to a Login Page

To require users to accept or acknowledge a policy before logging in to the system:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and click the Branding tab.
2. Locate the Branding section and then click Login Pages.
3. Click the edit [pencil] icon for the desired login page.
4. Locate the Privacy Policies section and click the Attach Policies field to choose the policy.
5. Click Save.

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Attach a Policy to a Signup Page

To require users to accept a policy before completing registration:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and then click the Users tab.
2. Locate the General Settings section and click Signup Pages.
3. Click the edit [pencil] icon for the desired signup page.
4. Locate the Signup Options section and click the Attach Policies field to choose the policy.
5. Click Save.

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Attach a Policy to a Level 1 Type

To require users to accept a policy when creating a UTA/module record of a specific type:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Level 1 tab, locate the General Settings section, and then click Types.
4. Click the edit [pencil] icon for the desired type.
5. Click the Process tab.
6. Click the Attach Policies field to choose the policy.
7. Click Save.

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Activate a Draft Policy

When a new policy or new version is created, it is automatically assigned Draft status. To activate it so it can be enforced, use one of the following methods:

• Click the Activate Version button in the submit bar of the policy settings page to activate the policy immediately.
• Click Effective Date on the policy settings page and set a date in the future. The policy transitions from Draft to Active status automatically on that date.

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Edit an Active Policy

Active policies cannot be modified directly. To make changes, create a new version of the policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and click the Security tab.
2. Locate the Business Security section and then click Privacy and Security Policies.
3. Click the edit [pencil] icon for the desired policy, and then click New Version.
4. In the confirmation dialog, click Yes. A new version of the policy is created in Draft status.
5. Make the necessary edits to the new version and click Activate Version in the submit bar to replace the prior version.

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Expire a Policy

An expired policy is no longer enforced but can be reactivated at any time. Acceptance records for expired policies remain accessible. To expire a policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and click the Security tab.
2. Locate the Business Security section and then click Privacy and Security Policies.
3. Click the edit [pencil] icon for the desired policy, and then click Expire Version.

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Create Language Translations

To add language translations to a policy:

1. Click the System Administration gear in the upper navigation bar, select Global Settings, and click the Security tab.
2. Locate the Business Security section and then click Privacy and Security Policies.
3. Click the edit [pencil] icon for the desired policy, and then click the Policies Translation Settings icon in the top action bar.
4. Select a Language from the drop-down menu.
5. Click the Name field and enter the translated policy title.
6. Click Save.
7. Close the translation modal, and then click Policy Builder on the left-side menu.
8. Click the edit [pencil] icon for the desired policy section.
9. Click the Policy Section Translation Settings icon at the top of the modal.
10. Enter the translated text for the section, and then click Save.
    • Repeat steps 8 through 10 for each remaining policy section.

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View Policy Acceptance Logs

Policy acceptance logs are accessible in three ways.

User Self-Service

To view a list of accepted or acknowledged policies as a user:

1. Click the User Menu in the upper navigation bar, and then select Privacy & Security from the drop-down menu.
2. Click the Download PDF icon to download a copy of the policy as it appeared at the time of acceptance.

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Per Policy (Administrator)

To view all users who have accepted a specific policy as an administrator:

1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
2. Click the Security tab, locate the Business Security section, and then click Privacy and Security Policies.
3. Click the edit [pencil] icon for the desired policy.
4. Click User Logs in the left-side menu.
5. Click the Download PDF icon next to the user to see a PDF of the policy at the time of acceptance.
   • A search function is available to locate users by name or email.

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Global Log (Administrator)

To view acceptance records across all policies as an administrator:

1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
2. Click the Security tab, locate the Business Security section, and then click Privacy and Security Policies.
3. Click the User Logs tab.

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