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Privacy and Security Policy Settings Reference

Updated

Privacy and Security Policy settings in SmartSimple include policy settings, section settings, permission options, and legacy field definitions.

Policy Settings

These fields appear on the main policy settings page when creating or editing a policy.

Field Description
Policy ID The unique ID by which the policy can be referenced within the system. This number is autogenerated and read-only.
Name The display name for the policy. This name is visible to end users.
Display Order The sequence in which policies will be presented to the end user is determined by their relative order. If a user needs to accept two policies simultaneously at a collection point, the policy with the lower numerical designation will be displayed first, followed by those with higher numbers.
Description This field describes the purpose and objectives of the policy. This value is internal and will not be displayed to the end user.
Custom ID When applicable, enter an existing policy number from a third-party system for reporting purposes.
Version A unique number assigned to a particular iteration of a specific policy. This value is read-only.
Status Indicates the current status of the policy version being viewed. A policy version can be in one of three statuses: 'Draft', 'Active', or 'Expired'. This value is read-only.
Effective Date Set a date to activate this policy. An Effective Date is required to enforce an active policy. After the selected date, users will be forced to accept this policy at the collection point you have defined such as upon login. Policies will be automatically moved from 'Draft' to 'Active' status on the date selected.
Enforcement Interval This setting only applies to policies attached to login pages. This setting forces all users to periodically re-accept this policy after a set interval of time on login only. By default, the interval is set to 'None'.
Expiry Date Schedule a date for the current version of this policy to expire. This field is optional.
User Policy Options The compliance option presented to users when they encounter the policy. Options control whether users can acknowledge, accept, or decline the policy, and whether acceptance is required to proceed.
Enforce Scrolling If enabled, the user must scroll to the bottom of the policy before seeing the options to acknowledge, accept, and/or decline. Otherwise, the acceptance options will be immediately visible to the user.
Collection Points A read-only table displaying the areas of the system where this policy will be applied such as a login page, signup page or template page. To attach a policy to a Collection Point, navigate to the settings page of the desired Collection Point.

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Policy Section Settings

These fields appear when creating or editing a section in the Policy Builder.

Field Description
Section Header The title displayed for this section of the policy.
Display Order The order in which the sections are displayed in the policy.
Description The internal description for the policy section.
Create From Choose to create the section from Rich Text or External URL.
Content The body text for this section of the policy.
Permissions tab Controls which user roles and countries can see this section. When left unassigned, the section is visible to all users, including those not logged in. Controls the Policy Section Translation Settings.

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Permission Settings

Permissions can be set at both the policy level and the section level. The Permissions tab appears on both the policy settings page and within each Policy Builder section.

Setting Description
Role-based permissions Restricts the policy or section to users with specific roles. When left unassigned, the policy or section is visible to all users regardless of role.
Country-based permissions Restricts the policy or section to users from specific countries. When left unassigned, the policy or section is visible to users from all countries.
NOTE  A policy must have no role-based or country-based permissions to be visible to users who are not logged in to the system.

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Policies

This section allows for the creation of specific country and language policy combinations. Create a policy for the Default Country and English language first. The default policy is displayed to all users before login.

Field Description
Country The country to which this policy combination applies. Select Default Country to create a general policy that is not country-specific. The Default Country policy is displayed before login. After login, the policy displayed is determined by the user's settings.
Language The language associated with the selected country for this policy combination.

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Policy Details

This section contains the individual policy definitions and acceptance settings. Each policy can be labeled individually using the label field adjacent to the policy name.

Field Description
Enforce User Acceptance Determines if and when policies require acceptance from end users. Used in conjunction with the User Acceptance Required option on individual policies.
Interval Sets the frequency at which users must re-accept policies.
Introduction The first policy page displayed to users. Used to introduce the policies. Only rich text is available for the Introduction (no URL option).
Privacy Policy Defines the privacy policy content.
Communications Policy Defines the communications policy content.
Data Access Defines the data access policy content.
Accountability Defines the accountability policy content.
Data Confidentiality Defines the data confidentiality policy content.
Performance Integrity Defines the performance integrity policy content.
International Data Privacy Defines the international data privacy policy content.
User Acceptance Required When enabled on an individual policy, indicates that user acceptance is required after the date specified in Enforce User Acceptance.
Role Lookup Displayed when User Acceptance Required is enabled. Restricts the policy to users with the selected roles. When left unassigned, the policy applies to all users.

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Content Options

All legacy policy fields (except Introduction) support three content options:

Option Description
None This policy is not defined for the selected country and language combination.
Rich Text Policy content is entered directly using the rich text editor.
URL Policy content is referenced from an external site via a URL link.

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Helpful Links