Overview

This feature allows you to define custom Policy documents for your site. This is especially useful in case you need to be GDPR compliant which is the new EU regulation on data protection and privacy for all individuals within the European Union. This feature gives you the framework to create the documents that describe your privacy policy and require users to accept your privacy policy.

Enabling Policy documents

To enable this feature, first go to Admin/App center and install Policy documents.

After you installed the feature, go to Admin/Policies/Documents and click Add to start adding your Policy documents.

Give a name to the document, enter your content, specify which account type(s) it applies to then click Save. By default, a policy document applies to all accounts that have a learner role. Note that you can configure policy documents to apply to visitors. This is useful for informing visitors about things like a cookie policy.

You can add multiple policy documents. All the documents will be listed in the Admin/Policies/Documents area. After you add a document, you can enable or disable it by clicking the appropriate checkbox. Note that only policy documents that are enabled need to be accepted by users.

To see a policy document, click on its name.

To edit the document, click the Edit button.

When you edit a policy document, you have the option to save it as a new version. If you update a policy document with a new version, then users will have to accept it once again in order to continue navigating the site.

In the policy documents list, you can see how many versions each document has.

When you visit a document, you can see the version history in the right column, and you can click a version to see its details. By default, the latest version is displayed.

In the policy documents list, you can see how many users gave their consent. To see a detailed list of users who gave their consent, click on the number of consents of a particular document.

You will see the name of the users who gave their consent and the date when they accepted the document.

Publishing Policy documents on the visitor portal

You can add Portal menu items with links to your policy documents in the top menu of the visitor portal. This enables visitors to review your policy before they decide to sign up.  

If you added and enabled policy documents via Admin/Policies/Documents they will be listed as Portal pages. To see the list of portal pages go to Admin/Portal/Visitor view and visit the Portal pages section.

Here you can enable the portal pages for your policy documents.

Once the portal pages are enabled you can add portal menu items for them in the Portal menu section.

Enter the name of the item, then select the document that you want to be linked to the item.

You can add Portal menu items for each policy document if they were enabled as portal pages.

Once you added the items, they will be available for visitors in the Portal menu of the visitor portal.

User view

If you enabled policy documents for visitors then the document will appear as a translucent overlay at the bottom of the page when the visitor visits the portal page. If the text is large the area is scrollable. Visitors have to click the Accept button in order to accept the document. The visitor policy overlay doesn't prevent the visitor from navigating or logging in.

When Policy documents are enabled, an additional "I agree to" checkbox will appear at the bottom of the Sign-up form. If you enabled multiple policy documents then you will have a checkbox for each document. Learners have to agree to all of them in order to create an account.

To see the Policy documents, learners can click on the document's link.

If enabled, Privacy documents will apply retroactively to all current users. Existing users will see any new policy documents displayed one at a time via a pop-up, and must accept each before they can continue to access the site.

Users can see all the policy documents they accepted via the Privacy tab of their Profile page. Here they can see the version of the document and the date when they accepted it.

Users have the option to withdraw their consent. To withdraw your consent click the  icon of the document. If this is done, then when the user moves to a different page, the request for consent will pop up again, and they will have to close their browser tab if they want to leave the site without re-accepting the policy.

Reports

You can generate a report that lists all the learners and the policy documents they have accepted. To generate the report go to Reports/Catalog and click Policy Documents.

Before you run the report select the time period included in the report and the output format, then click Run.

When the report is generated you will get an email and a notification.

To visualize the report, click the link in the notification.