---
title: "Privacy Policy"
slug: "privacy-policy"
updated: 2026-03-30T10:32:43Z
published: 2026-03-30T10:32:43Z
canonical: "documentation.encodify.com/privacy-policy"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Privacy Policy

## Overview

---

When a new user logs into the application for the first time, they must be required to accept one privacy policy before accessing the system, so that compliance is ensured, transparency is maintained, and acceptance can be monitored. Every time the privacy policy is updated, users must be required to accept again, so they comply with the latest changes in the document. If the user declines to accept the policy, access to the system will be denied.

## Managing Privacy Policy

---

#### Accessing the Privacy Policy

1. Navigate to **Resource Centre** from the left-hand sidebar.
2. Open **Legal Information**> **Privacy Policy**.

![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Sidebar_Privacy Policy(1).png)

An image showing “Privacy policy” menu option in sidebar

#### Previewing the Privacy Policy

The Privacy Policy preview opens by default in a modal window where user can

- Read the full Privacy Policy content.
- Scroll vertically to review all sections.
- See the **header text**, **policy title**, **effective date**, and **last updated date**.
- Access **(⋮)**menu with **“Edit Content”, “View Change History”**options (**Note:**only system admins are allowed to access menu)

![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Privacy Policy Preview.png)

An image showing modal with Privacy Policy preview

**Note:**all users are allowed to access and preview Privacy Policy

#### Editing the Privacy Policy

1. Open the **three‑dot (⋮) menu**.
2. Select ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Edit Content icon.png) **Edit Content**.

The privacy policy opens in an editable mode.

1. Edit **Header text, Title, Effective date, Content**
2. Click **Publish Changes** to save and apply the updated Privacy Policy.

****

![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/PP_Edit.png)

An image showing Privacy Policy in edit mode

**NOTE:**

- only system admin is allowed to edit Privacy Policy
- adjusted header text will be reflected in sidebar (**Resource Centre >****Legal Information)**and on **Edit User** page accordingly

#### Change History

The **Change History** view provides a detailed audit trail of all modifications made to the Privacy Policy.

How to access:

1. Open the **three‑dot (⋮) menu**.
2. Select ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Change History icon.png) **View Change History**

Change History table contains:

- **Date:** Date and time when the change was made
- **User:** Name of the user who made the change
- **Field:** The specific field that was modified
- **From:** Previous value
- **To:** Updated value

![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/PP_Change History.png)

An image showing Change History

**NOTE:** only system admin is allowed to view Change History

**Key notes:**

- It is not possible to create new Privacy Policy or delete existing Privacy Policy
- Only **one** Privacy Policy can be active
- Custom Privacy Policy marked as “current” is migrated and available for view and edit. If no “current” policy was available before migration then policy matching Encodify Privacy Policy is available.

## Visualisation of Privacy Policy during login

![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/PP during login.png)

An image showing Privacy Policy during login