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.

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)

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

Editing the Privacy Policy

1. Open the three‑dot (⋮) menu.

2. Select Edit Content.

The privacy policy opens in an editable mode.

3. Edit Header text, Title, Effective date, Content

4. Click Publish Changes to save and apply the updated Privacy Policy.

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 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

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