Privacy Policies

A Privacy Policy is a critical document that outlines how an organisation collects, uses, and protects the personal data of its users. Ensuring that Citizens are aware of your Privacy Policy and have access to it when giving consent is not only good practice but a legal requirement in some jurisdictions.

Creating Privacy Policies

• Creating a Privacy Policy Record: For each distinct Privacy Policy, you should create a corresponding record in DataGuard CPM. This record will serve as the central reference for that policy and should be added to your Templates and integrations to begin using it. Create a Privacy Policy in the CPM UI.

• Components of a Privacy Policy Record:

  • File: This is a copy of your currently active Privacy Policy, stored in DataGuard CPM for auditing purposes. It ensures that there is a traceable record of what the policy stated at the time of consent collection.
  • URL: This is the link that Citizens will be directed to when they click on the Privacy Policy link. It should point to the publicly accessible version of your Privacy Policy on your website or another appropriate platform.

Updating Privacy Policies

• Regular Updates: To ensure compliance with data protection regulations, it is essential to keep DataGuard CPM up to date with the latest version of your Privacy Policy. This guarantees that the correct policy is registered in the audit trail whenever their consent is being collected.
• Versioning: DataGuard CPM offers a versioned Privacy Policy functionality to simplify the process of keeping your policy up to date. When your Privacy Policy is updated, you simply add a new version to the existing Privacy Policy record in CPM.
• Automatic Propagation: Once a new version is added, the updated policy will automatically be reflected everywhere it is used within the platform. This ensures that new transactions in the audit trail always contain the most current version of your Privacy Policy without requiring manual updates to each Template or integration.
• Timely Updates: Ensure that any changes to your Privacy Policy are promptly reflected in DataGuard CPM by adding a new version. This practice helps maintain compliance and ensures transparency with your users.

By managing your Privacy Policy effectively within DataGuard CPM, you can ensure compliance with legal requirements, maintain transparency with your users, and streamline the process of keeping your policies up to date.