Add a privacy policy, a moderation charter, terms of use, and imprint

Admins can add a privacy policy, a moderation charter, terms of use, and an imprint to their group and its subgroups. Public groups can't have these documents. Admins can also require users to agree to the privacy policy, the moderation charter, or the terms of use before using the platform.

Users can see the documents that apply to them at any time: at the top right of the homepage, they click on their profile picture, then Personal settings. The links are at the bottom of the page: Privacy policy, Moderation charter, Terms of use, and Imprint. The imprint also appears on mobile.

360Learning does not provide a default privacy policy, moderation charter, terms of use, or imprint. It is your responsibility to provide your specific legal documents to the users of your organization, according to GDPR regulations, as well as your own.

You can learn more about our compliance with GDPR in this article.

Which document applies to a user

Each user gets one version of each document, even when several of their groups have one. Each type of document is chosen separately: a user's privacy policy and terms of use can come from different groups.

To find it, the platform looks at the user's groups:

1. If the user is a direct member of the platform group, the platform group's document applies.
2. Otherwise, the platform finds the lowest private group containing all the user's groups.
3. That group's document applies. If it has none, the closest parent group's document applies. If no parent group has one, none applies.

For example, Sales and Marketing are private groups directly below the platform group, and only Sales has terms of use. A user in Sales only gets the Sales terms of use. So does a user in a public group below Sales. A user in both groups gets the platform group's terms of use, if there is one.

Add a privacy policy

A private group's privacy policy applies to users whose groups are all inside it, unless a subgroup containing them all has its own. The platform group's applies to everyone else. See Which document applies to a user.

1. In the left sidebar, hover over the group, then click  Settings. The platform group is the one with a golden crown.
2. In the left sidebar, click Advanced.
3. In the section Privacy policy, enter the link to your privacy policy.
4. Click anywhere on the page to save the link.

To remove the privacy policy, delete the link and click anywhere on the page. Users it applied to then get the privacy policy of the closest parent group that has one.

Add a moderation charter

A private group's moderation charter applies to users whose groups are all inside it, unless a subgroup containing them all has its own. The platform group's applies to everyone else. See Which document applies to a user.

1. In the left sidebar, hover over the group, then click  Settings. The platform group is the one with a golden crown.
2. In the left sidebar, click Advanced.
3. In the section Moderation charter, enter the link to your moderation charter.
4. Click anywhere on the page to save the link.

To remove the moderation charter, delete the link and click anywhere on the page. Users it applied to then get the moderation charter of the closest parent group that has one.

Add terms of use

A private group's terms of use apply to users whose groups are all inside it, unless a subgroup containing them all has its own. The platform group's apply to everyone else. See Which document applies to a user.

1. In the left sidebar, hover over the group, then click  Settings. The platform group is the one with a golden crown.
2. In the left sidebar, click Advanced.
3. In the section Terms of use, enter the link to your terms of use.
4. Click anywhere on the page to save the link.

To remove the terms of use, delete the link and click anywhere on the page. Users they applied to then get the terms of use of the closest parent group that has some.

Add an imprint

A private group's imprint applies to users whose groups are all inside it, unless a subgroup containing them all has its own. The platform group's applies to everyone else. See Which document applies to a user.

1. In the left sidebar, hover over the group, then click  Settings. The platform group is the one with a golden crown.
2. In the left sidebar, click Advanced.
3. In the section Imprint, enter the link to your imprint.
4. Click anywhere on the page to save the link.

To remove the imprint, delete the link and click anywhere on the page. Users it applied to then get the imprint of the closest parent group that has one.

Obtain explicit consent from users

You can require users to agree to the privacy policy, the moderation charter, or the terms of use of a group. Users are never asked to agree to the imprint.

1. In the left sidebar, hover over the group, then click  Settings. The platform group is the one with a golden crown.
2. In the left sidebar, click Advanced.
3. In the section Privacy policy, Moderation charter, or Terms of use, below the link, check the box Obtain explicit consent from users.

When the box is checked, users the document applies to must check a box to agree to it at their next login. They can't access any page of the platform until they do. Invited users check it in their first login form. When the box is unchecked, users aren't asked to agree. It's unchecked by default.

Each user gets the setting of the group whose document applies to them. See Which document applies to a user.

Users are asked to agree if they never agreed to that type of document, or if the document that applies to them was saved after they last agreed. Saving a document's link or consent setting therefore asks everyone it applies to again. A user who moves to a group whose document was saved before their last agreement isn't asked.

An admin logged in as another user isn't asked to agree, even when that user would be.