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Portal setup: add a privacy policy to the registration page

Elizabeth
  • Updated

Summary

Add your organization’s privacy policy to your portal’s external registration page. Learners with email invites, and those using eCommerce features, see this page when they register.

Inviting learners to your portal by email is available to all customers. eCommerce features are available to all customers.

Overview: privacy policy

If your organization uses a public registration page online, you can provide your privacy policy to read before registering on the portal. This optional feature appears as a link on the registration page, which opens to the content you provide.

The following screenshot shows the privacy policy text and link highlighted on a sample registration page for new portal users.

register_login_page.png

The registration page uses a default text to link to the privacy policy. It reads:

Read our Privacy Policy to find out how we gather and manage your data.

You can’t change this text or the link title that appears on the registration page.

On the privacy policy page, you can include whatever public-facing content your organization needs to make available, as part of its business practices.

Create or copy and paste this content in CK Editor, and save changes to your draft policy as required. The policy appears only when you select Publish.

You can update the policy as required. While you edit the text, the existing policy remains available to users accessing the portal registration page. When you publish the new version, LearnUpon archives the previous version. Archived versions are available for admins to view, or delete.

For customers with multiple portals, you can create separate policies for each portal, or copy a single policy between portals. The copied policy appears as a draft version in the additional portals. You need to review and publish the policy in each portal separately.

Accessing the privacy policy

The registration page is available to:

  • learners who register themselves for training, typically through an eCommerce site
  • learners who respond to an email invite from you

The registration page does not appear to learners whose accounts you create within the portal.

Whatever you publish through this feature is public-facing, for information only. You can’t require potential portal users to read it.

Warning: Your privacy policy can be accessed by anyone visiting your portal and should not contain sensitive information.

Privacy policy vs terms

The privacy policy is similar to the terms available within the portal. See Portal setup: add terms for your portal.

The following descriptions outline where the 2 features are different, and where they look the same.

Privacy policy

The privacy policy is:

  • optional for your portal setup
  • optional for portal users to review
  • viewable outside the portal only
  • accessible to anyone on the internet
  • available from registration page
  • editable, with previous versions archived

Terms

The terms you add to a portal are:

  • optional for your portal setup
  • a required step before continuing to use the portal, after you turn on the feature
  • viewable only within the portal
  • accessible only after logging in
  • available immediately after first login, and from the user’s profile page
  • editable, with previous versions archived

Note: After changing terms, you can require all users to review and agree to the new version, the next time they log in.

Privacy policy and sub-portals

If you use multiple portals, you can create separate policies for each portal.

You can copy a policy from one portal to another within the same realm. Copying a policy creates a draft in the second portal and overwrites any existing draft policies. You need to review the draft and publish each policy in each portal.

See Create and manage sub-portals.

Access permissions

Privacy policy setup is accessible to admins with access to portal settings.

See Portal setup: create admin accounts.

Set up a privacy policy for external access

  1. From main navigation go to Settings > Users > Policies.
  2. From General Settings, select Add privacy policy.
  3. From Policies, select + Add policy to open the CK Editor.
  4. Enter text, or copy and paste your policy text into the editor.
  5. Optional: Save to store a work in progress. LearnUpon displays the document in Draft status.
  6. From Policies select More (aka 3-dot menu) > Publish.
  7. In the confirmation dialog that opens, select Publish.

After publishing, LearnUpon adds a green dot to the live policy document: this text is now available externally on your portal.

The following screenshot shows a draft policy, with the More menu open.

draft_privacy_policy_editing_options.png

The following screenshot shows a current policy version, and View archive to access to previous versions.

archived_policy_versions.png

Update a privacy policy

  1. From main navigation go to Settings > Users > Policies.
  2. In the policy shown, select More (aka 3-dot menu) > Update.
  3. From Actions, select Update policy.
  4. In the confirmation dialog that opens, select Update policy to open the CK editor.
  5. Make the required changes to the text.
  6. Save to store a work in progress. LearnUpon displays the document in Draft status, alongside the published version.
  7. From Policies select More (aka 3-dot menu) > Publish.
  8. In the confirmation dialog that opens, select Publish.

View archived versions

If you update the privacy policy more than once, LearnUpon makes your earlier versions available through Archived policies.

Select View archive to see previous versions.

You can select previous versions to read, or select More (aka 3-dot menu) > Delete to remove them. Deletion is permanent, with no option to retrieve a deleted policy.

Copy an existing privacy policy to another portal

This procedure has 2 parts: copying a current policy, and publishing.

  1. From the source portal’s main navigation go to Settings > Users > Policies.
  2. In the policy shown select More (aka 3-dot menu) > Copy.
  3. From Publish Policy, select the target portals where you need the policy to appear.
  4. Select Copy.

You need admin permissions that include portal permissions in the target portals to complete this step.

  1. In each portal go to Settings > Users > Policies.
  2. From Policies select More (aka 3-dot menu) > Publish.
  3. In the confirmation dialog that opens, select Publish.

See:

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