Configure privacy settings

At Showpad, we prioritize the privacy of you, your sellers, and their buyers. We aim to provide all the necessary tools to help you configure privacy settings in line with local regulations and company policies.

Our flexible platform works across the Admin App, mobile apps, email plugins, and integrations. We comply with the General Data Protection Regulation (GDPR) and offer a default privacy policy that reflects Showpad’s principles. This solution allows you to control privacy settings while ensuring compliance. Additionally, the privacy policy adapts to the language set in your browser or, if unavailable, the language of your operating system.

Note: The privacy policy defaults to English if neither language is supported.

This article outlines the tools available to ensure your organization complies with the privacy laws in your region. When using activity tracking, we recommend informing your customers and prospects through a privacy policy.

Note: As the data controller, we strongly encourage you to consult with your legal team and customize your privacy policy and settings to fit your specific needs.

See how it looks

Key features

• Set up custom privacy settings tailored to your organization’s needs
• Use the default Showpad Privacy Policy or implement your own customized policy
• Configure consent options for prospects to align with regulations
• Define session duration for users on Showpad’s Web App
• Anonymize user data based on specific user groups
• Customize the prospect privacy disclaimer
• Control how prospects are tracked and for how long
• Determine the retention period for personal data

You need this to succeed

The quick way

1. Navigate to the Privacy tab in Admin Settings
2. On the Privacy Policy tab:
   • Add your custom privacy policy or use Showpad's default policy
3. On the User Settings tab:
   • Configure the Remember Me option for the Web App
   • Set up data anonymization based on user groups
4. On the Prospect Settings tab:
   • Edit the sharing disclaimer prospects will see
   • Enable or disable Track Prospect Interactions
   • Select and configure consent options
   • Configure how long prospect data is stored
5. On the Data Agreement Specifics tab:
   • Review Showpad's latest data processing overview

Do this step by step

1. Click the gear icon to open Admin Settings.
2. Select Privacy from the left side menu.
3. Select a tab to begin configuring your privacy settings:
   • Privacy Policy
   • User Settings
   • Prospect Settings
   • Data Agreement Specifics
      

Privacy Policy

A privacy policy is a legal document that outlines how a company collects, processes, uses, discloses, and manages a user’s or prospect’s data. Before any of these actions can take place, your users or their prospects must actively give consent to the privacy policy. Depending on the consent settings you configure, prospects may or may not be required to provide consent to view content. If consent is not given, no tracking will occur on the prospect’s interactions with the content.

Note: Users and administrators who sign in to Showpad must acknowledge a consent message. This applies to the Admin App, Web App, mobile apps, email plugins, and integrations. This setting cannot be modified in the Admin App.

Once a user gives consent on one platform, it won't be required again when signing in on another platform. However, if the privacy policy is updated, users will be prompted to consent again.

On the Privacy Policy tab on the Privacy page in Admin Settings, you can choose to Use Showpad's privacy policy or Set a custom privacy policy. You can also request consent again at any time after making changes to the privacy policy.

1. To make our privacy policy your default policy, select Use Showpad’s privacy policy. To review our policy click Showpad’s privacy policy.
2. To use your own privacy policy, select Set custom privacy policy. Paste the web address of your privacy policy in the field.
3. Click Save.
4. After updating your privacy policy, you can request that users and prospects consent to it. Click the Request Consent button, and confirm on the pop-up. Consent will be requested again from users and prospects. Users and prospects must agree to the updated privacy policy before using the platform.

User Settings

On the User Settings tab, you can configure login options for your users. Here, you can enable the Remember Me option, which displays a checkbox on the Web App’s login screen. When selected, users will be automatically signed in for up to 14 days or until they manually log out.

In the Anonymize Reporting section, you can anonymize user data. When enabled, the personal data of users in specific user groups will no longer appear in Showpad reports.

These users will be listed in reports as Anonymous Users. To use this feature, you’ll need to create User Groups.

Note: If you disable the anonymization feature, the data in reports will still show anonymous users up until the point when anonymization is deactivated.

1. Check Enable ‘remember me’ option to let users automatically sign in on the Web App. Uncheck the box to disable the option.
2. To hide specific user group user details in reports, add the user groups to the User Groups field in the Anonymize Reporting section.
3. Click Save.

Prospect Settings

On the Prospect Settings tab, you can configure the privacy settings for your users' prospects. This enables you to customize the sharing disclaimer, enable or disable tracking of prospect interactions, select a consent level for tracking, and configure the prospect’s right to be forgotten.

Sharing Disclaimer

You can create a custom sharing disclaimer. This disclaimer links to your privacy policy and is displayed in a blue header at the top of the page when prospects open shared content. It also appears in the email that prospects receive.

You can display the disclaimer for prospects who do not see a consent window. Additionally, you can turn off the disclaimer in emails sent to prospects.

1. Click Sharing Disclaimer to expand the settings.

2. Click in the text box to edit the disclaimer text. You’ll see a live preview of your changes. To link to your privacy policy, which you set on the Privacy Policy tab, use the following placeholder format:

   {privacy}Privacy Policy{/privacy} 

3. To display the disclaimer to visitors who didn't receive a consent request, Check the Show disclaimer on shared content for visitors that were excluded from consent box. Click Preview to see how it will appear on shared content.
4. To include the disclaimer at the bottom of the email Shares prospects receive, check the Show disclaimer in mails sent from the Showpad box. 
5. Click Save.

Track Prospect Interactions

Showpad provides three consent options for tracking prospect interactions. Depending on the option selected, prospects may see a dialog box with a link to your default or custom privacy policy. You can also disable tracking entirely, though this is not recommended. 

1. Next to Track Prospect Interactions, click the toggle to enable or disable prospect interaction tracking. Disabling tracking will limit your and your sellers' buyer insights.
2. If tracking is enabled, click Track Prospect Interactions to configure how prospect consent is managed. Enable one of the following options:

   • Mandatory consent: Prospects must accept the privacy policy to have their activity tracked. They can access the content only after agreeing to the applicable policy, and tracking begins once consent is obtained. This is the default option. You can exclude visitors from specific regions or countries from providing consent. The United States is excluded by default.

     Note: Prospect location is determined by their IP address. If a prospect uses a VPN, the location of the server they connect to will be used instead, which may result in inaccurate location data due to variations in IP lookup services.

   • Optional consent: Prospects see the consent dialog but can access the shared content without accepting the privacy policy. If this option is selected, prospect activity will not be tracked unless they provide consent. Like with mandatory consent, you can exclude visitors from certain regions or countries, with the United States excluded by default.
   • No consent: Prospects won’t see a consent dialog box, meaning their consent is implicitly given. This option is available for all regions, but be aware that it may not be legal in some territories, depending on local privacy laws.
3. To exclude visitors from specific countries or regions from providing consent, select them from the field below the tracking options.
4. After a set period, the prospect will be prompted to reconfirm consent. To configure this duration, select a timeframe from the Ask for consent again after drop-down: 14, 30, or 60 days, or Custom (up to 199 days). The policy preview updates instantly to reflect your selection.
5. Click Save.

Right to be Forgotten

The Right to be Forgotten setting ensures that a prospect’s personal data and sharing activity will be anonymized after 24 months of inactivity. Once anonymized, the prospect’s data in insights, email and link Shares, and Shared Spaces will no longer be linked to the individual.

• If a prospect interacts with shared content within the past 24 months, the counter resets to the last interaction date. If no interaction occurs within the 24-month period, the data is anonymized.
• You can modify the period before anonymization occurs or disable this feature entirely. You can set any period longer than one month.

1. Next to Right to be Forgotten, click the toggle to enable or disable anonymization of prospect data. 
2. If anonymization is enabled, click Right to be Forgotten to set the inactivity duration.
3. Set the time to be forgotten to a number of months. The minimum duration that can be set is one month.
4. Click Save.

Data Agreement Specifics

The Data Agreement Specifics tab provides a link to a document that includes the most up-to-date overview of all Showpad subprocessors and a detailed list of the data categories processed by Showpad.

1. Click Showpad Data Agreements Specifics to view up-to-date information.