Configure privacy settings

The quick way

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

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 are required to pass through 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 will not 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 also have the option to request consent again at any time after making changes to the privacy policy.

1. To make our privacy policy your default policy, select the circle button next to Use Showpad’s privacy policy. To review our policy click Showpad’s privacy policy.
2. To use your own privacy policy, select the circle button next to Set custom privacy policy. Paste the web address to your privacy policy in the field.
3. Click Save.
4. After changing your privacy policy, you can request that users and prospects consent to the updated policy. 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 and add 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 the box next to 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 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 the Track Prospect Interactions, and configure the Right to be Forgotten.

Sharing Disclaimer

Start by creating a custom Sharing Disclaimer. This disclaimer links to the 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 choose to turn off the disclaimer in the emails sent to prospects.

1. Click the caret to open the Sharing Disclaimer 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, use the following placeholder format:

   {privacy}Privacy Policy{/privacy} 

   This will automatically link to the privacy policy selected in the Privacy tab.
3. You can enable or disable the disclaimer for visitors who don’t see a consent window. Click Preview to see how it will appear.
4. You can enable or disable the disclaimer in emails sent from Showpad. When enabled, the disclaimer will be visible at the bottom of the Share email prospects receive.
5. Click Save.

1. Click the toggle to enable or disable Track Prospect Interactions.
2. If enabled, click the caret next to Track Prospect Interactions to configure how prospect consent is managed. You can 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 provided field below the tracking options.
4. Click Save.

• If a prospect interacts with shared content within these 24 months, the counter resets based on 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. Click the toggle to enable or disable Right to be Forgotten.
2. If enabled, click the caret next to Right to be Forgotten to set the inactivity duration.
3. Set the time to be forgotten in the 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.