Configure privacy settings to comply with company and local regulations

At Showpad, we prioritize the privacy of you, your users, 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 platform offers flexibility across our Online Platform, mobile apps, email plugins, and integrations. As a company based in the EU, we comply with the General Data Protection Regulation (GDPR), and we ship with a default privacy policy that reflects Showpad’s privacy principles. This out-of-the-box solution gives you control over privacy settings while ensuring compliance. The privacy policy adapts to the language set in your browser, or, if unavailable, the language of your operating system.

Note: If neither language is supported, the privacy policy defaults to English.

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

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 works

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

• Guidance from your local legal counsel
• A clear understanding of the privacy settings relevant to your country or region
• Access to Showpad’s Online Platform

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. In User Settings, 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 under Prospect Settings
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

• 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 pane. This applies to the Online Platform, Web App, mobile apps, email plugins, and integrations. This setting cannot be modified in the Online Platform.

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 give consent again.

In the Privacy Policy tab under Admin Settings, you can choose to use Showpad's default privacy policy or link to a custom privacy policy. You also have the option to request consent again at any time after making changes to the privacy policy.

1. Select Set custom privacy policy if you want to use your own privacy policy. You can also click Showpad's privacy policy to review the default policy included.
2. After changing your privacy policy, you can request that users and prospects consent to the updated policy.
3. To do this, click Request Consent, and consent will be requested again from users and prospects.
   
4. Once you click Request, users and prospects must agree to the updated privacy policy before continuing to use the platform.
   

User Settings

In User Settings, you can configure login options for your sales users. One key feature is 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.

This tab also allows you to anonymize user data in the Anonymize Reporting section. When enabled, the personal data of users in specific user groups will no longer appear in Showpad reports.
These users will be listed in the 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 was deactivated.

1. Enable or disable the Remember Me option to let users automatically sign in on the Web App.
   
2. Anonymize user details, visible in the Reports tab, by adding the User Groups you want to anonymize.

Prospect Settings

In Prospect Settings, 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.
Start by creating a custom Sharing Disclaimer. This disclaimer provides a link 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. Edit the disclaimer text, and 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. Clicking Preview allows you to see how it will appear.
   
4. Additionally, you can enable the disclaimer in emails sent from Showpad. When activated, the disclaimer will be visible at the bottom of the sharing email prospects receive.

Click the toggle to enable or disable Track Prospect Interactions. 
If enabled, click the caret under Track Prospect Interactions to configure how consent for prospects is managed. 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 also have the option to disable tracking entirely, though this is not recommended. You can enable one of the following options in Showpad’s Online Platform:

• 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.

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 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. Any period longer than one month can be set.

You can adjust the Right to Be Forgotten time period or turn off this feature entirely. The minimum duration that can be set is one month.

Data Agreement Specifics

This 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.