Give one entity its own rule and allow self-approval with a justification

Steps

1. 1

   Select Publish a privacy policy version

   In Settings, Access control, Approval policies, select Publish a privacy policy version. Saved policies for this action lists one policy, for the whole organisation, with two steps.

2. 2

   Choose the entity in Policy for

   Open the Policy for box and choose Meridian Souq E-Commerce FZ-LLC. The badge reads Inherited from the organisation policy, and the editor shows the two-step rule the entity follows today. Nothing changes until you save.

   • Select Whole organisation
   • Choose Meridian Souq E-Commerce FZ-LLCHead office
3. 3

   Select Start from the default

   Select Start from the default at the top right of Steps and rules. The editor is reset to the built-in rule with one step, which is a quick way to clear the inherited steps.

   • Select Start from the default
4. 4

   Name the entity's policy

   Scroll up and type a Policy name that says which entity it is for and why it differs.

   • Type Policy name: E-Commerce: small-team privacy sign-off
5. 5

   Select Self-approval with justification

   Under Maker / checker, select Self-approval with justification. The author may then approve their own record, but only with a written justification, which is flagged in the audit log and on access reviews.

6. 6

   Check the place, then select Save policy

   Beside Save policy, the note reads Saves the policy for Meridian Souq E-Commerce FZ-LLC, Entity. Select Save policy. The badge at the top changes to Saved for this scope, and the list of saved policies now shows two: the entity and the whole organisation.

   • Select Save policy

   

7. 7

   Open the E-Commerce entity's Policy library and select New policy

   Now test it. Choose Meridian Souq E-Commerce FZ-LLC in the entity box at the top, open Data Protection, Privacy policies and training, Policy library, and select New policy.

   • Select New policy
8. 8

   Create a blank privacy notice

   Choose Blank policy, type the title, choose the type Privacy notice and select Create draft.

   • Select Privacy notice
   • Choose Blank policy
   • Type Title (English): Online store cookie notice
   • Select Other
   • Choose Privacy notice
   • Select Create draft
9. 9

   Write the text and select Submit for approval

   Type the notice in Text, English, then select Submit for approval. The Awaiting approval box names the entity's own policy, shows Self-approval with justification, and has one step. Because of that mode, you see Approve and Reject on a version you wrote yourself.

   • Type Text (English): Our online store uses cookies to keep your basket and to measure visit…
   • Select Submit for approval
10. 10

    Select Approve and try without a justification

    Select Approve. The box Approve and publish has an extra field, Self-approval justification. Leave it empty and select Approve in the box. The approval is refused with the message You created or edited this record: give a justification to self-approve.

    • Select Approve
    • Select Approve
11. 11

    Write the justification and select Approve

    Select Approve again. This time type your reason in Self-approval justification, then select Approve in the box. This was the only step, so the notice is published as version 1.0.

    • Select Approve
    • Type Self-approval justification: Only one privacy lead works on the E-Commerce entity this quarter; tex…
    • Select Approve
12. 12

    Find the self-approval in the audit log

    Open the menu under your initial and select Audit log. Find the line Approval request: Approved for the notice and select Details. The details show the step, the action, the status approved, and Self-approval, Yes. That flag is what a reviewer looks for.

    • Select Account menu
    • Select Audit log
    • Select Details