Journey C, part 5: The Data Protection Officer drafts the privacy policy every employee must read

Steps

1. 1

   Open Privacy policies and training

   Open Data Protection and select Privacy policies and training in the module's list. This area holds the policy library, the campaigns that ask people to acknowledge a policy, and privacy training.

   • Select Privacy policies & training
2. 2

   Select Policy library, then New policy

   Select Policy library. No policy exists yet. Select New policy.

   • Select Policy library
   • Select New policy
3. 3

   Choose a starting point

   Under the starting point, choose the template Acceptable use of personal data. The window describes what the template covers and reminds you that it is a starter: have counsel review it before publishing.

   • Select Privacy notice
   • Choose Acceptable use of personal data
4. 4

   Select Create draft

   Select Create draft. The policy opens in the editor as version one, in draft, with the tag Template, needs legal review.

   • Select Create draft
5. 5

   Give the policy your own title

   Replace the English title with your own, and type the Arabic title beside it. Employees can switch between the two languages when they read the policy.

   • Type Title (English): Meridian Souq acceptable use of personal data
   • Type Title (Arabic): سياسة ميريديان سوق للاستخدام المقبول للبيانات الشخصية

   

6. 6

   Set the effective date and the summary

   Set the date from which the policy applies, and in the summary say in a line what this version is. The text of the policy is below.

   • Type Effective date: 2026-10-21
   • Type What changed: First version, adapted from the starter template.
7. 7

   Replace the placeholder in the text

   The template's text has one placeholder in square brackets: data protection contact. A policy cannot be submitted while a placeholder remains. In the English text and in the Arabic text, replace it with the real contact, here the Data Protection Officer by name.

   • Type Text (English): ## Rules for everyone at Meridian Souq Trading LLC - Use personal data…
   • Type Text (Arabic): ## قواعد لجميع العاملين في Meridian Souq Trading LLC - استخدم البيانات…
8. 8

   Select Save draft

   Scroll to the top and select Save draft. The page now carries your title. The draft can be edited as often as you like until it is submitted.

   • Select Save draft
9. 9

   Select Submit for approval

   Select Submit for approval. A note explains that whoever wrote or edited this version cannot approve it. The request is now in the approvers' inbox.

   • Select Submit for approval
10. 10

    Check the library

    Select Back. The Policy library lists the policy with the status Awaiting approval. In the next part a second Data Protection Officer approves it and sends it to all staff.

    • Select Back