There are two kinds of document. A public notice tells customers, visitors or staff what you do with their data, and anyone can read it, including the Commission. An internal policy sets rules your own people follow, and it counts once the people it binds have read it.
Who can do this
An owner, editor or contributor of your workspace can create, write and publish documents and ask for sign-off. Only owners and editors can be asked to sign a document off. Anyone in the workspace, including a viewer, can sign an internal policy as read.
Find the register
Open Records & controls → Policies & notices. The figures at the top include Live documents, Out of step, Overdue reviews and Read coverage. The tabs are Everything, Needs review, Out of step, Drafts and Retired.
Create a document
Press New document.
- Under What are you writing?, choose A public notice or An internal policy. You can pick a starting point under Start from one most companies need.
- Under Name it and say who it is for, give the Name and Who it is for, or Who must follow it for a policy, and Where it lives. You can leave the address blank. Asiri can host a notice for you when you publish.
- Choose how often to Review it every. The register flags the document when the review is late, so pick an interval you will keep.
- Press Create and start writing.
The document is saved as a draft and opens in the editor, one section per thing to cover.
Write it
Write each section in the editor. Changes save as you type. For a public notice, you can also press Assemble it from the registers on the document's The document tab. Asiri composes the sections it can from your records, such as who you are, your processors, how long you keep data and where it goes, and names the records under each section. An internal policy is written by hand.
Asiri does not judge whether the wording is accurate or satisfies the Act. To record that someone checked it, use Record who checked it, with Who reviewed it, such as a named lawyer or firm, and What they said, then press Record the review.
Sign-off
Under Who should sign it off?, choose the people and press Ask for sign-off. Each approver can Approve it, or Send back with a reason. A section changed after someone approved means their approval no longer counts, and you have to ask again.
The document can be published once everyone asked has approved it.
Publish it
Press Publish on the document. A published version keeps its wording. To change it, press Raise a new version, edit the draft, have it signed off, and publish again. Earlier versions stay readable.
For a public notice, choose Who can read this notice: Keep in a controlled location or Anyone with the public link. Each notice has its own permanent address. Use Copy link, or Copy embed to put it on your website.
Publishing an internal policy makes it available inside your workspace only.
Who has read it
For an internal policy, the Who has read it tab counts signatures against the version in force. Declare each group it binds and how many people are in it, with Declare a group. People with an account sign it on the document, against the version in force. For someone without an account, such as a field agent, use Record a signature from outside. Re-issuing the document asks everybody to read it again.
Out of step
A notice is only true while it matches your registers. When a record a section was built from changes, the section reads as out of date, and the document appears under Out of step. Assemble it again, or keep your own wording and record that you read the change.
Withdraw a document
Use Withdraw this document, say what replaced it or why it goes, and press Withdraw it. It stays readable, but it stops binding anybody and is no longer served.
Common questions
"Can I fix a typo in a published notice?" Raise a new version, correct it, and publish it.
"Does publishing an internal policy put it on the internet?" No. It is made available inside your workspace.