Managing legal documents

You can store legal documents such as terms of service or privacy policies for your events and apps in Backstage.

SpotMe apps will then display these documents (and associated requirements) to app users before they access the app.

Each organization in Backstage can have up to 20 legal documents.

Creating a legal document

Legal documents are connected to your organization in Backstage, and can be managed or created from there. To create a legal document:

1. On Backstage, before accessing a workspace, click on Organizations in the main menu.
   
   
2. Select the organization you wish to add a legal document to.
   
   
3. From the organization page, select Legal documents in the menu.
   
   
4. At the bottom of the screen click on Add a new document.
   
   
5. Here you can:
   Create a new document using the built-in tool, by selecting the New Document radio button, OR
   Create a new document using an Existing document (using an existing text or PDF file).

Creating a new document using the built-in tool

If you are creating a new document using the  built-in tool, you will need to fill in these fields

Languages
Select the language(s) of the legal documents.

Title
Enter a title for the document. This will be displayed in-app and in Backstage.

Text
If you do not have a link, you can paste text of your legal document. HTML is supported.

Requirements
This is where you define the acknowledgements that app users will need to make in order to access the app.

Important: You need to select at least one requirement, otherwise the prompt to accept or to acknowledge the legal document will not appear to the user in the app (as there will be nothing for the app user to accept or acknowledge).

For example: "I accept {{link}}", "I consent to the processing of data as per {{link}}".
Here{{link}} will be replaced with a link to your legal document's text.

For privacy policies our recommendation* is to add following requirements (statements):

• I acknowledge that I have read and agree to {{link}}. I understand I can withdraw my consent for the processing of my personal data at any time.
• I consent to the processing of my personal data for the purposes described in {{link}}.

 These would look as follows in the app:

Start from a template
Here you can if needed select an existing legal document to re-use it (among the organization's legal documents in the system) if you are creating a new document from scratch.

Creating a new document based on an existing text or PDF document

If you are creating a new document based on an existing PDF file, select Existing document.

Here you can fill in the same fields as described in the above Creating a new document using the built-in tool section, but you can also upload a PDF file to the organization, in order to use it as a legal document.

Documents based on named app privacy policy template

If you choose to use named app privacy policy template, Backstage will ask you to provide your company's and your data privacy officer's contact details. These details will be added to our own privacy policy, with preconfigured requirements.

App name

Company details

• Proper full company name
  • Include corporate delineators like “Inc.”, “LLC”, “Corp.”, etc.
  • If you are part of an international organization, use the name of the global parent entity
•   Up-to-date physical address at which your company can be contacted, including:
  • Street
  • ZIP code of the city
  • Country
• Contact email
• Other contact information

Data privacy officer's details (DPO)

• Name
  
• Up-to-date physical address at which your DPO can be contacted, including:
  • Street
  • ZIP code of the city
  • Country
  • Contact email
• Other contact information

Contact information should at least contain an email address, additionally you can add a phone number or a website contact form.

Assigning legal documents to workspaces

During workspace creation, you can link a legal document to a workspace. For existing workspaces you can do it from Event settings in Backstage.

Assigning legal documents to SpotMe Express webinars

The legal document that is assigned by default to the webinar is the organization's default legal document. This legal docume is selected via the "Privacy policy" filed in the organization default workspace settings.

Please contact Backstage Support or your account manager if you need to modify the privacy policy for an existing webinar.

Assigning legal documents to apps

Please contact Backstage Support or your account manager to assign a legal document to your app.

Viewing legal documents as an activated participant

Participants can see all the legal documents that cover the use of the app and the event from their profile by clicking Legal & Privacy.

Notes

• Privacy Policy template and recommended requirements are not intended as a substitute for legal advice and any use thereof is voluntary, based on your sole free and informed discretion. Please refer to Backstage Terms of Service for full details.
• Legal document cannot be deleted from organizations in Backstage