Compliance regulations are changing fast, and growing in complexity and scope. In addition, users have come to expect from brands a high level of transparency and control over their user data. Companies that fail to address this, and to supply their users with a clear flow for agreeing to the way their data is handled, risk customer abandonment and heavy fines. Gigya helps you comply with the increasingly complex legal requirements around user data privacy. The Consent management dashboard allows you to create and manage versions of different types of user consent regarding user data and privacy.
While Gigya offers a full suite of solutions designed to help clients comply with applicable data privacy laws, it is the clients' responsibility to comply with its obligations under such data privacy laws. Please consult with your legal team regarding such data privacy laws prior to implementation of the Gigya suite of solutions.
About Consent Statements
Gigya offers configuring three types of consent statements:
- Terms of service: it is mandatory for users agree to these terms in order to enjoy your site or app's services,
- Other consent statements: these can be configured to mandatory or not.
Present consent statements on lite and full registration screens, as a prerequisite for receiving site services. The consent statement can be displayed in a local language, and may include the reason why personal data is being collected (Purpose), and a link to the document to which they are agreeing. User consent is captured and saved in the consent vault, including consent for mandatory terms, non-mandatory terms, and communication preferences.
In addition, privacy regulations require that you enable users to access and review the agreements that they have signed when they registered to your site, and withdraw their consent from agreements that are not a prerequisite for using your site services.
Therefore, assuming that you are using Gigya's RaaS screens, it is highly important that you add to all the following screens a separate checkbox for each of the relevant statements:
- Registration Completion
The following guide walks you through the steps of creating a new consent statement, adding it to a Gigya screen using the UI Builder, and managing consent version.
For more information on Gigya screens and screen-sets, see Screen-Sets.
The data structure of the consent statement is explained here.
Create a New Consent Statement
- Go to the Consent dashboard in your Gigya Console.
- Click the Add button to create a new statement.
Select the Type and enter an ID for the new statement.
The fixed prefix for terms of service is terms, and for privacy policies it's privacy.
Under Versioning by, select whether to use Date or Number and input the appropriate dates or version for this consent.
Once you save the new statement, you cannot change this definition.
- You can add a consent template, that includes a locale, the purpose of this statement, and a link to the document to which the user is agreeing. To do so, select Add Consent Template and enter the required details:
- Purpose: The purpose of this consent, this will be visible to the end user.
- Document URL: The URL of the PDF version of this consent statement (must be HTTPS).
- Click Add.
- Repeat for any other supported locales that you offer.
- Save the new statement.
Any Document URLs provided must be persistent and the document must be available on the defined URI for as long as required by the country of residence of the end-user. It is the client's responsibility to maintain accurate records of any Consent Templates that were agreed to by the end-user.
Add the Statement to a Screen
This section assumes you are using Gigya's screens, and are using the UI Builder to maintain them. Note that any consent statement that is set to "active" for your site, including a non-mandatory consent statement, has to be included in your registration and registration completion screens. Otherwise, users will not be able to complete their registration.
Go to the Screen-Sets page in Gigya's Console.
Open the relevant screen-set in the UI Builder (e.g. the Default-RegistrationLogin screen-set, that contains both the Registration and the Complete Registration screens).
Select the screen from the list of screens on the left.
- Under Controls, drag a checkbox into the canvas. Under Properties:
- Open the Mapped Field dropdown and scroll down to the Preferences namespace.
- Locate the relevant consent statement, and map the checkbox to the isConsentGranted field:
Still under Properties, revise the label as neccesary.
If you are using Consent Templates with the Consent, and you have configured at least one locale, you can use the following placeholder to automatically display the Purpose in the user's locale, if a template exists. To use the placeholder, in the Label field of the checkbox's Properties enter the following, where the terms.sampleConsentTerms is the name of your consent item.
Or, if you want to place a link to the consent statement, you can use the following:
- Before you save your changes, make sure the Checked by Default drop-down is set to No. Otherwise, you may risk a breach of regulatory compliance.
- Save your changes.
- Repeat the process for the Registration Completion screen and any other screens you require consent from the user.
Display Conditionally in Registration Completion Screens
As a best practice, in Registration Completion screens, you should display to users only the statements that they have not yet signed, so as to prevent confusion and misunderstandings. To do so:
- Open the Registration Completion screen in the UI Builder.
- Select the relevant checkbox, that is mapped to a consent statement.
Select the Keep visible checkbox, to prevent the field from disappearing once the user accepts the terms.
Preference Management: Privacy Screen
The Privacy screen (that is in the ProfileUpdate screen-set) displays to registered users the details of the consent statements to which they agreed. To reflect to the user the statement to which they consented and the version and date that they did so:
- Open the Privacy screen in the UI Builder.
Drag the Consent widget to the canvas from the left menu (under Widgets).
- In the Properties pane, map the widget to the relevant consent object.
Reword the label as needed.
The default Privacy screen already contains two consent widgets by default. If you are using these, you need only map them to Consent Vaultthe consent object and change the label.
- If your site includes a consent statement that is not mandatory, add a checkbox to the Privacy screen that is mapped to the isConsentGranted field, so that they can grant or withdraw their consent.
- Save changes.
You can add a set of tags that will be passed together with the consent status. These tags will be visible in the Consent Vault for the captured consent.
To add tags:
- Drag a Metadata control to the screen.
- Map the control to the tags field of the relevant consent statement.
In the Value field, add the tags as needed. For example, add an array of tags according to the following example:
- Save changes.
In the UI Builder you may also save the tags as Value format string of the Metadata control, however, you must be sure to not include any quotes around the individual tags, or your tags will be saved with the quotes as part of the tag name, i.e.,
Additionally, note that tags are not appendable, whenever you set tags to a user, the previous tag(s) are replaced with the new tag(s).
Activating a Consent Statement
Consent statements can be activated in one of two ways:
- In the Consent dashboard, using the Active toggle:
- In the UI Builder Properties, by setting the field to required on all screens:
Whichever way you choose to activate the statement, you should ensure beforehand that the consent object is properly mapped to your screens, as explained above. Otherwise, users cannot complete their registration.
Shared Consent in Site Groups
Consent configuration differs in some respects when configuring site groups.
- Consent statements are created and configured only on the parent site (including version control), and activated or de-activated for individual child sites.
The configuration of a consent statement (including the active version) is inherited by the child sites in the group, and may be overriden per individual site.
Once you change the configuration of a consent statement on a child site, inheritance from the parent is broken.
- Some sites may require that users agree to a separate set of terms and policies, or an additional set, on top of the shared consent statements. See below for configuration guidelines.
- When sites belong to the same SSO segment:
- If the terms of service and privacy policies are identical for all sites in the segment, the terms should reflect to users that they are registering to the entire brand.
- If sites in the same segment do not share or only partially share the consent statement, take care to configure a separate statement for each site that requires it (including presenting the option to accept the statement in the registration completion screen). For example, if sites A and B share the same terms of service, and site B requires additional terms, configure one statement that is active for site A, and another that is active for B only. When a user registers to site A, they will be asked to consent to the shared terms. When they navigate to site B, they will be prompted to agree to the individual "site B" terms. On the other hand, if a user registers to site B first, then navigates to site A, they will be logged in seamlessly.
To configure consent in site groups:
- In the Consent page of Gigya's Console, make sure the parent site is selected in the site selector.
- Create the consent statement, as explained above.
- If any of your child sites require a separate consent statement, create them on the parent site at this stage.
The statement should be activated on the parent if it is the "main" statement for this group, i.e. required on the parent site and/or on most of the child sites. Activate the policy after the steps outlined above have been completed.
If all the child sites require no additional consent statements, you have completed the configuration at this stage. If individual sites require separate statement activation, continue to the next steps.
Remember that activating a statement on a child site breaks its inheritance from the parent.
In the site selector, select the child site for which you wish to apply the consent statement.
- Go to the UI Builder and map the consent widget and checkbox to the relevant statement, on all the relevant screens (registration, registration completion, profile screens), as explained above.
- Activate the statement for this child site.
The following diagram illustrates the flow of version management and re-consent, from the perspective of a site admin:
Major vs. Minor Changes
The consent management tool gives you the option to update the version of the consent statement that is currently in effect, and the required date for consent renewal.
This means that when making a minor change to a statement, simply create a new version by updating the Effective as of field in the consent management dashboard. When the new version consists of major changes, that require existing users to re-consent, update both the Effective as of field (the active version number or date), and the Request consent renewal before field. This means that users who consented to a version that is earlier than the number or date specifiied under Request consent renewal before, will be required to re-consent (they will be presented a "Registration Completion" screen). Users who choose not to consent, will not be able to access the areas or features of your site that are available only to fully registered users.
Change a version in the consent management dashboard:
- Go to the Consent page of Gigya's Console.
- Click the Edit button for the relevant consent statement.
Change the date or version number that the new version will go into effect (Effective as of).
- If this is a major version change, also enter the date or version number for enforcing re-consent (Request consent renewal before ). This means, that users who consented to this agreement before this date or this version number, will be prompted to re-consent.
Update the URL in your screens, using the UI Builder:
- Go to the Screen-Sets page of Gigya's Console.
- Open the relevant screen in the UI Builder (e.g., registration).
- The active version is saved as part of the metadata of the Preferences Object. You can view the current version in the Consent page of Gigya's Console, or using the accounts.getSchema API call.
- There is no need to re-map any checkboxes or consent widgets that have already been mapped to this consent statement, as the version updates automatically.
As a result of a major version change:
- Users who have reconsented to an early version of this statement will be asked to reconsent (a Registration Completion screen will be displayed, containing the new consent version)
- When users re-consent, the action is captured and saved to the Consent Vault as a "Renewed" consent.
- New users consent to the active version, and that is saved to the Consent Vault as a "Granted" consent.
Enforcing Consent Using IdentitySync
Sync consent-based user data to third-party applications, to support the following flows:
- Ensure that only data of users who have a valid consent statement associated with their profile is passed along.
- Handle data of users who have withdrawn their consent (e.g. archive, flag for deletion) and those whose consent has expired.
Consent enforcement is supported using IdentitySync, Gigya's ETL solution. When querying Gigya's database using the datasource.read.gigya.account component, use the consent parameter to retrieve only users of a given consent status. The possible values of this parameter are:
- valid - the users have consented to a given statement, and their consent is valid.
- expired - the users have consented to a given statement, but that consent is no longer valid, due to a version change to which they have not re-consented.
- notGranted - the users have either never consented to a given statement, or have withdrawn their consent.
Use as folliows:
- To retrieve users with a valid consent, set up a job that queries Gigya's database, with the consent status parameter set to valid.
- To retrieve users whose consent has expired (for example, to trigger a re-consent flow in downstream applications), set up a job that queries Gigya's database, with the consent status parameter set to expired.
- To retrieve users who have never given consent, or who have withdrawn their consent, set up a job that queries Gigya's database, with the consent status parameter set to notGranted.