2088071 - Data Privacy Consent Statement Settings in SuccessFactors Platform

• This document reviews the login Data Privacy Consent Statement Settings.
• This document refers to the Login DPCS, for RCM DPCS please refer to the KBA 2341240
  

SAP SuccessFactors HXM Suite

About the Data Privacy Consent Statement

The Data Privacy Consent Statement page lets you display a message at login that explains important information employees need to know, such as how personal data is gathered and used. After you enable and create the statement, the Data Privacy Consent Statement page will open the next time existing employees try to log in to the system and the first time new employees try to login. To proceed with log in, employees will have to accept the terms of your message. If the employee declines, they won't be able to access the system. You can use a different Data Privacy Consent Statement for each country to tailor the message to comply with different country requirements. Alternately, you can use one Data Privacy Consent Statement for all countries and display that statement in different languages, for example, provide the Canadian statement in both English and French.

• Customers should contact SAP Cloud Support or a Partner to have this feature enabled in Provisioning.
  Navigate to Provisioning  > Company Settings and ensure the Data Privacy Consent Statement 2.0 option is enabled.
• RBP permission: Manage System Properties -> Data Privacy Consent Statement Settings

How do you Report on Acceptance?

A report can be obtained if you go to:

1. Admin Center > Data Privacy Statement;
2. Select a data privacy statement of your choosing > View History;
3. Select the specific version > View Log;
4. Select View whose treatment of this statement is "ACCEPTANCE" > Search;
5. Click "Download Detailed Report".

NOTES:

• This report is based on the version of the data privacy statement. So, the results can vary according to the version of the statement that each user accepted/denied;
• The above report can only be obtained if DPCS 2.0 is enabled;
• After 2105 release, when an user becomes inactive, DPCS statements created by the user will not be displayed in the View History page. The user will be shown as "Deleted User".

How do you specify which Data Privacy Consent Statement employees see?

You can assign one Data Privacy Consent Statement to any number of countries and provide each statement in several languages. Employees in countries with assigned statements will see the statement assigned to their country. In addition, you can specify one statement as the default. In this case, employees in countries without an assigned statement will see the default one. If you don't specify a default statement, employees in countries without an assigned statement will not see a statement.

You must select a default language for each statement even if the statement is available in only one language. If you provide the statement in several languages:

• Employees who are using one of the available languages will see the statement in the appropriate language;
• Employees who aren't using one of the available languages will see the statement in the default language.

NOTE: If the statement is available in only one language, the default language is used regardless of which language the employee is using.

When do employees see the Data Privacy Consent Statement?

After turning this feature on, the Data Privacy Consent Statement will open the next time existing employees try to log in to the system and the first time new employees try to login. Employees will have to accept the terms of the statement to be able to log in to SuccessFactors. If the employee accepts, they access the system as usual. If the employee declines, they won't be able to access the system. In this case, they will either be redirected to a page that you specify or, if you didn't specify a page, return to the main login page. Employees have to agree to the terms only once. When you change the content, or add another country to a statement, after you save & publish the employees will see this new statement and must accept it again the next time they log into the system.

Creating a Data Privacy Consent Statement

You can use the same Data Privacy Consent Statement for multiple countries, or create a separate one for each country. In addition, you can provide the content for each Data Privacy Consent Statement in more than one language, for example, the Canadian statement can be available in both English and French.

Note: It is not possible to create more than one Consent Statement to the same country.

Before you begin...

Before creating your statement, you need to decide which statement should be shown to employees in different countries. For example:

• Show one statement in all countries: In this case, all you need to do is create one statement and set it as default;
• Show different statements in different countries: In this case, you need to create a statement for each country and specify the countries for each statement. If you want to show a statement in countries without their own statement, you can set one statement as default.

You must select a default language for each statement even if the statement is available in only one language. If you provide the statement in several languages:

• Employees who are using one of the available languages will see the statement in the appropriate language;
• Employees who aren't using one of the available languages will see the statement in the default language.

If the statement is available in only one language, the default language is used regardless of which language the employee is using.

To create a Data Privacy Consent Statement:

• Set up the statement:

1. Go to Admin Center > Company Settings > Data Privacy Consent Statement;
   The Manage Data Privacy Consent Statements page opens.
2. Click Create New Statement;
   The Create New Data Privacy Consent Statement page opens.
3. In the Name field, type a description for the statement;
   Tip: This description is only for your information, it will appear only on the Manage Data Privacy Consent Statements page (employees won't see it).
   You can specify the title that employees will see when you create the content for the statement.
4. In the Assigned Countries list, select the countries for which this statement applies;
   Tip: To select several countries at once, hold down the CTRL key on your keyboard while selecting each one.
5. (Optional) To specify which page opens if a user declines the Data Privacy Consent Statement, in the Redirection URL when declining field, type the full URL of the page;
   Tip: If you don't specify a page, employees return to the login page.
   Validation: If you provide an URL, it needs to start with 'http://' or 'https://'. The system will validate the URL and if you don't meet the requirement, it will not be saved.
6. Click Save As Draft.

• Create the content (perform these steps to create the content for each language):

1. Click Statement Message dropdown (left menu);
2. (Optional) If your statement is not in US English, select the language from the Add Language dropdown menu;
3. In the Title field, type the title for the statement. For example, Data Privacy Consent for Germany;
   Tip: This is the title that employees will see at the top of the Data Privacy Consent Statement page.
4. In the Statement Message field, type the content of the statement;
   Tip: If you have the text of the statement ready, you can paste it into the text area. To do this, select and copy the text in your document, then click in the text area and press and hold CTRL+Von your keyboard.
5. ClickSave As Draft and then Save & Publish;

Your content is saved and the Edit Data Privacy Consent Statement page opens.

• Enable the statement:

The statement is now enabled and the Data Privacy Consent Statement is created. It will appear on the Manage Data Privacy Consent Statements page.

NOTE:  If the Save & Publish button is greyed out please make you have entered the Data Privacy Consent Statement name in 'General Settings' tab.

Deleting a Data Privacy Consent Statement

When you delete a Data Privacy Consent Statement, employees in countries for which the deleted statement applied will see the default statement (if one is set) instead of the deleted one. If a default statement isn't set, employees in countries without an assigned statement will not see a statement.

Note: You can't delete the default Data Privacy Consent Statement. To delete the default statement, you need to first clear its default status.

To delete a Data Privacy Consent statement:

1. Admin Center > Company Settings > Data Privacy Consent Statement;
   The Manage Data Privacy Consent Statements page opens.
2. Find the statement in the DPCS Statement list;
3. Click the trash icon next to the statement;
   A confirmation message opens.
4. Click OK.

Modifying a Data Privacy Consent Statement

You can modify the content of a Data Privacy Consent Statement, add content in additional languages, and add and remove countries for which the statement applies.

To modify a Data Privacy Consent Statement:

1. Admin Center > Company Settings > Data Privacy Consent Statement;
   The Manage Data Privacy Consent Statements page opens.
2. Click the name of the statement you want to modify;
   The Edit Data Privacy Consent Statement page opens.
3. Make the necessary changes;
4. Save the content:

• To save your changes without requiring all employees to accept the updated statement, click Save As Draft; (Note: You are not publishing the statement by saving as a darft so no users will be prompted to accept it, including the existing users and the new users that will join after you saved it. If you make a change to an existing statement or add a new country to it, all users who previously accepted the existing statement will also have to accept the updated statement as it is a new version. This Save As Draft is not a way round this, you are not publishing the edited statement, you are just saving the changes you made.)
  
• To save your changes and require all employees to review the updated statement, click Save & Publish

To ensure that the updated statement appears when employees log in, check the following:

• The Current Status is Enabled;
• A default language is selected.

Data Privacy Consent Statement Tips and Troubleshooting

Understanding the following terms will help you work with the Data Privacy Consent Statement:

• Assigned countries: These are the specific countries to which the statement applies.
• Default statement: This is the statement that is shown in countries which don't have their own statement assigned. Setting a default statement is optional; however, bear in mind that if you don't set one, a statement will not be shown in countries without an assigned statement.
• Languages: You can provide each statement in several languages. The statement will be shown in the correct language to employees who use one of the available languages.
• Default language: If the statement is available in several languages, the default language will be used for employees who aren't using one of the available languages. If the statement is available in only one language, the default language is used regardless of which language the employee is using. You must select a default language even if the statement is available in only one language.

To ensure that your Data Privacy Consent Statement is shown correctly, keep in mind the following:

• After you turn on the Data Privacy Consent feature, the Data Privacy Consent Statement will open the next time existing employees try to log in to the system and the first time new employees try to login.
• Employees must accept or decline the terms of the Data Privacy Consent Statement. If the employee accepts, they access the system as usual. If the employee declines, they won't be able to access the system. In this case, they’ll either be redirected to a page that you specify or, if you don't specify a page, return to the main login page.
• Employees have to agree to the terms only once. When you change the content, or add another country, you have the option to force all users to review the Data Privacy Consent Statement again at their next login.
• You can use the same Data Privacy Consent Statement for multiple countries, or you can create a separate one for each country.
  In addition, you can use several languages for each country's statement. For example, the Canadian statement can be available in both English and French.
• The default Data Privacy Consent Statement is shown to employees in countries without an assigned statement.
  If you don't select a default statement, employees in countries without an assigned statement will not see one.

Use the table below to resolve some common Data Privacy Consent Statement problems:

 Setting Up and Using Data Protection and Privacy

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