Summary: Labor and data privacy regulations vary across regions, so Speakap does not provide generic, one-size-fits-all compliance agreements. Instead, Network Administrators can create, customize, and maintain up to three types of localized legal documents directly in the platform: Terms and Conditions, a Privacy Statement, and a Legal Notice.
1. The three legal document types
The platform provides slots for up to three separate legal documents. They behave differently around user registration and platform notifications:
| Document type | Required at registration? | Re-acceptance required on update? | Primary purpose and use case |
| Terms and Conditions (Terms of Service / Use) | Yes | Yes | Outlines active user rights, responsibilities, platform safety rules, and operational accountabilities. |
| Privacy Statement (Privacy Policy) | Yes | No | Formally documents how your organization collects, processes, stores, shares, and protects employee data. |
| Legal Notice (Imprint / Impressum) | No | No | Displays corporate registry files, VAT data, and entity details (legally mandated for digital tools in countries like Germany, Austria, and Switzerland). |
2. Creating and customizing your content
When your legal or compliance team has finalized the text, you can build the documents directly inside the platform:
- Click your avatar in the top right corner of the desktop interface, then the gear wheel (Settings).
- Go to Network settings > Legal settings.
- Use the built-in Rich Text Editor to draft or paste your legal text. The editor lets you format your text with:
- Headers and normal paragraphs
- Text styling (bold, italics, and underline)
- Lists (numbered or bulleted)
- External web hyperlinks
Naming your documents
You can overwrite the default technical titles with your own display names (for example, changing "Terms and Conditions" to "Our Community Code of Conduct").
- End-user view: Employees see your custom title during registration prompts and inside their settings panel.
- Administrator view: The admin configuration screens keep showing the default system titles, so settings stay easy to track.
3. Publishing and managing updates
Saving vs. enabling
These are two different things, and the distinction matters:
- Saving a draft: Clicking Save stores your edits without pushing them live. New users registering or existing users browsing the Feed will not see the updated document.
- Enabling a document: The document only goes live and prompts users once you explicitly switch it to Enabled.
Issuing updates to active users
When you update an active Terms and Conditions or Privacy Statement, you can toggle an optional notification flag. This alert prompts active users to view the modified text. Depending on the document type, the system either requires a click to accept the terms or displays a notice for informational review.
Disabling individual documents
If you need to remove a document from your onboarding flow, go to the Settings tab in the Legal section to disable documents individually.
Compliance warning: If a document is disabled, new users can complete registration without reviewing or accepting your organization's policies. Disabling these documents can lead to compliance gaps or legal risks. Speakap cannot accept responsibility for missing regulatory coverage resulting from disabled settings.
Still stuck?
Email us at support@speakap.com with your network name and the document you are working on, and we'll help you out.