Just a heads up, Speakap doesn't provide standard legal documents like a Privacy Statement or Terms and Conditions for individual networks. This is because a one-size-fits-all version wouldn't be able to address all the local laws that might be relevant to your situation.
To help you stay compliant with these local laws, we give you the option to create and publish your own legal documents in the Legal settings section of the Network settings. You can find more details about how this works in this article.
Legal settings
The Legal settings within the Network settings let you to set up to three different legal documents for your network. You can find an overview of these documents, and what their behaviour is in the overview below.
The Terms and Conditions, which you might also see called Terms of Use or Terms of Service, is an important document that outlines your rights and responsibilities as a user, how to properly use the platform, and what you're accountable for while using it.
This document should be easy to access when you activate your account, and you'll need to accept it as part of the registration process. If there are any changes to this document, existing users should also take a moment to review and accept those updates.
If you'd like to learn more about the Terms and Conditions, feel free to check out this Wikipedia page.
The Privacy Statement, often called the Privacy Policy, is a legal document that explains how a party collects, uses, shares, and manages customer or client data.
This document should be easy to access when setting up an account, and users need to agree to it during the registration process. It's not necessary to notify users about changes, and they don't have to accept those changes.
If you'd like to learn more about the Privacy Statement, feel free to check out this Wikipedia page.
In some places, such as Germany, websites and apps need to include an Imprint or Impressum that everyone can access. This document provides details about the company and its legal entity. You can find it in the Legal section of the Speakap interface, but there isn't a way to ask users to review or accept this document.
If you'd like to learn more about the Impressum, feel free to check out this Wikipedia page.
Choosing the right document for your needs is really up to you, but we have some suggestions for when to use each one.
- Consider using the Terms and Conditions when:
- Users need to accept the document's contents...
- ...when they activate their account
- ...if there are changes to the document
- You need to disclose this information with active users
- Users need to accept the document's contents...
- Think about the Privacy Statement when:
- You need to inform users about the rules that apply to the network...
- ...during account activation
- ...if there are changes to those rules
- You need to disclose this information with active users
- You need to inform users about the rules that apply to the network...
- Use the Legal Notice when:
- You need to disclose this information with active users
You can also refer to the table below to help you decide which document best suits your needs:
Creating your content
Once you've figured out which document to use for your needs, you can start adding content with our Rich Text Editor. This is a simplified version of the same Rich Text Editor you use when creating a news item, and it lets you include the following elements in your document:
- Preset text styles like headers and normal text
- Bold, italic, and underlined text
- Ordered and unordered lists
- Hyperlinks
Naming Your Document
If you'd like, you can give your document a custom name, which will be displayed whenever we present the document to the end user. If you choose not to add a custom name, we'll show the default names for each document instead.
Note: On admin screens, we only display the default names, not the custom ones.
Extra options
You have the option to enable a feature for both the Terms and Conditions and Privacy Statement that will notify current users on your platform about any updates to these documents. Depending on the document you select, users may need to review and accept the changes or just take a look at the document.
Saving and Enabling
After you finish editing your document, you can choose to save it and make it available for the entire network. If you only save it, the document won’t be visible to new users during registration and won’t prompt existing users. It will only be shown once you enable it.
Disabling Individual Documents
If you ever need to disable one of the documents in your network, you can do so by going to the Settings tab in the Legal section. This allows you to enable or disable documents individually.
Please note: When a document is disabled, users may have registered without reviewing and accepting your Terms and Conditions. This could have legal implications that Speakap cannot be responsible for.