Display a privacy policy for a specific project

Your Use Case 🤔

Let's say you work for a motor industry pioneer known for brand-new popular models as well as eco-friendly innovations. Your company is currently developing a new engine for a top-of-the-line car. You have a Jira project specifically for development, with sensitive information about the engine's design that only certain team members should be able to access. And before accessing the project, team members must agree to not share the sensitive information and to delete attachments after viewing them.

This ensures that your team is working in accordance with your company's data privacy policies and helps protect against unauthorized access to sensitive information. Imagine if design information leaked before the engine was released! A nightmare.

Solution 💡

With our Announcer module in the Data Protection and Security Toolkit for Jira, you can easily create an announcement that requires consent before displaying any content related to the engine's design. Plus, you can customize the announcement to target only the specific project and team members who need access to this information, without having to worry about accidentally sharing it with others in the company.

How to display a privacy policy for a specific project

Step 1: View Announcer Dashboard

From your Jira Dashboard, navigate to the Manage Apps tab and to the Data Protection and Security Toolkit section. Find the Announcer button, click on it, and you will see the Announcer dashboard. It is the main page where administrators can view and manage all announcements.

Open

Step 2: Create the announcement

You can create an announcement from scratch yourself or, whichever is more appropriate in your case, you can simply use our Privacy Policy template. Click on Templates > Privacy Policy > Use template.

Open

Step 3: Configure the announcement

Now, you’ll see the configuration page of your Jira announcement, including the preview of it.

This page consists of 4 configuration options: General, Styling, Scope and Review, which we will now modify one by one.

Step 3.1: Change general information

Pick a clear name for your template and a description. Here, for example, we can use: “Privacy policy for top secret engine development”.

In the dialog box, you now have all the options to add your exact privacy policy to your development project. Tell your Jira users of the development project that the information must not be shared under any circumstances. Not even within the company.

Inside the dialog body you can change the font size, format, add emojis or even images, change the background and much more. You can also add links, for example, to more information about privacy policies. Clicking preview will show you how the announcement will finally look like.

You can also choose whether you want to perform your customizations in the text editor or directly in HTML.

By clicking on Next, you will be navigated to the Styling options.

Step 3.2: Change styling

In the styling configurations of your Jira announcement for your development project, you can decide where the announcement should be placed and how large.

In our case, because we want to prevent anyone from accessing the Jira project without confirming the privacy policy, we choose any place you like except "Block login form" or "Pin to footer and blog login form". With these two options, you can display the Jira announcement even to users that aren’t already logged in. We don’t need that here.

You can add up to two buttons and change the texts for Accept and Decline to your liking.

By clicking on Next, you will be navigated to the Scope options.

Step 3.3: Change the scope of your announcement

Now, you can define the scope of your Jira announcement and define in which projects the announcement should be displayed to which user groups.

1. Add your project’s name

2. Can view > Logged-in users

3. Select the user group

   1. Here, you could say that, in this project, users from groups jira-software-users and jira-administrators will be able to view the announcement

4. Select the display framing time > always

By clicking on Next, you will be navigated to the Review.

Step 3.4: Review

In the last step of your Jira announcement configuration, you can review your work and have also the preview next to the configuration. If you set the status of the announcement to Enabled, it will be activated right after you hit Save. If you click Disabled, you need to enable it later.

Click on Save and you’re done!

Preview the announcement

Now, your announcement will be displayed like this in your desired Jira project:

In the statistics, you can view how many Jira users have viewed and accepted or declined your announcement.

You can also check templates before publishing by clicking the Preview or Preview in new window at the bottom of the Wizard, to see exactly how your announcements will be displayed.