Inform Users about Cookies

Your Use Case 🤔

As the head of a company, it can sometimes be surprising what you have to pay attention to: Data protection and cookie policies are also part of it. Let's assume a new employee has just been hired. And when they open a Jira project for the first time, they have to be made aware that their personal data will be stored. According to the GDPR, the user must have the option to object to this data collection.

Solution 💡

With our Announcer module in the Data Protection and Security Toolkit for Jira, you can easily create an announcement for a Cookie policy that explains the purpose, reason, and duration of the data storage and asks for consent. This may or may not be granted. Plus, you can customize the Cookie policy to target only a specific project or user group.

We will start our how-to-guide with directly in the Announcer module. For information on configuring the app, please refer to our Admin Guide.

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.

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 > Cookie Policy > Use template.

Please note! The template is intended as an inspiration and is not designed to fully comply with any data protection law or specific requirements.

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: “Cookie policy for new Jira users”. The template name is the internal name that will only be displayed for admins. The Dialog title will be displayed to the user group you define.

In the dialog box, you now have all the options to customize your cookie policy with your information.

You can change the font size, format, add emojis or even images, change the background and much more. And you can also add links, for example, to the page: “Do Not Sell My Personal Information”, which is required under CCPA. Clicking preview will show you how the announcement will finally look like.

Gif

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 show a notification to every user of our Jira instance and to all user groups in the Footer, you should choose either choose “Footer banner at the bottom” or “Pin to footer banner at the bottom”. You can add up to two buttons and change the texts for Accept and Decline to your liking.

If you select one button in the button count, it means it is required. If you pick 2 buttons, it means it is optional, what is what we require here.

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.

Skip Select projects since you want to display it everywhere in Jira
Can view > Logged-in users
Skip Select groups since you want to display it to all groups
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!

Analyze the announcement

Now, your Cookie banner will be displayed like this in the footer of your Jira instance.

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