#Collection Notice Management

#Overview

Collection notice copy is managed from the Settings compliance-copy section at /settings?section=compliance-copy. The portal does not provide a separate customer-facing Compliance > Collection Notice page.

The Compliance Copy panel lets Client Admins update the customer-safe collection notice title and body for one in-scope project at a time. The same panel also shows the selected approved consent template, preview text, provenance, and runtime publish status. Client Managers can review a summary, but cannot save changes. Client Staff cannot access this setting. The Client Admin settings navigation hides the Compliance Copy entry, but the direct settings link still opens the section when the role and project scope are authorised.

#Prerequisites

• You are signed in as a Client Admin to edit, or as a Client Manager to review a summary.
• Your session includes at least one in-scope project.
• Open /settings?section=compliance-copy in the portal. As a Client Admin the entry is hidden from the visible Project Settings navigation, so use the direct link; the page shows a Viewing: Consent message caption above the section list so you can confirm where you are. Client Managers see a Compliance Copy entry under Compliance and privacy in their Settings navigation.

#Access and Scope

The browser uses your portal session; you do not need to enter or send an API key. Project access is resolved server-side from your authenticated session. The browser sees only browser-safe project references, and the portal server resolves those references before calling aidial_api.

Navigation visibility is not the security boundary. The settings route re-checks your role and project scope on every request, so opening the direct link cannot widen access: only Client Admins can save, and roles without access receive a not-found response.

#Viewing Collection Notices

1. Open /settings?section=compliance-copy, or open Settings > Compliance and privacy > Compliance Copy if the entry is visible for your role.
2. Confirm which project you are looking at. Client Admins always work on one pinned project: the portal adds it to the address automatically, using the project already in the link, then your most recently selected project, then your first authorised project. The panel itself has no project picker for this role — use the project switcher in the sidebar to change project. Summary-only roles choose a project from the picker inside the panel.
3. Review the project name, timezone, provenance, last changed time, runtime publish status, and published runtime observation time. An Editable or Summary only badge beside the panel heading shows which mode you are in.
4. Review the live preview for the collection notice and consent notice.

Screenshot reference: Compliance Copy panel with project selector and status summary

If no projects are in scope, the panel displays a no-projects message. For summary-only roles with more than one project in scope, the panel asks you to choose a project before showing copy details.

Screenshot reference: Compliance Copy live preview

#Updating Collection Notice Copy

1. Open /settings?section=compliance-copy and confirm the project, choosing one if prompted.
2. Edit Collection notice title. Keep it to one customer-facing line with 1 to 120 characters.
3. Edit Collection notice body. Use plain text only; line breaks are supported up to 1,000 characters.
4. Keep the currently selected approved consent template revision, or choose another approved template if your consent notice also needs to change. The exact revision you choose is pinned when you save.
5. Optionally update Optional custom consent text. This plain-text field supports up to 300 characters and is appended after the selected template.
6. Review the live preview.
7. Select Save compliance copy.

Screenshot reference: Compliance Copy edit form with preview panel

Saving stores the project-scoped working copy. The Runtime publish status shows whether the saved working copy matches the published runtime or is still pending publish. Do not assume a saved change is active for callers until the panel shows the appropriate published runtime state.

#Runtime State and History

The customer-facing panel does not expose a separate notice-version list, HTML editor, externally hosted notice URL, or Set as Active action. Its only controls are Save compliance copy, Reset changes, and Reload latest. Versioning is managed through the saved project compliance-copy state, and moving the saved copy into the published runtime uses the partner-managed publish workflow.

Below the editor the panel shows the primary projection and the published runtime projection side by side, followed by the saved working projection. When no draft has been saved for the project yet, the panel says so instead of showing a saved working projection.

The panel may show:

• Published runtime matches — the saved working copy matches the published runtime.
• Pending publish — the saved working copy differs from the runtime copy and still needs the partner-managed publish workflow.
• Not publish-ready — the current runtime state or template revision needs attention before it can be published safely.

When the status is anything other than a match, a short reason line explains why — for example that the saved working copy differs from the published runtime, that the pinned template revision is no longer approved, or that the runtime comparison is temporarily unavailable.

Screenshot reference: Compliance Copy runtime status summary

#Empty and Summary States

• No in-scope projects available — your current session does not include an active project that can show compliance copy.
• Choose a project to continue — more than one project is in scope; select one before reviewing copy details. This applies to summary-only roles; Client Admins always have one project pinned automatically.
• Compliance copy is not provisioned for this project — the project is assigned to your account, but customer-safe privacy and consent copy is not connected yet. Contact support or choose another in-scope project.
• Summary only — your role can view customer-safe rendered summaries, but cannot edit.
• Managed elsewhere — the current published runtime cannot be edited safely from the portal panel; contact your delivery partner for changes.
• Runtime not verified for editing — the published runtime could not be checked safely, so the panel stays read-only. Reload after the runtime source is corrected.

#Common Issues

• I cannot see Compliance Copy in Settings. Client Staff do not have access. Client Managers see summary-only information under Compliance and privacy in their Settings navigation. For Client Admins the entry is hidden from the visible Project Settings navigation by design; edit through the direct /settings?section=compliance-copy link when the selected project is editable from the portal.
• The save button is disabled. There may be no changes, a save may already be in progress, or the server may have rejected a stale draft and asked you to reload the latest state.
• Saving is temporarily rate-limited. The portal allows up to six saves per project in a five-minute window. The message tells you how many seconds to wait before trying again.
• The panel says the change is pending publish. The saved working copy is stored, but the published runtime has not caught up yet. Use the runtime status on the panel before treating the change as active for callers.
• The panel says the copy is managed elsewhere. The runtime state requires the partner-managed workflow. Contact your delivery partner.
• My title or body is rejected. Use plain text. The title must be a single line with 1 to 120 characters. The body must contain 1 to 1,000 characters.

#Related Pages

• PII Unlock Requests
• Consent Notice
• Data Governance