Organisation Settings is a powerful module allowing administrators to set policies for specific locations or across multiple of them. This article will guide you through the privacy policy helping you to manage a specified location.
Setting the privacy policies for a location
1. Head to the Organisation Settings tab.
2. Click on the location you want to manage.
3. Once inside the location, navigate to the Policies section.
4. Head to the Privacy section.
Enable Visitor Data Anonymisation
Enabling 'visitor data anonymisation' ensures that after a specified number of days, all data associated with your visitors will be anonymised. Once this setting is enabled and the chosen timeframe is reached, visitors' information in Insight Reports (excluding Booking Occupancy) will appear as anonymous.
Note: The number cannot be 0.
Note: Disabling the policy won't reveal the data once anonymised.
Enable Desk Booking Data Anonymisation
Enabling 'desk booking data anonymisation' ensures that after a specified number of days, all data associated with users' desk bookings will be anonymised. Once the chosen timeframe is reached, users' desk booking information in Insight Reports (excluding Booking Occupancy) will appear as anonymous.
Note: The number cannot be 0.
Note: Disabling the policy won't reveal the data once anonymised.
Visibility of User Booking Information
You can select to set by:
Visibility for all users: The default setting. All users can see all space booking information.
User preference: Users' settings are set to show their booking details to everyone but they can update it to only their Loop members or no one.
Visibility for admin users means that only admins will be able to see users' booking information. Users' booking information will be hidden across RICOH Spaces for all standard users except for their own bookings. Space booking information will appear in Booking Occupancy.
Zero visibility for all users means that no one will be able to see user booking information. In this case, this will hide all users' booking information across the platform. Booking information won't appear in Booking Occupancy.
Note: When the policy is set to zero visibility, users can still view their own bookings across RICOH Spaces, including in the People List. However, their bookings will not be visible to other users.
Note: For all options, admins with the correct privileges will still be able to book on behalf of users and delete bookings (even when they cannot see who has booked the space).