Meet regulatory and audit requirements that demand formal evidence that collaborators have acknowledged and accepted the organization's security policies.
Maintain an immutable record of all acceptances, including version, UTC timestamp, and IP address per collaborator.
Ensure that when a policy is updated, all collaborators must accept the new version.
Allow administrators to export the acceptance history to present during audits.
For administrators:
Navigation: Settings → Policies
Under Policy Document, click Replace (or upload the first PDF if no policy exists yet).
Select a PDF file from your device. Only PDF files are accepted.
Once uploaded, the platform displays the file name, upload date, and version number (e.g., v3).
A confirmation message appears: "Policy updated to vX. All collaborators will need to accept the new version."
Under Acceptance log, view the full acceptance history including: user, email, IP address, UTC timestamp, and accepted version.
Click Export to download the history as a CSV file.
Uploading a new version requires all collaborators to accept again, even if they already accepted the previous version.
For collaborators:
Navigation: Academy → My Learning
If there is a policy pending acceptance, a banner appears at the top of Academy.
First time: "Your organization has a policy that requires your acceptance."
Updated version: "Your organization's policy has been updated. A new version requires your acceptance."
Click Review to open the acceptance modal.
In the Policy acceptance modal, read the PDF document rendered inline.
Select "I have read and understood this policy in its entirety."
The I accept button becomes enabled. Click to confirm.
The modal closes and the banner disappears.
Optionally, click Download PDF to save a copy of the document.
The acceptance is automatically recorded with name, UTC timestamp, and IP address. No additional steps are required.
If the organization has no policy uploaded, the collaborator will not see any banner or message.
What happens if the admin uploads a new version of the policy?
All collaborators will need to accept it again, even if they already accepted the previous version. The banner will reappear in their portal.
Does the acceptance history change when a new version is published?
No. The acceptance log is immutable. Each row preserves the exact version each collaborator accepted at the time.
Are dates and times shown in local time or UTC?
Always in UTC, both in the platform and in the exported CSV.
Can I have more than one active policy at the same time?
No. Only one active policy per organization is allowed. To update it, replace the existing PDF.
What happens if the collaborator closes the modal without accepting?
The banner will continue to appear the next time they access Academy until the acceptance is completed.
Have feedback or want to request improvements? Let us know at roadmap.whalemate.com/roadmap
