The contract documents that govern your use of Kelomo and your organisation’s acceptances are on one page: Settings → Administration and security → Legal & privacy. Only administrators see the page.
Documents
The Documents list contains every document in force:
- Terms of Service
- Data Processing Agreement (DPA) – the agreement under which Kelomo processes personal data on your organisation’s behalf.
- Privacy Policy
- Sub-processor list – the service providers Kelomo uses to process personal data.
- Technical and Organisational Measures (TOMs) – how the data is protected.
- Service Level Agreement (SLA)
- Cookie Policy
The Terms of Service, the Data Processing Agreement and the Privacy Policy are accepted on behalf of the organisation. The other documents are for information and are not accepted separately.
Each document’s name is a link that opens its full text in Kelomo. The text is shown in your interface language. If a document has not been translated into the language you chose, another language version is shown and a note above the text says so.
Acceptance status
On the row of a document that requires acceptance you see when your organisation accepted it, which version it accepted and who accepted it (the email address of the person who accepted). The rows of the other documents show the date of the version in force.
Your organisation first accepts the terms when it registers with Kelomo. The person who registers gives the acceptance.
When a new version is published
When a new version of the Terms of Service, the Data Processing Agreement or the Privacy Policy is published, your organisation must accept it again:
- The next time an administrator opens Kelomo, the Updated terms window appears. It lists the updated documents as links that open in a new tab.
- The window cannot be skipped: the administrator continues using Kelomo by pressing Accept current versions.
- Other users’ work is not interrupted. The window is shown to administrators only, and one administrator’s acceptance covers the whole organisation.
- On the Legal & privacy page the updated document’s row says “New version – acceptance required”, and the Accept current versions button appears at the top of the page.
The button accepts the current versions of all three documents that require acceptance at once. New versions of the sub-processor list, the TOMs, the Service Level Agreement and the Cookie Policy are published without acceptance; they appear on the page with a new date.
Acceptances are recorded
Every acceptance records who accepted, when, the document version and a checksum of exactly the text that was accepted. Earlier acceptances are not deleted or changed when a new version is accepted. The page shows the latest acceptance of each document.
An administrator’s acceptance also appears in the audit log as the event Terms accepted.