Legal Notices - Scenarios

Page content:

Next steps
Scope
Scenarios

Next steps:

Decide on the content of the Privacy Notice and cookie policy. Include all cookies in use on TIS in the content of the Privacy & Cookie Policy.
To be discussed with Steven Pettengell (Unlicensed): Some level of design work may be required with regards to where and how it needs to be displayed with options to accept/decline for users who are logging in first time. We need to consider mobile design for trainees as well as desktop design for non-trainees.
Raise tickets and walk through with dev.

Scope:

Trainee Accept/Decline Privacy Notice when logging in for the first time.
Non-logged in trainee Accept/Decline Cookie Policy first visit to TIS site
Logged in trainee view Privacy Notice via a hyperlink
Non-logged in non-trainee Accept/Decline Privacy Notice first time
Non-logged in non-trainee Accept/Decline Cookie Policy first visit to TIS site
Logged in non-trainee view Privacy Notice via a hyperlink

Privacy & Cookie Policy Content:

DRAFT - Please note that Chris Brady (Data Protection Lead) is currently working on a revised version of the Privacy Notice & Cookie Policy content for the HEE domain and will supply the signed off version when ready. However, for TIS we need an adapted version of this to be explicit, especially with regards to the specific cookies in use.

Privacy Policy content:

https://www.hee.nhs.uk/about-us/contact-us/privacy-cookies

Cookie Policy content to be extended to have the following:

TIS uses Google Analytics, the following cookies are used out of the box:

https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

In addition to the above cookies we also need to include the Keycloak session and application cookies used. (To speak to Graham O'Regan (Unlicensed) / Alex Dobre (Unlicensed) as to what they are and update the below table to incorporate into the content.)

Summary of Cookies used on TIS:

Cookie name	Duration	Description	Purpose
_ _utma	2 years from set/update	Used to distinguish users and sessions. The cookie is created when the javascript library executes and no existing _ _utma cookies exists. The cookie is updated every time data is sent to Google Analytics.	Tracks how many times (if any) you have visited the Trainee Information System (TIS) website.
_ _utmt	10 minutes	Used to throttle request rate.
_ _utmb	30 minutes after your visit, or after 30 minutes of inactivity	Used to determine new sessions/visits. The cookie is created when the javascript library executes and no existing _ _utmb cookies exists. The cookie is updated every time data is sent to Google Analytics.	Tracks how long you have spent on the website.
_ _utmc	End of browser session	Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the `_ _utmb` cookie to determine whether the user was in a new session/visit.	Tracks how long you have spent on the website.
_ _utmd	6 months after it was last set		Gives us information on how the site was reached (e.g. directly or a link, organic search or paid search)
_ _utmz	6 months after it was last set	Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics.	Identifies where you've come from e.g. from a search engine or from another website
_ _utmv	2 years from set/update	Used to store visitor-level custom variable data. This cookie is created when a developer uses the`_setCustomVar` method with a visitor level custom variable. This cookie was also used for the deprecated `_setVar` method. The cookie is updated every time data is sent to Google Analytics.
Content experiments - cookie usage
_ _utmx	18 months	used to determine a user's inclusion in an experiement
_ _utmxx	18 months	Used to determine the expiry of experiements a user has been included in
Optimize 360 - cookie usage
_gaexp	Depends on the length of the experiment but typically 90 days.	Used to determine a user's inclusion in an experiment and the expiry of experiments a user has been included in.
Keycloak and application cookies <<Requires dev input>>

Scenarios:

Process Name	PN1 - Trainees Accept/Decline Privacy Notice when logging in for the first time.	Comments
Description	Users should be able to Accept/Decline Privacy Policy and Cookie Policy when logging in for the first time either on a mobile or desktop.	Mobile design consideration to be discussed with Steve.
Actors	Trainee
Pre-Conditions	User is not logged in
Post-Conditions	System presents Privacy Notice & Cookie Policy with options to and accept/decline
Process Steps	User navigates to TIS landing page (.../Admin/) User enters credentials and click on Login User presented with Privacy Notice User reads and Accept/Decline If user Accepts, they are successfully authenticated into TIS If user Declines, they are not authenticated into TIS and present relevant message with relevant support contact details
Alternative Process	N/A
Rules	Rule: User should not be authenticated to TIS if they do not accept the Privacy Notice Error: Acceptance of the Privacy Notice is mandatory in order to access TIS functionality.
JIRA Reference	TISDEV-2969 - Getting issue details... STATUS
Audit Log	Who accepted/declined the Privacy Notice and when Present audit log to all admins with view permissions

Process Name	PN2 - Non-trainees Accept/Decline Privacy Notice and Cookie Policy when logging in for the first time.	Comments
Description	Users should be able to Accept/Decline Privacy Policy and Cookie Policy when logging in for the first time
Actors	Trainers, Educational Supervisors, Clinical Supervisors, TPD's
Pre-Conditions	User is not logged in
Post-Conditions	System presents Privacy Notice & Cookie Policy with options to and accept/decline
Process Steps	User navigates to TIS landing page (.../Admin/) User enters credentials and click on Login User presented with Privacy Notice User reads and Accept/Decline If user Accepts, they are successfully authenticated into TIS If user Declines, they are not authenticated into TIS and present relevant message with relevant support contact details
Alternative Process	N/A
Rules	Rule: User should not be authenticated to TIS if they do not accept the Privacy Notice Error: Acceptance of the Privacy Notice is mandatory in order to access TIS functionality.
JIRA Reference	TISDEV-2969 - Getting issue details... STATUS
Audit Log	Who accepted/declined the Privacy Notice and when Present audit log to all admins with view permissions

Process Name	PN3 - Users should be able to access and read the Privacy and Cookie Policy via a hyperlink all the times	Comments
Description	Users should be able to access and read the Privacy & Cookie Policy all the times	Note: This could be via a hyperlink on the header/footer of TIS site visible all the times. This link should not provide the options to accept/decline but just the content.
Actors	All users
Pre-Conditions	User is logged in or not logged in
Post-Conditions	Privacy and Cookie Policy can be can be accessed and read
Process Steps	User sees the Privacy and Policy link on TIS User clicks on the link and reads the content User can close the Privacy Notice (if in the form of a modal pop-up for e.g). and return back towhere they were on TIS.
Alternative Process	N/A
Rules	Rule: The Privacy Notice & Cookie Policy should not require authenticated for a user to be able to access and read it.
JIRA Reference	TISDEV-2969 - Getting issue details... STATUS
Audit Log	N/A