Introduction

Your learning platform uses cookies, which are text strings created by a server and stored on the hard disk of your computer or on any other device (smartphone, tablet) that you use to access the Internet before being retransmitted to subsequent access to the Internet.

Cookies allow your learning platform to collect information about user navigation, such as remembering language preferences or the currency used for a purchase, then use this information for the user’s next visit to facilitate easier use of the platform.

Cookies may be stored permanently on your device and have a variable duration (called persistent cookies), or may disappear when the browser is closed and have a limited lifespan (called session cookies). Cookies may also be installed by the site you are visiting (called first-party cookies) or may be installed by other websites (called third-party cookies). Your learning platform uses first-party cookies, third-party cookies and other similar cookies.

In order to comply with the applicable regulations affecting cookies, such as the European ePrivacy directive, Docebo provides the capability to manage the platform cookies subject to consent by granting to the platform users (data subjects) the right to decide whether to give consent to statistic, non-necessary cookies.

• Necessary Cookies: these cookies help in making the platform more usable by enabling basic functions like page navigation and access to secured areas. The platform cannot work properly without these cookies, and Docebo does not allow users to disable them. These cookies are not subject to user consent.
• Statistic Cookies: these cookies help your platform to understand how users interact with it, by collecting anonymous data. These cookies are not mandatory for the proper functioning of the platform but are vital for the continuous improvement of the user experience.

This article outlines how to edit and manage your platform’s cookie policy. 

Cookie Policy Compliance

The cookie policy is always enabled and visible to all users by default. It cannot and must not be hidden from the platform’s interface or removed by custom CSS. 

If you, as the Superadmin, modify or remove the text of the cookie policy, you cannot disable the cookies themselves in your platform. It is your responsibility to make this clear for your users. 

Docebo provides your platform with a default cookie policy, but you can also integrate with OneTrust. If the Extended Enterprise app is activated in your platform, all of the domains managed by the app will be subject to the cookie policy selected for the main domain.

The Docebo Default Cookie Policy

Docebo provides your platform with a default cookie policy including the Docebo list of cookies, activated by default. 

In order to view and edit the default cookie policy, access the Admin Menu, then select the Cookie Policy item in the Settings section. In the Properties tab, make sure that the Platform Default option is selected in the Source section. 

The Content section shows the policy title, a subtitle, and its content. At any time you can modify this content according to your needs.

Move to the Preview tab to see the preview of your policy as you operate changes on it. 

Press Save Changes to update the cookie policy. Users are asked to renew their consent to the cookie policy any time you update it.

Notes on the Default Cookie Policy

• We strongly suggest you include the [cookie_table] shortcode in the Cookie Policy Content text, it’ll be replaced by the list of cookies provided by Docebo. When using the [cookie_table] shortcode, you make sure that the list of cookies provided by Docebo is always up to date. As a Superadmin, it is your responsibility to outline any additional cookies that you’re using in your platform for your users in the policy. Since you cannot edit the list of cookies provided by Docebo, if you need to list other cookies, add them in the Cookie Policy Content text.
• Docebo is providing the cookie policy text in English only. Superadmins can maintain and manage the English text and translate it in all of the languages used in the platform, as described in the Translating the Default Cookie Policy chapter of this article.
• Docebo’s default cookie policy uses the word Docebo throughout the policy. If you’re using the White Label feature or Extended Enterprise app, you will want to go into the policy editor as soon as possible and edit the text based on your business needs.
• You can format and stylize the Cookie Policy Content as desired. Please note that:
  • the text editor embedded in the platform is Froala. Refer to the Froala Knowledge Base for further information on how to use it
  • the rendering of the output of WYSIWYG editors may be slightly different from the input, depending on the CSS rules applied.

Translating the Default Cookie Policy

Docebo is providing the cookie policy text in English only. Superadmins can maintain and manage the English text and translate it in all of the languages used in the platform.

When editing the default cookie policy, you can create the same version of the policy in multiple languages using the multi-language selector tool. 

Please note that when you’re creating or editing a policy in the platform’s default language, the default language fields are mandatory. However, when adding content in a language that is not the default language, the fields are not mandatory. Therefore, if you do not populate a field in one of the additional languages, that field will appear to users in the default language instead of appearing blank.

For example, if your default language is English, you must fill out every field of the cookie policy in English. If you then create the content of the same policy in French but you do not fill out the cookie policy subtitle in French, learners with their platforms set in French will see the cookie policy subtitle of their cookie policy in English.

Once you update any fields and press Save Changes, a new version is created for all languages. 

Since users need to renew their consent every time the cookie policy is updated in any language, when you are updating the cookie policy, be sure to update it in all necessary languages before pressing Save Changes.

Using the OneTrust Cookie Policy

As an option to the default cookie policy, you can integrate with the OneTrust Cookie Consent solution, as long as you have an active OneTrust account and remain in agreement with the terms and conditions in your contract.

When selecting this option, the Docebo default cookie policy does not apply and it is completely replaced by the OneTrust Cookie Policy.

To activate it, access the Admin Menu, then select the Cookie Policy item in the Settings section. In the Properties tab, select the OneTrust option in the Source section.

Move to the Content section, and paste the JavaScript code provided to you by OneTrust and press Save Changes to save it.

The preview of the OneTrust cookie policy is not available in the Preview tab. Visit the OneTrust website to see it.

Managing the Cookie Policy as a User

Upon accessing the platform homepage for the first time, a banner on the bottom of the page will inform users that the platform uses cookies, and they must give their consent at least to the necessary cookies to access the platform. As an option, users can edit their preferences and do not give consent to the statistic cookies.

When selecting the option to edit their preferences, users will be redirected to the cookie policy full text, and they will have the option to allow or deny the consent for statistic cookies. 

Users will be asked to renew their consent every time the cookie policy or the list of cookies is updated.

The cookies’ preferences can be changed at any time from the user’s main menu by clicking on the Cookie Policy link at the bottom of the menu.