User consents & legal policies

Managing legal policies

Legal policies in Centra ensure that both internal AMS users and external B2B buyers accept the necessary compliance and data protection terms before they can access the platform. This article explains what legal policies are, how they work in practice, and how to manage them effectively.

What are legal policies?

Legal policies in Centra are a collection of documents that must be accepted by users.

• For AMS backend users (your internal team):
  • Centra includes its own privacy policy, list of personal data categories, and list of sub-processors.
  • As the Data Controller, your brand can add additional documents, such as your privacy policy or data processing agreements.
• For B2B buyers in the Centra Showroom:
  • You can configure additional legal policies (e.g., your wholesale terms & conditions, order agreements, or region-specific compliance documents).

How do legal policies work?

• When users log in (AMS team members or B2B buyers), a legal policy modal is displayed.
• They must accept before continuing.
• Consent is stored in Centra, tied to the user account and their organization.
• Users won’t be asked again until a new version of the policy is published.

How to upload a new legal policy

1. Log in to AMS
   • Go to Settings → Legal Policies.
     
2. Create a new policy
   • Click Add New Policy.
   • Enter a title and description (so users understand what they are accepting).
3. Add your documents
   • Upload a PDF file or paste a URL link.
   • You can include multiple documents if needed (e.g., privacy notice + data processing agreement).
4. Save and publish
   • Once published, this version becomes the active legal policy.
   • All users will be required to accept it at their next login.

How to update an existing policy

You cannot edit a policy once it has been accepted by at least one user. Instead, you must clone the policy, make your changes, and publish a new version.

1. Go to Legal Policies
   • Navigate to Settings → Legal Policies.
2. Clone the existing policy
   • Find the policy you want to change.
   • Select Clone.
   • A new draft version will be created.
     
3. Edit the cloned version
   • Update the title, description, PDF, or URL.
   • Add or remove additional documents as required.
4. Publish the new version
   • Once published, the new version becomes active.
   • The previous version is automatically deactivated.
5. User consent
   • AMS users will see the new policy the next time they log in.
   • Showroom buyers will be prompted before they can continue placing orders.

Important notes

• One active version at a time: Only one legal policy version can be active.
• Policies cannot be deleted: Centra keeps a record of who accepted which version, and when, for compliance and audit purposes.
• Re-consent required: When a new version is published, users must accept it again.