Legal documents

Settings → Legal documents holds three documents — Terms of Service, Privacy Policy and Data Processing Addendum — each with its own version history.

A version is a draft until you publish it. Publishing freezes it, emails every tenant, and starts their acceptance clock.

Publishing a new version

1. Go to Settings → Legal documents.
2. In the relevant card, click New version.
3. Enter the Version label — unique for that document, e.g. 2026-1.
4. Set the Effective date. Read the warning below first.
5. Set the Acceptance grace (days) — 0 to 365, defaulting to 30.
6. Leave Requires tenant acceptance ticked unless the document is informational. Tenants who do not accept within the grace period have their workspace restricted.
7. On the English (required) tab, write the Title, the Body (Markdown) and a Summary of changes. Use Preview to check the formatting.
8. Optionally fill the Français (optional) tab. It is all or nothing — a title without a body is rejected.
9. Click Create draft. Keep editing and use Save draft as long as you like.
10. When it is final, click Publish and confirm.

The confirmation is blunt, and accurate: “Publishing is irreversible. The version is frozen (no further edits) and an email notice is sent to every tenant, starting their acceptance clock.”

The Summary of changes is quoted in the email

It is not an internal note. Whatever you write there is what every one of your customers reads. Write it for them.

Effective date is optional in the form but required to publish

Nothing marks the field as required and nothing complains while you are drafting. The refusal only arrives when you press Publish.

A back-dated effective date is silently moved to now

Terms are never applied retroactively, so publishing lifts any past effective date to the moment you publish. The date you typed is not the date that takes effect, and nothing on screen says so.

Publishing cannot be undone

The version is frozen — no further edits, ever — and the notification goes to every tenant. There is no unpublish and no recall.

If you got it wrong, the only route is publishing a further version.

Tracking acceptance

Open a published version and you get Accepted, Pending, Overdue and Not applicable, then a Tenant acceptance table showing who has accepted, who is still inside their grace window and who is past it, with Tenant, Status, Deadline, Accepted by and Accepted at. It filters by status and pages 50 at a time.

Below that, the frozen content itself.

The success message overstates things slightly

Publishing reports “Version published. Tenants notified.” If the notification fan-out could not be queued at that moment it is retried later by a periodic pass — but you are told it succeeded either way.

If a publication is time-critical, verify the emails went out rather than trusting the toast.

Deleting a draft

An unpublished draft has Delete draft — “This draft will be permanently deleted. This cannot be undone.” Published versions cannot be deleted at all.

What tenants see

A tenant with unaccepted terms past their grace period is locked out of their workspace until somebody accepts. That lock blocks reading as well as writing, and — unlike the billing lock — it does not exempt the support desk, so a locked-out customer cannot raise a ticket to tell you about it.

Bear that in mind when setting a short grace period.

Related

• The host console
• Tenants