Cinode allows your organisation to share clear and relevant privacy information with invited users. By adding privacy policy links for general use, candidates, and subcontractors, you ensure that the correct information is presented in invitation emails.
What Are Privacy Policy Links in Cinode?
Privacy policy links help your organisation comply with GDPR and communicate how personal data is processed. These links appear:
in invitation and welcome emails, depending on the user type
First time logging in to Cinode
If no privacy policy is set in Administration, the email will not include any links. If you only add the general privacy policy link, that link will appear for both candidates and subcontractors.
How Email Logic Works
Cinode uses the three privacy policy fields based on the type of user being invited. The system follows this logic:
Candidate Invitations
If a candidate privacy policy link is set → it is used in the candidate invitation email.
If not set → the general company privacy policy link is used instead.
Subcontractor Invitations
If a subcontractor privacy policy link is set → it is used in the subcontractor welcome email.
If not set → the general company privacy policy link is used instead.
Employee Invitations
Employees always receive the general company privacy policy link.
This ensures the correct policy is displayed automatically without requiring manual selection.
Candidate welcome email:
Subcontractor welcome email:
Employee welcome email:
After accepting the invitation from the email, the privacy policy must be accepted in Cinode at first login, provided you have added privacy policy links in the Cinode Administration.
Where to Add or Edit Privacy Policy Links
You manage these links under:
Administration → Company → General → Privacy policy links
The section includes three URL fields:
General – used for employees and as fallback for other user types
For candidates – specific policy shown to invited candidates
For subcontractors – specific policy shown to invited subcontractors
Cinode automatically saves any changes you make.
Prerequisites
Before configuring the links, ensure:
You have Company Administrator permissions.
Your organisation has an accessible, up-to-date privacy policy online.
URLs are secure (https://) and publicly reachable.
How to Add or Update a Privacy Policy Link
Go to Administration → Company → General.
Scroll to Privacy policy links.
Enter the full URL in the appropriate field(s).
Cinode saves automatically when you leave the field.
Visibility in Invitation Emails and the App
Invitation emails automatically include the appropriate privacy policy link based on user type and the logic above.
Users must accept the privacy policy the first time they log in.
Best Practices
Review links regularly to ensure they remain current and valid.
Provide separate candidate and subcontractor policies when their data usage differs.
Test by sending yourself a candidate or subcontractor invitation to confirm correct behaviour.