Company and workspace
Team and roles
Invite colleagues to a workspace, choose what each person can do, and understand how the Free and Pro plans apply to a team.
Several people can work in the same workspace. Each person signs in with their own account and has a role in that workspace. The same person can have different roles in different workspaces.
#Roles
| Role | What the person can do |
|---|---|
| Owner | Everything an admin can do, plus billing, deleting the workspace and handing ownership to someone else. A workspace has exactly one owner. |
| Admin | Invites and removes editors and viewers, publishes the privacy center and the cookie banner, and edits everything. |
| Editor | Edits the company profile, vendors, processing register, documents, privacy requests and the cookie banner draft. |
| Viewer | Reads everything and downloads exports. Cannot change anything. Useful for an outside adviser or an auditor. |
Only the owner can make someone an admin.
#Invite someone
Open Settings → Team, enter the email address, choose a role and send the invitation. The person receives an email with a link. The link works once, expires after 7 days and only works for the address it was sent to. If the email does not arrive, you can copy the link and send it yourself.
Opening the link does not join the workspace by itself: the person signs in, then confirms. You can cancel a pending invitation at any time, change someone's role, or remove them. Access ends immediately.
#Plans
The Free plan is for one person. The Pro plan has no limit on the number of members: it is one subscription per workspace, not per seat. The owner pays and manages the subscription.
If Pro ends, the owner keeps full access. The other members keep read-only access until Pro starts again, so nothing is lost.
#Leaving and handing over
Anyone except the owner can leave a workspace from Settings → Team. The owner can make another member the owner first. The previous owner then becomes an admin, and the subscription stays with the workspace.
#Security
- Each request is checked against the person's role, so removing someone takes effect at once.
- Invitation links are random, single-use and stored only as a fingerprint.
- Weekly cookie-check alerts and new privacy requests go to the owner and the admins by default; each person can change this on their account page.
- Owners and admins can read the activity log in Settings → Activity: who invited, removed or changed someone, who published or took offline the privacy center and the cookie banner, and which sections of the workspace were edited. Edits by the same person within 15 minutes are grouped, entries are kept for 13 months, and nobody can change them.
- Nobody outside the workspace can see its content, even with an account.
#Your account
Open Settings → My account, or My account in the workspace menu. These settings belong to you and apply in every workspace:
- Two-step verification. Optional, and we suggest it for owners and admins. You add an authenticator app, and sign-in then asks for a six-digit code. Once you turn it on, it is required for your account until you turn it off. Keep your recovery codes: if you lose both your authenticator app and the codes, contact support, who will turn it off after checking it is you.
- Recovery codes. When you turn on two-step verification you get ten single-use codes. Save them in a password manager. If you lose your phone, choose “Lost your phone? Use a recovery code” on the sign-in code screen: the code is used up, two-step verification is turned off, and you set it up again. You can create new codes at any time from this page.
- Sign out other devices.
- Email alerts. Choose, for each workspace, whether you receive new privacy requests and cookie-check alerts.
#FAQ
#Can a colleague see my other workspaces?
No. A person only sees the workspaces they belong to.
#Does an editor see the billing?
No. Billing is visible to the owner only.
#Who gets notified when a privacy request arrives?
The address set in Email settings, plus every member who has this alert on. Owners and admins have it on unless they turn it off; editors and viewers can turn it on from their account page.
#Can I work with an adviser or lawyer?
Yes. Invite them as a viewer, or as an editor if they should change the documents.
Privacyboard is a guidance tool, not legal advice. This page describes what the product does today. Found something unclear or out of date? Write to antoine@unmake.io.