Legal documents
Which documents govern the use of LeavePilot, which ones the administrator has to accept, how versions work and how to download the attestation of the acceptance.
The Legal documents section ("The version your organisation accepted for each document, with the corresponding downloadable attestation.") is read only and shows, for every document, the version in force and the one your organisation accepted.
The documents
| Document | Does it have to be accepted? |
|---|---|
| Terms of Service | yes, by the administrator |
| Data processing agreement (DPA) | yes, by the administrator |
| Privacy notice | no, you read it |
| Cookie Policy | no |
| LeavePilot: instructions for use | no |
| Legal Notice | no |
They are all public on the site, on the Security & trust page and in the links at the bottom of every page of the application. The Sub-processors page lists the providers that process data on LeavePilot's behalf, with their function and their place of processing. The Italian text is the authoritative one; English and Spanish are courtesy translations.
The versions
Every document has a version id (for example terms-2026-08-21-v2), a date it comes into force and an SHA-256 fingerprint of the text. A published version is never modified: to change anything, the next one is published. Your organisation stays bound to the version it accepted until it accepts the new one.
Every version has an address of its own and stays published for good. At the bottom of each document there is the list All published versions, with the date of each one and a mark on the one in force: from there you open the version your organisation accepted. Opening a superseded version brings up the Superseded version box, which explains why it stays online. In English and in Spanish you also get Courtesy translation: the Italian text is what binds. The header carries the fingerprint too, and the command to recompute it on a copy of the text, so anyone can check that the document has not been altered since publication.
The acceptance
The administrator is asked to accept at two moments:
- at the first login, in the Complete Profile step of the onboarding;
- after that, from the notice at the top of the control panel (Acceptance of the legal documents, or Legal documents updated when a new version comes out), with the Review and accept button.
The window asks you to tick I accept the Terms of Service and the Data Processing Agreement, and I declare that I have the authority to bind the organisation I represent. and, if the Terms are among the documents to be accepted, a second box with the specific approval of the clauses listed there (Articles 5, 6, 7, 8, 12, 13, 14, 15, 16 and 17), required by Articles 1341 and 1342 of the Italian Civil Code. Press Accept. Later puts it off: the platform stays usable and the notice comes back at your next login.
What gets recorded: who accepted (name and email), when, from which connection, which versions and with which fingerprint. The records are never modified and they outlive the deletion of the organisation, because that is exactly when they are needed.
Employees accept nothing. If the environment you are signing in from is not the production one, the notice shows Recording is not available in this environment.
The table and the attestation
For every document: Document (with the link to the text and the id of the version in force), Accepted version (the id, or Not accepted yet, or No acceptance required; if the accepted version is no longer the one in force, a newer version exists), Accepted on and Attestation.
Download produces the attestation PDF: a document with the details of the acceptance (organisation, who accepted, date and time, version, fingerprint, id of the acceptance, type of event and, for the Terms, the specific approval) followed by the full text of the accepted version. It is not a contract to sign: it is the proof of what was accepted.