> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/workflow/client-requests/proving-what-the-client-agreed-to.md). # Proving What the Client Agreed To The evidence rubica keeps for compliance: what each client agreed to and when, every time they opened the terms, the emails you sent, and a PDF record of the whole request. When a client works through a request, rubica keeps evidence you can show a licensee or auditor: * **Agreements**: for each acknowledgement step, the exact words the client ticked, the statement and terms they were shown, when, their IP address and browser. * **Openings of the terms**: every time the client opened the full terms, even if they haven't agreed yet. * **Emails sent**: every email that went out for the request, with its links and full text. * **Forms**: who submitted each form, from where, and whether the answers have changed since. Nobody needs to do anything to collect this. It's recorded as the client goes. ## See an agreement 1. Go to the household and open the **Form Requests** tab. 2. Find the client request (it has a **Client request** badge) and click **Show items**. 3. Click an **Agreement** step.
A Privacy Policy step showing every time the client opened the full terms

All names, IP addresses and dates shown are examples.

Once the client has agreed, you'll see **✓ Agreed by** *the person* **on** *the date and time*, then: | Line | What it shows | | ------------------------------ | ----------------------------------------------------------------------------------------------------------------------------- | | **Ticked** | The exact words next to the tick box. | | **Statement shown** | The statement above the tick box, as the client saw it. | | **Links in it** | Any links in the statement, such as to your privacy policy. | | **IP address** and **Browser** | Where they agreed from. | | **Full terms** | When they first opened the terms, whether they scrolled to the end before agreeing, and a copy of the terms exactly as shown. | | **Earlier agreements** | If they agreed more than once, each earlier time. | Before the client agrees, the step shows what they'll tick and the statement they'll see. If the step has full terms, **Opened the full terms** lists every opening with the time, IP address and browser, or *Not opened yet*. If the step has **Record date on** set, the date the client agreed is also stamped on their contact record, such as *Privacy Policy Accepted*. ## Download a compliance record (PDF) Each client request can be saved as one PDF, with every agreement, IP address and form audit trail in it. 1. On the **Form Requests** tab, find the client request. 2. Click the PDF button in the **Files** column. It appears once the request has been sent. The PDF opens and is saved to the request's files as *Compliance record - {request name}*. Click the button again later for an up-to-date copy; each save is kept as a new version. ### What's in it * **The request**: the client, where it was raised from, when it was created and sent, who it was sent and copied to, reminders sent, the due date, when the client finished, and progress. * **Acknowledgements**: the agreement record above for each step, including every time the full terms were opened and the full terms as shown. * **Forms**: each form's status and audit trail (see below). * **Other steps**: every other step, with its type, person, status and when the client completed it. * **Emails sent**, as described below. ### Emails sent Every email sent for the request is listed: the first send, reminders and ask-again emails. Each shows when it was sent, who it was from and to, anyone copied in, every link in it and its full text. This is how you prove a document was **sent** without asking the client to agree to it. For example, if each broker's Credit Guide link is in the welcome pack email, the record shows which Credit Guide went to the client and when. See [Named links](/workflow/client-requests/building-a-client-request-template.md#named-links-such-as-each-brokers-credit-guide). ## Form audit trail For a form, open it from the **Form Requests** tab and click the **Audit** tab. | Section | What it shows | | ------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Submitted by the client** | When, from what device, and the IP address. **SMS verification** shows whether it was needed and passed. **Activity** counts the emails sent and how often the form was opened. | | **Answers unchanged** / **Answers changed since submission** | rubica takes a fingerprint of the answers when the client submits. If anyone edits the answers afterwards, this says so. | | **Audit trail** | Every event: created, emails sent, each time it was opened, SMS codes, submitted and reopened, with the browser, device and IP address. | The audit trail is **Locked**: entries can't be edited or deleted by anyone, admins included. {% hint style="info" %} Your privacy policy should tell clients that you record their IP address and browser when they agree to terms or submit forms. {% endhint %}