# Policy Confirm

> Policy acknowledgement software: distribute policies, collect version-specific confirmations, and export audit-ready proof.

Policy Confirm is a web application for distributing internal policies and documents to named recipients and collecting confirmations that they have read and acknowledged a specific version. Each confirmation is tied to one person, one document version, and one timestamp, and can be exported as a PDF certificate or CSV log for audit review. Recipients confirm through a personal link and do not need an account. Sign-in for administrators is at https://app.policyconfirm.com (EU tenants: https://app.eu.policyconfirm.com); that application is not indexed.

Canonical host: https://policyconfirm.com. All other hosts redirect here.

## Product

- [Policy acknowledgement software with audit-ready proof](https://policyconfirm.com/): Distribute policies at scale, collect verifiable confirmations, and generate audit-ready proof in seconds. Replaces email, spreadsheets, and shared folders.

## Reference hubs

- [Audit proof for policy acknowledgement](https://policyconfirm.com/audit-proof): Reference hub on audit-ready evidence: what auditors accept as proof of policy acknowledgement, distribution logs and version-controlled written records.
- [Policy acknowledgement explained](https://policyconfirm.com/policy-acknowledgement): Reference hub on policy acknowledgement: definitions, sign-off best practice, the difference from read receipts and how acknowledgement software works.

## Audit proof reference

- [What is audit-ready evidence for policies](https://policyconfirm.com/audit-proof/what-is-audit-ready-evidence): Audit-ready evidence is documented, traceable proof tied to identifiable people, specific policy versions and reliable timestamps. Learn what qualifies.
- [Excel vs audit logs for policy proof](https://policyconfirm.com/audit-proof/excel-spreadsheets-vs-audit-logs): Why spreadsheets fail as audit evidence for policy acknowledgement and what a verifiable, tamper-resistant audit log must contain to satisfy auditors.
- [Proving policy acknowledgement to auditors](https://policyconfirm.com/audit-proof/how-to-prove-policy-acknowledgement): Step-by-step guide to producing verifiable policy acknowledgement evidence: identifiable individuals, version references, timestamps and retrievable records.
- [Policy distribution log requirements](https://policyconfirm.com/audit-proof/policy-distribution-log-requirements): What a defensible policy distribution log records: recipient identity, policy version, delivery method, timestamp and the current acknowledgement status.

## Policy acknowledgement reference

- [What is policy acknowledgement](https://policyconfirm.com/policy-acknowledgement/what-is-policy-acknowledgement): Policy acknowledgement is an explicit, recorded confirmation that a named individual has read a specific policy version. Learn what counts and what does not.
- [Read receipt vs policy acknowledgement](https://policyconfirm.com/policy-acknowledgement/read-receipt-vs-acknowledgement): Read receipts confirm message delivery, not acceptance. Learn why auditors reject email read receipts as policy proof and what acknowledgement requires.
- [Best practices for employee policy sign-off](https://policyconfirm.com/policy-acknowledgement/best-practices-for-employee-sign-off): Best practices for employee policy sign-off: explicit confirmation, version linkage, reliable timestamps, retention rules and audit-ready record retrieval.
- [Policy acknowledgement software guide](https://policyconfirm.com/policy-acknowledgement/policy-acknowledgement-software): What to look for in policy acknowledgement software: version control, identifiable acknowledgements, retrievable audit proof and governance reporting.

## Compliance frameworks

- [Solutions for compliance frameworks](https://policyconfirm.com/solutions): How Policy Confirm maps to ISO 27001, SOC 2 and GDPR-aligned governance: communicated, acknowledged and documented policies with retrievable evidence.
- [ISO 27001 acknowledgement requirements](https://policyconfirm.com/solutions/iso-27001-policy-acknowledgement): ISO 27001 clauses 7.3 and 7.5 require demonstrable policy awareness and controlled documentation. See what evidence auditors expect and how to produce it.
- [SOC 2 policy acknowledgement requirements](https://policyconfirm.com/solutions/soc-2-policy-acknowledgement): SOC 2 Trust Services Criteria require communicated policies and documented accountability. Learn what version-linked acknowledgement evidence auditors expect.

## Comparisons

- [Compare Policy Confirm to alternatives](https://policyconfirm.com/compare): Compare Policy Confirm to e-signature tools, GRC platforms, SharePoint and Excel for policy distribution, acknowledgement tracking and audit-ready evidence.
- [E-signature vs Policy Confirm: policy sign-off](https://policyconfirm.com/compare/esignature-vs-policy-confirm): E-signature tools sign documents but do not version policies or produce audit-ready acknowledgement records. See where they fall short for compliance teams.
- [GRC platforms vs Policy Confirm: acknowledgements](https://policyconfirm.com/compare/grc-platforms): GRC platforms cover broad governance scope but rarely produce defensible policy acknowledgement evidence. See where dedicated acknowledgement tooling fits.
- [SharePoint vs Policy Confirm: acknowledgements](https://policyconfirm.com/compare/sharepoint-vs-policy-confirm): SharePoint versions documents but can't prove named individuals acknowledged a specific version. See the audit gaps and how a dedicated tool closes them.
- [Excel vs Policy Confirm for policy tracking](https://policyconfirm.com/compare/excel-vs-policy-confirm): Excel is not an audit trail. Compare manual spreadsheet tracking with Policy Confirm for tamper-resistant, version-linked acknowledgement evidence at scale.
- [Policy Confirm vs SharePoint: audit evidence](https://policyconfirm.com/policy-confirm-vs-sharepoint): Detailed comparison of Policy Confirm and SharePoint for policy distribution, version control and producing retrievable audit evidence of acknowledgement.
- [Policy Confirm vs Excel and Outlook](https://policyconfirm.com/policy-confirm-vs-excel-and-outlook): Why Excel trackers and Outlook read receipts fail as audit evidence, and how Policy Confirm replaces them with verifiable, version-linked acknowledgements.
- [Policy Confirm vs HRIS acknowledgement modules](https://policyconfirm.com/policy-confirm-vs-hris-acknowledgement-modules): HRIS acknowledgement modules cover employees but miss versioning, vendors and audit retrieval. Compare against Policy Confirm for governance-grade evidence.
- [SharePoint vs dedicated policy software](https://policyconfirm.com/blog/sharepoint-vs-dedicated-policy-software): If you already use SharePoint, do you still need dedicated policy acknowledgement software? Compare governance scope, evidence quality and audit readiness.
- [Excel is not an audit trail: tracking risks](https://policyconfirm.com/blog/excel-vs-policy-tracking-risks): Why spreadsheets fall short for policy acknowledgement tracking and the compliance and evidentiary risks most organizations overlook until audit time.

## Articles

- [Policy management and compliance blog](https://policyconfirm.com/blog): Guides and analysis on policy acknowledgement, audit evidence, version control and policy governance, written for compliance, IT security and legal teams.
- [June 2026 release: MS sign-in + insights](https://policyconfirm.com/blog/june-2026-release-policy-confirm): June 2026 Policy Confirm release notes: Microsoft sign-in, cycle breakdowns, typed eSign, bulk editing, Excel export, recipient details, and support hub.
- [July 2026 release: Recurring cycles](https://policyconfirm.com/blog/july-2026-release-policy-confirm): July 2026 Policy Confirm release: recurring cycles, catch-up cycles, supervisors, coverage warnings, live group membership, and a new notification center.
- [Second July release: Your message, your logo, your colors](https://policyconfirm.com/blog/recipient-branding-release): Recipient emails and confirmation pages can now carry your message, logo, and brand color, while the acknowledgement record and audit trail stay unchanged.
- [UK Cyber Resilience Bill: Documentation](https://policyconfirm.com/blog/uk-cyber-security-resilience-bill-policy-governance): The UK Cyber Security and Resilience Bill expands regulator scope. What in-scope organizations must document about policy governance and staff awareness.
- [May 2026 release: Bulk imports and eSign](https://policyconfirm.com/blog/may-2026-release-policy-confirm): May 2026 Policy Confirm release: bulk imports, electronic signatures, automated reminders, per-recipient PDF certificates and data retention controls.
- [Acknowledgement vs comprehension quiz](https://policyconfirm.com/blog/policy-acknowledgement-quiz): An acknowledgement proves a policy was confirmed, not understood. Learn when a comprehension quiz adds real audit evidence and when it just adds friction.
- [Onboarding and policy acknowledgement gaps](https://policyconfirm.com/blog/onboarding-policy-acknowledgement): Onboarding is where policy acknowledgement either enters the record or disappears. What audit-grade onboarding looks like and why most processes fall short.
- [NIS2 Article 20: liability and evidence](https://policyconfirm.com/blog/nis2-article-20-management-liability): NIS2 Article 20 makes management personally accountable for cybersecurity oversight. Learn what evidence supervisory authorities expect and how to produce it.
- [EU AI Act and policy acknowledgement](https://policyconfirm.com/blog/eu-ai-act-policy-acknowledgement): How structured policy acknowledgement supports EU AI Act compliance: documented measures, training records and demonstrable awareness for relevant personnel.
- [Harassment policy acknowledgement and proof](https://policyconfirm.com/blog/harassment-policy-acknowledgement): When a harassment complaint is filed, the investigation tests whether the employee knew the policy. Learn what acknowledgement evidence actually defends.
- [Vendor policy acknowledgement](https://policyconfirm.com/blog/vendor-policy-acknowledgement): Extend policy acknowledgement beyond employees to vendors, contractors and consultants accessing your systems, data or premises with verifiable records.
- [SOC 2 policy acknowledgement requirements](https://policyconfirm.com/blog/soc-2-policy-acknowledgement-requirements): What the SOC 2 Trust Services Criteria expect for policy communication, accountability and evidence retention, and where manual processes typically fail.
- [Policy acknowledgement audit checklist 2026](https://policyconfirm.com/blog/policy-acknowledgement-audit-checklist): Practical 2026 checklist to verify whether your policy acknowledgement process meets ISO 27001, SOC 2 and GDPR accountability and retention expectations.
- [ISO 27001 policy acknowledgement proof](https://policyconfirm.com/blog/how-to-prove-policy-acknowledgement-iso-27001): What ISO 27001 auditors expect when reviewing policy acknowledgement evidence: awareness, version control and retrievable records under clauses 7.3 and 7.5.
- [How to prove policy acknowledgement](https://policyconfirm.com/blog/how-to-prove-policy-acknowledgement-audit): Acknowledgement is provable only with explicit, version-specific, timestamped records tied to identifiable individuals. Here is how to produce that evidence.
- [Policy compliance as a burden of proof](https://policyconfirm.com/blog/policy-compliance-burden-of-proof): Policy compliance becomes a burden of proof when organizations must demonstrate, not explain, that individuals acknowledged the applicable policy version.
- [Why policy acknowledgement fails audits](https://policyconfirm.com/blog/why-policy-acknowledgement-fails-audits): Policy acknowledgement fails audits when organizations cannot produce verifiable, version-specific, timestamped records tied to identifiable individuals.
- [How to track staff policy reading](https://policyconfirm.com/blog/how-to-track-staff-policy-reading): Access does not equal reading and reading does not equal acknowledgement. Learn what tracking methods produce defensible, audit-ready evidence of compliance.
- [SharePoint read and acknowledged](https://policyconfirm.com/blog/sharepoint-read-understood-alternative): SharePoint handles document storage well, yet lacks per-version, per-person read-and-acknowledged proof. Here is the acknowledgement-first alternative pattern.
- [Policy acknowledgements for small companies](https://policyconfirm.com/blog/why-small-companies-policy-acknowledgements): Policy acknowledgements are not enterprise-only. For small companies they are a practical safeguard against disputes, uncertainty and documentation gaps.
- [Tracking company policies for audits](https://policyconfirm.com/blog/how-to-keep-track-of-company-policies): How to keep track of company policies and acknowledgements in a way that supports audits, version control and retrievable written evidence on short notice.
- [What is a policy acknowledgement system](https://policyconfirm.com/blog/what-is-policy-acknowledgement-system): A policy acknowledgement system closes the gap between distributing a policy and proving it was read, understood and accepted by identifiable individuals.
- [Auditor's checklist for policy management](https://policyconfirm.com/blog/auditors-checklist-policy-management): What auditors look for in policy management: documented approval, controlled versions, communicated distribution and identifiable acknowledgement records.
- [Policy management for cyber security](https://policyconfirm.com/blog/structured-policy-management-cyber-security): Technical defenses protect networks; governance protects process. How structured acknowledgement contributes to a more resilient cyber security posture.
- [Email template for policy acknowledgement](https://policyconfirm.com/blog/email-template-policy-acknowledgment): A ready-to-use email template for requesting policy acknowledgements from employees, plus practices for traceable, audit-ready internal communication.
- [Outlook read receipts are not legal proof](https://policyconfirm.com/blog/outlook-read-receipts-legal-proof): Email read receipts confirm delivery, not acceptance. Understand their legal limits and what actually qualifies as documented proof of acknowledgement.
- [Policy version control best practices](https://policyconfirm.com/blog/policy-version-control-best-practices): How to manage policy versions and keep a clear audit trail of changes, approvals and acknowledgements tied to each specific version that was in force.
- [SharePoint policy management limitations](https://policyconfirm.com/blog/sharepoint-policy-management-limitations): Where SharePoint falls short for policy distribution and acknowledgement tracking, and which gaps create the largest exposure during an external audit.
- [Employee handbook acknowledgement form](https://policyconfirm.com/blog/employee-handbook-acknowledgment-form): How to create and manage employee handbook acknowledgement forms that produce verifiable, version-linked evidence suitable for HR disputes and audits.
- [Remote work policy compliance](https://policyconfirm.com/blog/remote-work-policy-compliance): How to ensure remote employees acknowledge and comply with company policies through traceable, version-linked records that hold up during an audit review.
- [Audit-ready compliance checklist](https://policyconfirm.com/blog/audit-ready-compliance-checklist): A practical checklist to prepare your policy documentation, version control and acknowledgement records for ISO 27001, SOC 2 and internal audit reviews.
- [Hidden costs of manual policy management](https://policyconfirm.com/blog/hidden-costs-manual-policy-management): Calculating the true cost of managing policies manually: reconciliation time, audit exposure, evidentiary gaps and the ROI of structured acknowledgement.
- [Policy management software ROI](https://policyconfirm.com/blog/policy-management-software-roi): How to measure and justify the return on investment for policy management software, from audit risk reduction to time saved on manual reconciliation work.
- [ISO 9001 policy acknowledgement: Clause 7.5](https://policyconfirm.com/blog/iso-9001-policy-acknowledgement-document-control): ISO 9001 Clause 7.5 requires controlled, current, and accessible documented information. What certification auditors expect from document control evidence.

## Legal and data processing

- [Privacy policy](https://policyconfirm.com/privacy-policy): Policy Confirm privacy policy: how we process personal data, lawful bases, subprocessors, data subject rights and contact details for privacy enquiries.
- [Privacy policy (January 9, 2026 version)](https://policyconfirm.com/privacy-policy/jan-9-2026): Archived version of the Policy Confirm privacy policy effective January 9, 2026. Retained for transparency and version reference for prior acknowledgements.
- [Terms of service](https://policyconfirm.com/terms-of-service): Policy Confirm terms of service: subscription terms, acceptable use, service obligations, liability and governance terms for organizational customers.
- [Terms of service (January 9, 2026 version)](https://policyconfirm.com/terms-of-service/jan-9-2026): Archived version of the Policy Confirm terms of service effective January 9, 2026. Retained for transparency and version reference for prior acceptances.
- [Subprocessors](https://policyconfirm.com/legal/subprocessors): List of subprocessors that Policy Confirm uses to deliver the service, including processing purpose, data categories and hosting locations for transparency.
- [Data processing agreement (DPA)](https://policyconfirm.com/legal/dpa): Policy Confirm data processing agreement covering GDPR Article 28 obligations, security measures, subprocessor terms and data subject request handling.

## Frequently asked questions

### Can this be used for more than policies?

Yes. It can be used for any document where you need verifiable proof that recipients have read and acknowledged the content. This includes internal guidelines, HR notices, security procedures, onboarding materials, updated terms, and mandatory internal communications.

### How is this different from sharing policies via email or shared folders?

Email and shared folders only show that a document was sent or made available. They do not provide proof that a specific person acknowledged a specific version. This platform creates explicit, traceable confirmations tied to individuals, documents, and versions.

### Do recipients need an account or login?

No. Recipients confirm documents through a secure personal link. No accounts or passwords are required.

### Can confirmation cycles be started manually?

Yes. All confirmation cycles are started explicitly by an administrator. Nothing is sent automatically without intent.

### Do recipients receive multiple emails for the same request?

No. Each confirmation cycle results in one clear request. Automated reminders are only sent if the recipient has not confirmed.

### What happens if a recipient does not confirm?

The confirmation remains pending and reminders continue according to the configured schedule. If a recipient never confirms or leaves the organization, an administrator can finalize the cycle with a documented exception.

### Are acknowledgements tied to specific policy versions?

Yes. Every acknowledgement is locked to a specific document version. Updates never overwrite historical confirmations.

### Can confirmations be used as audit evidence?

Yes. All confirmations are logged with timestamps and version references. Audit-ready documentation can be exported as PDF certificates and detailed CSV logs.

### How do you prove policy acknowledgement during an audit?

Defensible evidence typically includes version-specific confirmations tied to identifiable individuals, timestamps, visibility into outstanding acknowledgements, and a retrievable log that can be exported without manual reconciliation. The goal is not just to show that a policy was sent, but to demonstrate traceable acknowledgement of the exact version in force.

### Does ISO 27001 require policy acknowledgement?

ISO 27001 does not mandate specific software or acknowledgement mechanisms. However, it requires organizations to demonstrate awareness and control of documented information. In practice, structured acknowledgement is often the most defensible way to evidence awareness because it links individuals to a defined policy version and produces retrievable documentation during audit review.

### Does SOC 2 require policy acknowledgement?

SOC 2 does not prescribe a specific tool. Auditors testing the control environment normally ask for evidence that personnel were made aware of, and agreed to, the policies in force during the audit period. Version-specific acknowledgements with timestamps and an exportable log are one way to satisfy that request during SOC 2 evidence collection.

### Is email confirmation sufficient for audit documentation?

Email confirmation can be acceptable in small, tightly controlled environments. The risk is reconstruction: email threads rarely provide consistent version linkage, reminder history, and exportable evidence. If an auditor asks who acknowledged a specific policy version on a specific date, manual processes can become fragile and time-consuming to validate.

### Is SharePoint enough for policy acknowledgement tracking?

SharePoint can distribute policies, but version-specific acknowledgement tracking and structured export often require additional configuration.

### Is this a replacement for electronic signatures?

No. This is designed for policy acknowledgements, not contract signing. For most internal compliance requirements, explicit acknowledgement with a full audit trail is sufficient.

### What types of organizations typically use this?

Organizations that need reliable proof of internal communication, typically in HR, IT, compliance, security, or legal functions. It is commonly used by companies preparing for audits or strengthening internal governance.

## Machine-readable files

- [Full text of every page](https://policyconfirm.com/llms-full.txt): plain text of the whole site, concatenated.
- [Sitemap](https://policyconfirm.com/sitemap.xml): every indexable URL with last modification date.
- [RSS feed](https://policyconfirm.com/rss.xml): articles, newest first.
- Markdown version of each article: append `.md` to its URL, for example https://policyconfirm.com/blog/june-2026-release-policy-confirm.md