Generic Privacy Policy Template + What to Look Out For

And, what is a privacy policy, exactly?

A privacy policy is a legal document that outlines how you collect, use, and protect the personal information of your users. It typically includes information about:

• the types of data collected,
• how it is used,
• with whom it is shared,
• how it is protected, and
• users rights over this data.

In addition, a comprehensive privacy policy should also address several key elements to ensure compliance and transparency. Here’s what to look out for when creating or updating your privacy policy:

Key Elements of a Privacy Policy

• Specifics of Data Collection: Clearly define what information you collect, both directly (e.g., through forms) and indirectly (e.g., via cookies), and specify the purposes for each type of data collected.
• Legal Basis for Processing: Especially under laws like the GDPR, explain the legal grounds for processing personal data, such as consent from the user, compliance with a legal obligation, or a legitimate interest of the website owner.
• Data Sharing and Third-party Disclosure: Detail any circumstances under which data might be shared with third parties, including partners, service providers, and legal authorities. Specify the safeguards in place to protect data when transferring it, especially across borders.
• Data Security Measures: Describe the technical and organizational measures you have implemented to protect user data from unauthorized access, alteration, and loss.
• User Rights and How to Exercise Them: Enumerate the rights users have over their data, such as the right to access, correct, delete, or transfer their data, and provide clear instructions on how they can exercise these rights.
• Use of Cookies and Tracking Technologies: If your website uses cookies or similar technologies, disclose this practice and provide details on the types of cookies used, their purposes, and how users can control or opt out of them.
• Policy Updates and Notification Procedures: Explain how you will notify users of any changes to the privacy notice, ensuring they are always informed about how their data is used and protected.
• Contact Information: Offer a way for users to contact you with any questions or concerns regarding privacy, including an email address, phone number, or contact form.
• Age Restrictions and Children’s Privacy: Address the collection of data from children under the age of 13 (or the relevant age threshold in your jurisdiction), and describe measures to obtain parental consent and protect children’s privacy.
• International Data Transfers: For organizations operating across borders, describe how you comply with international data protection laws (like the GDPR or the CCPA/CPRA), including mechanisms like Privacy Shield certification or standard contractual clauses for data transfer outside the European Economic Area.

💡 More info on what should be in your privacy policy here.

Generic privacy policy template example

Click on the button below for an example of a privacy policy:

Is it safe to use a standard privacy policy template?

A generic privacy policy is only a starting point. It can be dangerous to rely on a standard template only, because it won’t fully reflect the specific practices of your organization.

It usually just covers general topics and provisions common to most businesses. Under the law, that’s not enough!

✅ Pros

1. Convenience: A generic privacy policy can be an easy solution for websites that are just starting out and don’t have the resources or expertise to create a professional privacy policy;
2. Cost-effective: You can most likely find free generic templates on the Internet.

❌ Cons

1. Lack of customization: A privacy policy should inform users of the specific data collection practices of your organization, which technologies on your site collect data, what types of data… A generic document does not have all the legally-required information;
2. Inaccurate information: A generic privacy policy may contain information that is not correct, or relevant to the organization or its privacy practices. Remember your privacy also needs to be up-to-date;
3. Limited scope: A generic privacy policy may not cover all the necessary topics or provisions that are specific to your business or industry;
4. Higher associated risks: You can never be sure generic templates have been drafted by competent lawyers, or include ALL necessary disclosures, which puts you at risk;
5. Reduced credibility: Using a generic privacy policy may reduce the credibility of your organization, as users may see it as a lack of commitment to protecting their personal information.

After discussing the safety of using standard privacy policy templates, you might wonder, Can I use a generic privacy policy for my website? Yes, you can, but it’s not the best approach. Let’s look at why:

So, it’s also crucial to address another common concern: