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Privacy Policy Template

Searching for a privacy policy template? You’ve landed in the perfect spot! This starter template serves as an excellent privacy policy example and offer various sample privacy policy options to cater to your specific needs!


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In this blog post, we’ll discuss privacy policies and how to create an effective one. We’ll also answer some frequently asked questions to help you understand the importance of having a privacy policy on your website. So, let’s get started!

Let’s start by answering some frequently asked questions.

What is a privacy policy?

A privacy policy is a document in which the data owner (the person or entity that runs a website/app) outlines the methods, purposes and in some cases legal justification, of its processing of personal data. Privacy policies should also outline the rights that users have in relation to the processing of their data.

Privacy policies typically include information about:

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

You have probably seen privacy policy links on most if not all websites you’ve visited. It is commonly included in the footer so users can access it at all times.

Privacy Policy vs Terms and Conditions: what’s the difference?

You probably need to have a data processing agreement in place.

🔍 Click to find out

Do I need a privacy policy for website?

No matter if you’re running a small or large website, a web or mobile app, a blog, an eCommerce or a newsletter (just to name a few examples): if you collect personal information from users, you need a privacy policy. It’s required by law and by third-party services you may use.

All that is required to trigger this obligation is the presence of a simple contact form, Google Analytics, a cookie or even a social widget: if you’re processing any kind of personal data, you definitely need one.

In short, you definitely need a privacy policy if you’re processing any kind of personal data – and you probably are as even IP addresses can be considered personal data.

Privacy Policies are Required by Law

The most important reason you need a privacy policy is to comply with privacy laws.

Under the vast majority of legislations including the GDPR in Europe and most US State Laws, if you’re processing personal data you’re generally required to make disclosures related to your data processing activities via a comprehensive privacy policy.

As a result, this legal document is required in order to inform users and meet disclosure and transparency requirements.

Main laws that may affect you

🇪🇺🇬🇧 General Data Protection Regulation (GDPR): This legislation is applicable to businesses that collect user data in Europe. It requires the inclusion of a privacy policy that discloses the methods of collecting, processing, and storing personal data, along with the user’s ability to manage their data.

🇺🇸 California Privacy Rights Act (CPRA), Virginia Consumer Data Protection Act (VCDPA) and other US State Laws: This legislation applies to businesses that collect data from residents of these States. It requires the inclusion of a privacy policy that mentions the categories of personal information are collected, how it’s used, and with whom it’s shared, among other things.

🇧🇷 Lei Geral de Proteção de Dados (LGPD): This law applies to all businesses processing personal data in Brazil, regardless of their geographical location. It establishes guidelines for how businesses must handle personal data, encompassing its collection, utilization, processing, and sharing.

👉 Non-compliance with these regulations can result in fines or reputational damage.

💡 Not sure which privacy laws apply to you? Find out with our 1-min free quiz!

Privacy Policies are Required by Third-Parties

A significant number of B2B third-party apps and services require their users and partners to comply with applicable law and have a privacy policy available.

Some examples of third-party services that require you to have a privacy policy for website or app are:

💡 All these services specifically require privacy policies from everyone with whom they collaborate.

Privacy Policies Help Build Transparency and Trust

Individuals value their privacy. The multitude of data breaches reported frequently in the media can make anyone feel vulnerable.
As a website owner, you are responsible for your users’ personal data, such as their names, dates of birth, mailing addresses, phone numbers, email addresses, and other identifying information including location data, purchasing habits, educational and medical history, as well as email and message content.
Looking at the nature of this data and how companies use it extensively nowadays, this motivated numerous people to educate themselves more about privacy and, upon realizing the associated dangers, often want to make sure their information is safe. This means being aware of how privacy-friendly and transparent a company is in their practices and at different touch points.

💡 Consequently, a competent privacy policy can function as both a promotional tool and a legal obligation!

Is it illegal to copy a privacy policy?

Although it may be alluring to directly replicate a privacy policy from another site, we strongly advise against doing so.

Legally, your privacy policy disclosures must legitimately apply to your specific situation, processing activities and the particular laws that apply to you. Duplicating content will likely result in an illegitimate document.

Simply copying another website’s privacy policy without making the necessary modifications to reflect your own practices may not comply with applicable laws and regulations. Your business likely has different data processing practices, legal requirements, and third-party relationships, so it’s crucial to tailor the privacy policy to your own specific circumstances.

It is more prudent to seek legal advice or use a professional Privacy Policy Generator in order to create a professional privacy policy tailored to your own site.

privacy policy template

Can I write my own privacy policy for my website?

As privacy policies are essentially legal documents, you probably should not try to write one yourself – unless you’re a legal professional. Privacy policies contain legally mandated disclosures that may vary based on things like:

  • where you’re based,
  • where your users are based,
  • which data you process and why,
  • the services you have running on your site,
  • the age range of your users,
  • the location of the data servers of the services you use and much more.

Needless to say, drafting the clauses of a privacy policy is something best handled by professionals. We suggest either hiring a good lawyer or using a professional generator like ours, that allows you to customize from over 1800 lawyer-crafted clauses and offers much more than a static privacy policy template. This way you can still do it yourself but with the expertise of an international legal team.

What should I put in my privacy policy for my website?

These are the most basic elements that a privacy policy should include:

  • Who is the site/app owner?
  • What data is being collected? How is that data being collected?
  • What is the legal basis for the collection?
  • For which specific purposes are the data collected?
  • The categories of sources from which you collect consumers’ personal information
  • Which third parties will have access to the information?
  • Where applicable, details relating to cross-border/overseas data transfer and which measures were put into place to facilitate this in a safe and compliant way.
  • What rights do users have?
  • Description of process for notifying users and visitors of changes or updates to the privacy policy
  • Effective date of the privacy policy

Use simple language and avoid complicated terms to create a clear and easy-to-understand privacy policy. Consider adding a summary or FAQ section to help users grasp the content easily.

iubenda’s simplified view allows you to do just that:

privacy policy example

Can I use a simple template?

The truth is that the topic of privacy regulations is a rather complex thing. Therefore, a generic privacy policy template has to take various things into account like where you are based & what you are actually doing on your website that is privacy relevant. That’s rather hard to manage when you think that there are dozens and dozens of relevant things you may be doing on your site.

If you are doing most of the work for your website, you are the one that knows best about your practices. You know if you’re using Google Analytics, Mailchimp, a contact form, Facebook Like buttons or making use of any other practice that involves the personal data of your visitors/users.

Mostly however what you don’t know, even if you’ve had very advanced legal schooling, is how to write a legally viable privacy policy. That is what you pay a good lawyer for, who usually has to work out all of the details for your site before they can start applying their very own framework/process for creating a policy for you.

A privacy policy template usually contains only the most basic clauses and information, which is definitely not enough for building a compliant document that reflects all your privacy practices.

Let’s get it out there: hiring a specialized lawyer for your privacy policies, Terms of Service and other legal documents is the safest way for legal compliance: they will examine your site & situation, work out the legal issues and hopefully create a good policy for you. There’s no question however, that you will have to invest considerable time and money.

Fortunately, there are other tools that help you with this job without breaking the bank and very easily 👉 go to this section to find out.

Where do I display my privacy policy?

It’s advisable to ensure that your privacy policy can be readily accessed on every page of your website. A good approach would be to incorporate a link in the footer, guaranteeing constant visibility and accessibility.
Be sure to include a privacy policy link wherever you ask for personal information. This applies to various scenarios, including email newsletter or account sign-up forms, contact forms, and payment checkout pages.
When it comes to mobile apps, you should follow the same principle by including the link in a menu section like “About” or “Legal.” Additionally, make sure to add this link to any other parts of your app where personal information is requested.

How often do I need to update my privacy policy?

It’s important to ensure that your privacy policy still accurately reflects your current data processing operations to properly inform users, in a transparent way.

Technically, you would need to update it anytime there is a change in your privacy practices and data collection activities. This can be:

  • Collecting personal information in a different or new way;
  • Collecting new types of personal information that you didn’t used to collect;
  • Having a new purpose for using personal data;
  • Using a new technology or service on your website that collects personal data;
  • Sharing personal information with a new third party;
  • Changing how long you retain personal information.

Website Privacy Policy Example

Keep in mind that privacy policies need to be tailored specifically to align with your business and website. The sample privacy policy template we provide serves as a solid foundation to familiarize yourself with the privacy disclosures generally mandated by legislation such as GDPR, CCPA/CPRA, and beyond. You can see how these elements come together in these live privacy policy example below:

3bmeteo employs a user-customizable privacy policy and cookie policy, allowing for extensive personalization of various sections by the user.

Bestway uses our direct text embedding for their privacy policy.

BPER banca use only the embedding of the dynamic clauses – instead, their legal team writes the general section.

Privacy Policy Template

As mentioned before, a privacy policy template can only work for very basic legal documents. We provide this template just so you can see how your policy should be structured.

👉 We strongly recommend using a Privacy Policy Generator for generating your own professional document. You can try ours for free!

Privacy Policy of [Your Business]

Effective Date: [Date]

Owner and Data Controller

[Your Business]
[Your Business Address]
[Your Owner Email Address]

Types of Data Collected

[List all the types of data your website collects, by itself or through third-parties. For example:

Methods of Processing

[Describe all the security mesaures in place to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the data. Mention who can have access to the data, and how processing is carried out e.g. through computers.]

Legal Basis of Processing

[List the legal bases or reasons you have to process data. For example: users have given their consent to one or more specific purposes (which is the most common legal basis for businesses).]

Place of Processing

[Define where data is being processed.]
[Also mention here any data transfers to other countries.]

Retention Time

[This sets a defined period of time for keeping the data. Typically, personal data is processed and stored for as long as required by the purpose it has been collected for.]
[Also mention, if it’s the case, that data will be deleted once the retention period expires. Read this post for best practices on data retention.]

Purposes of Processing by Services (including Third-Parties)

[This is more of a detailed section that lists all the services used on your website (like Google Analytics or Stripe for example) and, for each of them, defines the following information:

  • What the service is: Google Analytics is a web analysis service provided by Google Inc. Google uses the data collected to track and examine the use of this website, to prepare reports on its activities and share them with other Google services.
  • Purpose: Analytics
  • Personal data processed by the service : Cookies, Usage Data
  • Place of processing: United States; Ireland
  • If this constitutes a sale according to US State Laws like CPRA and VCDPA: Yes]

👉 This section can be tricky. This is made easy with iubenda’s site scanner.
Simply input the URL of your website and the scanner will automatically identify all the services in use and create a document with all necessary clauses. Each clause includes all the detailed information mentioned above and has been pre-drafted by lawyers.

Users Rights

[Users have a number of rights over their data, such as the right to withdraw their consent, access their data, or have their data deleted. You need to list their rights in this section. You’re likely to have to include data subjects’ rights under the GDPR. Also mention how they can exercise these rights (e.g. by contacting the company by email.]

Cookie Policy

This is crucial in case you use trackers on your website. 👉 Not sure? Follow this guide to find out!

[Here you can link to your cookie policy. It should list all the trackers used on your site, what data they collect and for which purposes. Make sure to mention how users can manage their cookie preferences.]

👉 See a cookie policy example here and how to generate your own.

Additional Clauses

[Some additional clauses can include:

  • Legally-required disclosures under the US’ CPRA, VCDPA, or Brazil’s LGPD
  • Statements regarding children’s privacy, e.g. if your website is intended for users under the age of 13, and how you handle their personal information.
  • Changes to this privacy policy; you should explain how you will notify users of any changes and the effective date of the updated policy.]

Latest update: [Date]

⚠️ Note
This is a general and basic privacy policy template and must be customized to fit your specific circumstances and requirements. As mentioned, because these are legally binding documents, we highly recommend consulting with legal professionals or using a generator created by legal professionals to ensure compliance with applicable laws and regulations.

📌 Summary in 10 Points

  1. A privacy policy is a document that outlines how a website or app collects and processes user data. It includes information about the types of data collected, how it is used, shared, protected, and users’ rights over their data.
  2. Privacy policies are essential to comply with privacy laws such as the GDPR in Europe and various state laws in the US, to ensure disclosure and transparency of your data processing activities. Non-compliance can result in fines or reputational damage.
  3. Third-party services, like Google Analytics, require their users to post a privacy policy on their website.
  4. We strongly advise against copying another website’s privacy policy as it may not reflect your own practices.
  5. Be extra cautious when using a privacy policy template; it likely fails to adequately cover all your data activities or include specific legally-mandated clauses.
  6. Use a professional privacy policy generator or seek legal advice to create your own tailored privacy policy.
  7. Basic elements of a privacy policy include contact info, data collection details, purposes, third-parties, user rights, and notification of changes.
  8. A privacy policy should be easily accessible on every page of a website, typically through a link in the footer.
  9. The document should be updated whenever there are changes in the law or in your privacy practices, e.g. you now use a new data analytics service.
  10. Read the section below for a quick, easy but professional way to create your custom privacy policy ⬇️

iubenda’s approach to privacy policies

Our approach to privacy policies is the following:

  • we help you generate your privacy policy in just 3 steps;
  • it takes only five minutes;
  • you don’t need any legal skills;
  • it’s mostly free, but there’s a PRO version that gets you set up with more advanced controls easily.

It’s as easy as that because our legal team has already done most of the work, handling all the legal documents and texts. It means we have pre-written all of 1800+ clauses for various services out there like Google Analytics and others.

You can just sign up, choose a few services and then use the policy we generate for you on your site within a few minutes.

Additionally, we host the privacy policy for you, which means that we keep it legally relevant and change things whenever things need to be changed.

Our most popular clauses like:

  • Contact form,
  • Facebook account access,
  • Facebook like button and social widgets,
  • Google Analytics,
  • Google Fonts,
  • LinkedIn button and social widgets,
  • Mailing list or newsletter, and
  • Twitter tweet button and social widgets

are free for any basic policy and can be used on your site without any further ado.

👉 See our free Privacy Policy Generator in action 🎥


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