Time to put the spotlight on transparency in data handling on websites! 💡
As websites continue to collect and analyze user data, it becomes crucial to prioritize privacy policy guidelines on how user information is handled.
But how to write a privacy policy for your website?
Don't worry! In this write-up, we’ll show the essential steps to write a privacy policy for a website to build trust, safeguards user data, and ensure compliance with relevant regulations.
Also, we’ll explore the building blocks to compose an effective and trustworthy privacy policy. At last, we’ll show how you can upload a privacy policy page to your website more effectively using Dorik, one of the best website builders.
So, without any further delay, let’s dive into it!
Key Elements of Privacy Policy: At a Glance
Adding a privacy policy to your website ensures transparency, consent, and accountability for the user. It’s also a vital part of website maintenance.
However, some people are not aware of this and some people are afraid that writing a privacy policy is tough. But if you know the key elements of making a privacy policy, it will be a piece of cake.
Here is a list of the 12 key elements to include in your website’s privacy policy:
| ✅ Company Information | ✅ Data Protection and Security |
| ✅ Types of Collected Data | ✅ User Rights |
| ✅ Data Collection Methods | ✅ Third-Party Links |
| ✅ Purpose of Data Collection | ✅ Legal Basis for Processing |
| ✅ Data Usage and Sharing | ✅ Children's Privacy |
| ✅ Duration of Data Usage | ✅ Cookies and Tracking Technologies |
Please note that these elements provide a general framework to write a privacy policy for your website. However, it’s crucial to customize the elements based on a specific website and its data practices.
So, it’s mandatory to identify your website and business types and then add/customize the necessary elements to write a clear privacy policy.
For instance,
👉 Blog Website - You should explain what information you collect from users who have access (e.g. administrators or moderators), and how to use them.
👉 E-commerce Website - For e-commerce websites, you have to include information on how you use users' personal details in the privacy policy page. Also, you should clarify how security measures will work for their financial data, payment processing, order fulfillment, and shipping.
👉 E-learning Website - When making a privacy policy for e-learning websites, make sure you have addressed how learning and user progress data is tracked and used, how to deliver a course, or prepare analytics using any third-party integrations.
👉 Affiliate Website - You must include the affiliate disclosure statement in the privacy policy if you want to create an affiliate website. It will inform users that you may earn commissions from qualifying purchases through affiliate links.
👉 Company/Business Website - If you are preparing the privacy policy for your company/business websites, make sure you specify how you collect the personal information of your client, how to use them, the period, and whom to share.
How to Write a Privacy Policy for Your Website: Step-By-Step Guide
Once you have familiarized yourself with the key elements, you are one step ahead to creating a privacy policy for your website.
To start making a clear privacy policy, first, you have to prepare a proper plan and outline with a systematic approach. These will ensure that all necessary aspects are covered.
Here is a complete guide to writing a privacy policy for your website:
1. Define Your Business Information and The Key Terms
To begin your privacy policy, you should introduce your business, provide associate information, and clarify the key terms.
Business Information: To introduce your business/website, include:
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Website/company's legal name
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Registered address
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Contact details (email, phone number)
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You can also add additional information like support email for privacy-related inquiries or concerns
Key Terms: Address the important terms/phrases you have used throughout the privacy policy for clarity and understanding. For instance, define terms such as:
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Personal information
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Data controller
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Data subject
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Data processing
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Users
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Consent
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Third-party
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Or any other relevant terms that specify your business/website
2. Identify The Information Type You Collect
In this section of the privacy policy, clearly state all kinds of information that you collect from users. It can include their personal or non-personal information. You can categorize the types of collected information to provide a comprehensive overview to the users.
Personal Information: Specify the categories of personal information you collect such as:
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Name
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Email address
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Mailing address
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Phone number
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Location
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Or, any other relevant personal data.
Non-Personal Information: Apart from personal information, you have to mention the category that you collect non-personal information like:
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Device information
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Browser type
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IP addresses
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Cookies, etc.
3. Explain How and Why You Collect Data
After defining the business details, key terms, and the list of information you collect data from your user, you have to explain how you process user data and why you collect this data.
Consider including the following information in your website's privacy policy:
Methods of Collection: Describes the different methods of data collection from the users like:
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Website registration form/contact forms/other forms
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Cookies and similar tracking technologies
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Third-party services
Purpose of Data Collection: Clearly explain why you collect personal data and non-personal data from the users. For example:
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To provide services
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To improve user experience
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To send marketing communications
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To fulfill legal obligations
Data Retention: Along with the data collection method and purposes, it’s crucial to specify in the privacy policy how long you will retain user data before it is deleted or anonymized.
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It can be for a specific period (e.g. 7 days, 30 days, 1 year)
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Or specific criteria(subscription, expire the packages) used to determine the retention period
4. Specify How You’ll Protect Personal Data
When you have access to users' data, you have to protect their information to gain user trust and confidence.
Also, it will depict the commitment of your website/organization to safeguarding their data.
So, you should provide a complete outline on your privacy policy page of how you protect the personal data that you collect.
Include the following:
Data Security Practices: Mentioning the data security practices in the privacy policy of your website is important. You should explain the security measures you employ to safeguard user data, such as
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Encryption
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Firewalls
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Access controls
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Regular data backups, etc.
Data Transfer: If you transfer user data to international jurisdictions or any third parties, make sure you are adding the list in your privacy policy section.
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Name of the Third-party recipients
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Legal basis for data transfers
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Safeguards for data transfers
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International data transfers (countries/organizations)
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User consent and notification
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Potential risks associated with sensitive data
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Data transfer requests to the user
5. Describe User Rights and Choices
Describing the user rights and choices in the privacy policy section indicates you are valuing your visitors.
Also, it’s crucial to inform them of their control over their personal data to ensure their privacy-related preferences, as well as foster transparency and trust.
So, dedicate a section with user rights, choice, and customization options on the privacy policy page of your website.
User Rights: Mention the laws under which user data will be protected like “Your data protection rights under the General Data Protection Regulation (GDPR) or California Consumer Privacy Act (CCPA)”.
Also, explain the rights users have regarding their personal data such as:
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Right to access
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Right to rectify
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Right to update
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Right to delete
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Right to withdraw consent
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Right to control data processing
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Right to restrict the access and data processing
Opt-Out Options: Describe how users can opt out of certain data collection or processing activities like
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Unsubscribing from marketing emails
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Unsubscribing from newsletters
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Managing cookie preferences
6. Explain Cookie and Tracking Information
After that, you should include a section with an explanation of the cookie and tracking information of your website.
You should explain the following terms to inform users about the types of cookies and tracking technologies to ensure transparency:
Cookies Section
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Type of cookies (first-party, third-party, session cookies, or persistent cookies)
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The purpose of cookies like improving website functionality, memories of user preferences, analyze their behavior
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How users can manage or disable cookies via browser settings or other options
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Details on how user consent is obtained
Tracking Information
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Mention the tracking technology you used e.g. Google Analytics, Cloudflare Analytics
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Types of data collection e.g. IP addresses, page views
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How the data is used
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How the user manages the tracking system e.g. browser settings or opt-out
For example, you can clearly state “Our website collects cookies through third-party and utilize the Google analytics tracking system to analyze website traffic, and statistical data to enhance user experience. The cookies help users to track user interaction as well as their preferences.
However, we ensure data privacy and compliance with applicable regulations. And users can manage their cookie and tracking preference through their browser settings.”
7. Address Data Sharing and Third-Party Providers
Here you need to disclose whether you share user data with third parties or not. If you share, then briefly explain the circumstances or conditions under which data sharing occurs. You should add this section to the privacy policy page to be transparent about the types and purposes of data sharing.
Key terms to include:
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Disclosure of data-sharing practices
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Purpose of sharing data
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Mention the types of third parties such as service providers, analytics providers, mobile apps, or advertising companies
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Inform users about the safeguards in place to protect user data
8. Clarify Policies For Children's Information
Clarifying policies for children's information in a privacy policy is also important. It will ensure your site is in compliance with child privacy laws like the Children's Online Privacy Protection Act (COPPA). Also, it promotes the responsible handling of sensitive information related to children.
Besides, it will help you to establish a trustworthy environment for the parents by explicitly addressing how children's information is collected, used, and protected. Also, it will help to make informed decisions regarding their child's online activities.
Terms to Address Child Privacy :
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Age restrictions for your website.
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Compliance with local laws and regulations regarding children's data
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Process for obtaining parental consent
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Steps taken to protect children's privacy
9. Describe The Dispute Resolution Process
Include a section on your privacy policy page with a clear outline of the process for resolving any disputes or concerns regarding privacy issues.
You have to provide a contact address so that the users can reach out to them in case of any privacy-related issues. It can be an email address, or designed contact form, or other alternative online forms/processes.
Elements to include:
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Contact information for privacy-related concerns
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Description of the dispute resolution process
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Availability of alternative dispute resolution methods
For example: "If you have any questions or concerns about our privacy practices, please contact us at support@abc.com. We’ll investigate any complaints or disputes about the collection, use, or disclosure of your personal information protection and make every effort to resolve them."
10. Specify Policy Updates and Notifications
Finally, you must include a section with a thorough specification of the update and notification system of your website's privacy policy.
It is highly essential to keep users informed of policy changes in order to provide openness in how their personal information is handled. At the same time, it will ensure compliance with laws and resolutions.
Address the following terms
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Notification methods (e.g., email, website notice)
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When users will be notified of policy updates
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User acceptance of policy updates through continued use of the website
Writing Privacy Policy for Your Website: 5 Best Practices
Besides primary elements and the above steps, you should keep in mind the following 5 best practices while writing the privacy policy for your website.
These will allow you to protect user data, preserve transparency, and build a secure online environment regardless of website or business type.
1. Customize the Privacy Policy to Fit Your Website
Ensure that the policy reflects your unique data handling practices. You should consider your business/service or website types as well as figure out the specific practices and features of your website.
Based on the purpose and data collection types, some specific elements need to be included, and some may be excluded from the privacy policy section.
2. Consult with Professionals
You can make your own website privacy policy by following the outlined steps. Or, you can consult with a professional lawyer or privacy experts to ensure compliance with local and global privacy laws and regulations.
They can assist you in understanding the unique requirements of your website to fulfill the relevant criteria for your privacy policy.
3. Use a Privacy Policy Template
It’s a good practice to use a privacy policy template to create a proper privacy policy section for your website. You will find various templates available online that cover common privacy policy themes. Then, make changes to the template to match your specific policies, services, and user interactions.
Or, you can use no-code platforms like Dorik to upload the privacy policy to your website efficiently.
You can also include helpful hyperlinks, a table of content, forms, and clear headings on the privacy policy page to improve reading and navigation.
4. Use Clear and Concise Language
You should use clear, and simply accessible language when writing your privacy policy for your website users. Plus, you should avoid technical jargon and legal terminology as much as possible. This helps users to understand your data practices and builds trust.
Example: Here's a snippet from the privacy policy section of Dorik.com that demonstrates clear and concise language:
5. Keep Your Privacy Policy Up to Date
Last, but not least, it's crucial to regularly review and update your privacy policy for regular changes in privacy laws and regulations. You should ensure that the privacy policy section accurately reflects your current data practices and complies with any new requirements.
Also, make sure you must inform your users about any changes to the privacy policy, as well as the date the policy was last changed.
How to Add Your Privacy Policy to Your Website
After completing your privacy policy content, you have to upload it to your website. But how can you do it?
No worries!
Here, we’ll show you how to add your privacy policy to your website using Dorik.
Dorik is a complete solution for creating functional, dynamic, and no-code website building in minutes.
Step 1: Create A New Page
First, log in to the Dorik account and access the editor for the website to which you want to add the privacy policy page.
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Click on “Edit Site”
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Navigate to “Design and Pages”
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Click “Pages”
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Click on “Add New Page”
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It will include a blank page on your website
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Click on the upper arrow sign
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Write the page name e.g. Privacy Policy
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Dorik system will create the slug automatically, or you can edit it
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You can check mark the “Publish” box to publish the page
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Or, keep it unchecked while customizing the page
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After all the customization, click on “Save”
Step 2: Customize The Page
Now, you can customize the page for the privacy policy section.
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You can see the “Add New Section" to add necessary sections and elements
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Click on “Add New Section” and a window will pop up
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You can add your preferred elements from Section Library, Custom Section, etc
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After adding sections, simply drag-and-drop headings, text, images, hyperlinks, social media links, buttons, etc, in your privacy policy page.
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Then upload your already written privacy policy for your website on this page.
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You can duplicate any sections, elements, or cards and save them as Collection or Symbol for further use on other websites.
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After adding all sections and elements, Click on “Page Settings”
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You can include the page title, description, language, page meta, etc from this section
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Click on “Publish”
Step 3: Add The Privacy Policy Page To Your Website
Finally, it’s time to include the privacy policy section on your website where visitors can easily navigate the page. You can add the page in the header or footer of your website.
But footer is the best place for adding your privacy policy. So, we'll now show you how to do that.
To add Privacy Policy in the header or footer of your website:
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Select the section Footer menu
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Add a new “Element” to your preferred position.
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Select on “Link” from the list of available elements.
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Write the Link text “Privacy Policy”
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Select the Link Type “Page”
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Select the Page “Privacy Policy”
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You can customize the settings like opening the link on the same tab or another tab, setting the link as no follow, or including any icon.
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After adding the page on the website footer, click on “Publish”
FAQs
What is Privacy Policy?
The privacy policy is a statement/document that describes to the visitors how the website collects, uses, and safeguards their personal information.
It also mentions the legal compliance and third parties with whom the data may be shared to ensure transparency and build trust with website visitors.
Why It’s Important to Add a Privacy Policy to Your Website?
It’s important to add a proper privacy policy for your website for the following reasons:
1. Showcasing your commitment to user privacy
2. Empower users with control over their personal information protection
3. Minimizing legal risks and liabilities
4. Establishing clear guidelines for data retention and deletion
5. Safeguarding against data breaches and unauthorized access
6. Following industry best practices for privacy and security
7. Building a trusted reputation as a responsible organization
What Happens If I Don't Have a Privacy Policy?
You may risk legal and regulatory consequences if you don’t have a clear privacy policy for your website. It also shows a lack of transparency with your users.
This can lead to accusations of non-compliance with privacy regulations, possible fines or penalties, and loss of trust from your visitors.
Where Should I Place My Privacy Policy?
You should place your privacy policy in an easily accessible position on your website. The most common placement of privacy policy is in the footer of every page.
Or, you can place it in the navigation menu or as a link in the registration or checkout page where personal information is collected.
Which Type of Website Doesn't Need a Privacy Policy?
Websites that do not collect any personal information from visitors like static informational websites with no user account, forms, or analytics tracking, may not require a privacy policy.
However, it’s still recommended to add a privacy policy regardless of website type to establish trust with users.
See also - Static vs Dynamic Website
Final Words
The privacy policy of a website represents your integrity, accountability, and respect for your users' rights.
Here we've discussed the key elements, steps, and best practices for How to write a privacy policy for your website. Also, we've depicted the simple ways to add privacy policies to your website using Dorik.
Hopefully, now you can write a clear privacy policy for your website that not only demonstrates your commitment to protecting user privacy but also helps you establish a strong foundation for your online presence.
Don’t hesitate to ask any queries or share your opinion. Thanks for reading!
