Privacy policies are essential for any business. They protect your company and customers by regulating how you use their information. But what should you put in a privacy policy?
Privacy policies can maximise the benefits of customer data for businesses and protect customers from any potential harm.
They set out the rules for what organisations can do with personal data and how they must protect it.
Here are five things to keep in mind when creating yours:
1) Determine if You Need One
There needs to be more than a privacy policy; it must be appropriate for your business.
If you’re an online retailer using cookies for analytics, create one! If not, then no need to worry about this step.
Businesses like Google, Facebook and Twitter that use customer data for targeted advertising need a privacy policy. This is because they are required by law to do so.
2) Define Your Boundaries
Decide which aspects of personal information you will collect from customers and why (e.g., name and email address so we can send them emails). Also, list how you will use this data (e.g., to send them our newsletter).
Be clear about what you will and won’t do with this data.
For example, if you sell products online, you may want to collect customers’ addresses and phone numbers, but you don’t need to share this information with other organisations.
3) Get Consent
Your privacy policy must include a way for customers to consent to your terms. This can be done by having an opt-in or opt-out checkbox on your website or asking customers to agree to your policy when they sign up for your services.
Ensure customers know they agree to your policy and what they consent to.
Also, remember that you may need to get consent from customers again if you decide to change your policy.
4) State What You Will Do With the Data
In addition to stating how to use personal data, you must inform customers of your data retention policies. This is how long you will keep their information and why.
Ensure you are upfront about this information and that it meets any legal requirements in your area. For example, the General Data Protection Regulation (GDPR) states that businesses must delete customer data upon request.
5) Protect Your Customers
Your privacy policy should outline the measures you take to protect customer data. This includes using secure servers, encrypting personal information and requiring passwords for access.
You don’t have to go outlandish with this part, but it is necessary to let customers know their information is safe. Also, remember that you should regularly check your policy to ensure it’s accurate and up-to-date.
If you are ever under investigation for a security breach or have customer data stolen, then being prepared will help minimise the damage.
Remember that your privacy policy needs to be written for your customers, not just legal authorities or employees. Avoid industry jargon and write it like you’re talking directly to someone reading it for the first time.
The more clear and concise you make it, the easier it will be for potential customers to understand what they can expect from your company regarding their personal information.