Privacy Policy

This Packet Includes:

1. General Information

2. Checklist for Implementing

3. Step-by-Step Instructions

4. Privacy Policy Template

Checklist

Privacy Policy

 This package contains: (1) General Instructions; (2) Checklist for Implementation; (3) Step-by-Step Instructions and (4) the Privacy Policy Template.

 Review the Policy & Your Internal Procedures – this form is only a starting point for your privacy policy. Your website is unique as are your internal policies/procedures for ensuring your users/customers/members privacy. Your Privacy Policy should reflect the protections that you actually have in place. If your policy promises that a user’s private information will not be transferred or sold to any 3^rd party, you cannot transfer this information to a 3^rd party. If the policy does not match your procedures, change the policies so that it does.

 Train Your Staff – It is not unusual for a company to have the best intentions regarding the implementation and adherence to a Privacy Policy, only to have an uninformed or unmotivated employee disregard the policy, thereby putting the company at risk. Every employee and contractor for the company should be instructed on the do’s and don’t. New employees should be instructed on how to treat private information before starting their job.

 Privacy Manager – Inevitably questions will arise with regard to your policy. Because of the complex nature of these types of issues, it is best to have questions funneled to ideally one individual. In this way, the interpretation will remain consistent and precedents can be maintained.

 Highly Regulated Industries and Businesses – This Privacy Policy template is meant to be a starting point for most business; however certain industries are subject to much more strict privacy requirements. These industries include financial institutions, health care companies and companies that collect information from children. If your website participates in any of these business, do not use this template.

General Information

Privacy Policy

A Privacy Policy is a declaration to a website’s users regarding how it will protect, use and distribute the user’s personal information collected by the site. Protection of one’s identity, personal information, and the integrity of your personal computer are all issues that are paramount in a user’s mind. The privacy policy forms the relationship between the website and the user. A poorly written privacy policy or even worse, none at all, can result in users abandoning your site early, refusing to register or avoiding purchases. Privacy policies are an essential element in creating your website and creating trust with your users.

The internet has grown from a curiosity to a useful and relied upon communications tool. Depending on someone’s experience with the internet, they may be under the mistaken assumption that they have a certain degree of privacy. However this is not the case. There are many ways that information about the internet user and their activities can be collected and analyzed without their consent. Everything from website usage, to email and social media put the user’s information out in cyberspace for the world to see. Therefore, it is essential to provide some degree of comfort to the user that the information that they provide on a website will be kept private by the website. A savvy web user will be looking out for a solid privacy policy before they do business on a site, especially where they are entering personal data such as addresses and credit card information.

The privacy policy, usually found at the bottom of a web page, should alert the user how information is shared and if it is sold. It should also outline the rights of the user. It is important for the website to honor and take the policy seriously. If the policy is not adhered to a disgruntled customer could report the site to the Federal Trade Commission.

Not only will it provide you comfort, knowing that you have taken the necessary steps to protect your website, and by extension, your business, it will also give comfort to the users of your website.

DISCLAIMER:

FindLegalForms, Inc. (“FLF”) is not a law firm and does not provide legal advice.  The use of these materials is not a substitute for legal advice. Only an attorney can provide legal advice.  An attorney should be consulted for all serious legal matters.  No Attorney-Client relationship is created by use of these materials.  

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Step-by-Step Instructions

Privacy Policy

Introduction.  Fill in the company name. This privacy policy is created to cover the company’s website only. By using the site, the web user consents to the use of this policy.

Information Collected. There are two types of information that a site has access to from the user; information that is voluntarily provided by the user, and information that can be derived through various tracking mechanisms just by virtue of the user entering the site. Under Voluntary Registration Information, add any additional information that may be requested from the user during the time of registration (include this provision if your site requires registration). Under Voluntary Information for Services, review the list of services that the site offers that will require the user to enter information (such as making purchases, consent to receive email, etc.).

Cookies.  Cookies are small bits of information sent by a web server that is stored on a web browser. This information can be read later and is a method of tracking information. In this section, you will choose which provision applies to your site depending on whether or not you use cookies. Choose Alternative 1 if your site does not use cookies. Enter the company name where indicated. Choose Alternative 2 if your site uses cookies. Use Alternative 3 if your site is linked to other sites that may use cookies.

2. Referrals.  Enter the company name where indicated.

3. How We Use Information. This provision sets forth how the information is used by the website. The information is used only for the purposes it was originally given, and will not be disclosed to third parties, other than suppliers and third parties that need to know in order to provide services. The provision allows for the website to track and analyze the information, and share it with parent companies and subsidiaries. Enter the website name where indicated.

The website is not liable for information that is submitted into chat rooms and forums.

4. We Protect Information. Website takes responsibility in assuring that the information will be kept secure to the best of their ability.

5. Third Party Advertising. This provision is only applicable if the website has third party advertising on their site. It notifies the user that third party advertisers could set cookies. The website does not have control this.

6. Accessing and Updating Your Personal Information and Preferences. (This Section and Section 7 below should be used by websites that have user accounts. If you do not, you will use the second Section 6 & 7 highlighted in grey below). This provision informs the user that their personal information can be updated or corrected, and the user has the option to remove their information if they choose.

7. Email Choice/Opt-out. The user can opt out of receiving emails or notifications.

OR 6. Accessing and Updating Your Personal Information and Preferences. Chose this section if you do not use user accounts.

7. Email Choice/Opt-out. This provision allows the user to choose not to receive email communications and invitations.

8. Children’s Privacy and Parental Controls. This provision states that you must be over the age of 18 to use the site. It informs the user that there are parental controls available.

9. Disclaimer to Security. This provision informs the user that by consenting the terms and conditions of the site they acknowledge that no data on the Internet is completely secure and they proceed at their own risk.

10. Notification of Changes.  Fill in the name of the website. The website reserves the right to change the Privacy Policy at their discretion.

11. Contact Information.  Enter the contact information for the website (name and address). It is a good idea to post the policy on the lower portion of the home page of you website. It should be placed in a prominent area that is easily visible by the user.