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[av_heading heading=’Privacy Policy Guide’ tag=’h1′ style=’blockquote modern-quote’ size=” subheading_active=” subheading_size=’15’ margin=” margin_sync=’true’ padding=’10’ color=’custom-color-heading’ custom_font=’#ffffff’ av-medium-font-size-title=” av-small-font-size-title=” av-mini-font-size-title=” av-medium-font-size=” av-small-font-size=” av-mini-font-size=” av_uid=’av-jhkn6m9y’ admin_preview_bg=”][/av_heading]
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This text template will help you to create your web site’s privacy policy.
We have suggested the sections you will need. Under each section heading, you will find a short summary of what information you should provide, which will help you to get started. Some sections include suggested policy content, others will have to be completed or deleted by you.
This is a guide, not a copy-and-paste template as there is no such solution that fits all. It is your responsibility to write a comprehensive privacy policy and to keep your policy current and accurate as much as you can.
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You can copy the text below or download pdf here.
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Basic privacy policy outline
Let’s start with the minimum legal requirements for a privacy policy. These are the most basic elements that a privacy policy should have:
- 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? (e.g analytics, marketing, necessary for your service, etc.)
- Which third parties will have access to the information?
- What rights do users have? This is GDPR mandatory that users can request to see the data you have on them, correct and erase erase their data.
- Description of process for notifying users and visitors of changes or updates to the privacy policy.
- Effective date of the privacy policy
Who we are
In this section, you should note your site URL, as well as the name of the company, organisation, or individual behind it, and some accurate contact information.
The amount of information you may be required to show will vary depending on your local or national business regulations. You may, for example, be required to display a physical address, a registered address, or your company registration number.
Suggested text: Our website address is: http://frameworkdigital.co.uk.
What personal data we collect and why we collect it
In this section, you should note what personal data you collect from users and site visitors. This may include personal data, such as name, email address, personal account preferences; transactional data, such as purchase information; and technical data, such as information about cookies.
You should also note any collection and retention of sensitive personal data, such as data concerning health.
In addition to listing what personal data you collect, you need to note why you collect it. These explanations must note either the legal basis for your data collection and retention or the active consent the user has given.
Personal data is not just created by a user’s interactions with your site. Personal data is also generated from technical processes such as contact forms, comments, cookies, analytics, and third-party embeds.
By default, Website does not collect any personal data about visitors, and only collects the data shown on the User Profile screen from registered users. However, some of your plugins may collect personal data. You should add the relevant information below.
Contact forms
Most websites do include a contact form. If you use a contact form, use this subsection to note what personal data is captured when someone submits a contact form, and how long you keep it. For example, you may note that you keep contact form submissions for a certain period for customer service purposes, but you do not use the information submitted through them for marketing purposes.
Cookies
In this section, you should list the cookies your web site uses, including those set by your plugins, social media, and analytics. We have provided the cookies which Website installs by default.
Suggested text: If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
Embedded content from other websites
Suggested text: Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
In this section, you should note what analytics package you use, how users can opt out of analytics tracking, and a link to your analytics provider’s privacy policy, if any.
By default, Website does not collect any analytics data. However, many web hosting accounts collect some anonymous analytics data. You may also have installed a website analytics that provides analytics services. In that case, add information it here.
Who we share your data with
In this section, you should name and list all third-party providers with whom you share site data, including partners, cloud-based services, payment processors, and third party service providers, and note what data you share with them and why. Link to their own privacy policies if possible.
How long we retain your data
In this section, you should explain how long you retain personal data collected or processed by the website. While it is your responsibility to come up with the schedule of how long you keep each dataset for and why you keep it, that information does need to be listed here. For example, you may want to say that you keep contact form entries for six months, analytics records for a year, and customer purchase records for ten years.
What rights you have over your data
In this section, you should explain what rights your users have over their data and how they can invoke those rights.
Suggested text: If you have an account on this site or you are simply our customer you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
In this section, you should list all transfers of your site data outside the European Union and describe the means by which that data is safeguarded to European data protection standards. This could include your web hosting, cloud storage, or other third party services.
European data protection law requires data about European residents which is transferred outside the European Union to be safeguarded to the same standards as if the data was in Europe. So in addition to listing where data goes, you should describe how you ensure that these standards are met either by yourself or by your third-party providers.
Your contact information
In this section, you should provide a contact method for privacy-specific concerns. If you are required to have a Data Protection Officer, list their name and full contact details here as well.
Additional information
If you use your site for commercial purposes and you engage in complex collection or processing of personal data, you should note the following information in your privacy policy in addition to the information we have already discussed.
How we protect your data
In this section, you should explain what measures you have taken to protect your users’ data. This could include technical measures such as encryption; security measures such as two-factor authentication; and measures such as staff training in data protection. If you have carried out a Privacy Impact Assessment, you can mention it here too.
What data breach procedures we have in place
In this section, you should explain what procedures you have in place to deal with data breaches, either potential or real, such as internal reporting systems, contact mechanisms, or bug bounties.
What third parties we receive data from
If your website receives data about users from third parties, including advertisers, this information must be included in the section of your privacy policy dealing with third-party data.
What automated decision making and/or profiling we do with user data
If your website provides a service which includes automated decision making – for example, allowing customers to apply for credit, or aggregating their data into an advertising profile – you must note that this is taking place, and include information about how that information is used, what decisions are made with that aggregated data, and what rights users have over decisions made without human intervention.
Industry regulatory disclosure requirements
If you are a member of a regulated industry, or if you are subject to additional privacy laws, you may be required to disclose that information here.
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Keeping a website updated does require a time commitment. Our pre-paid 8 hour support package can help. It gives you the reassurance that any issues and requirements will be efficiently handled.
We’ll keep a record of time spent on support requests, which you will have access to and we’ll give you the option to extend the package when the time has been used up.
Call 01296 320820
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