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How to write your Privacy Policy Template
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Some countries, such as with Australia's Privacy Act, may require a posted Privacy Policy on the web site. Review our Australian Law web development contract clauses regarding compliance with the Privacy Act.
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1. Get IT/Software/Hardware Contract Pack or the single template that includes this business contract document.
We include this contract in editable Word format that can be customized using your office software.
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Use cases for this template
Aurora Threads Aligns Its Website and App Privacy Notices
The Challenge
As Aurora Threads launched a loyalty mobile app alongside its website, CEO Mia Park discovered fragmented data collection-cookies on the site, device IDs in the app, and newsletter signups, without a clear narrative to inform users or meet data protection laws, creating confusion for marketing partners and rising customer concerns about how usage data and contact information would be used.
The Solution
They adopted the provided privacy policy template as the core legal contract and tasked counsel with tailoring it, while using Proposal Kit to create supporting documents: a data inventory report, a transparency plan for direct marketing purposes, and a partner disclosure brief that explained third-party tools, lawful bases, and opt-out options; the automated line-item quoting feature helped estimate internal versus vendor tasks.
The Implementation
The team mapped every point where they collect personal information and collect data-sign-up forms, ad pixels, and app SDKs-then used Proposal Kit's AI Writer to draft a rollout memo, FAQ pages, and staff training guides that translated policy terms into plain language; document assembly pulled consistent definitions into all materials, and line-item quotes organized the budget for cookie banner updates and policy page redesign.
The Outcome
With a coherent website privacy agreement and accessible supporting materials, Aurora Threads reduced support tickets about data uses by 40%, earned faster approvals from ad partners, and saw higher newsletter opt-ins due to clearer explanations of benefits and controls, all while demonstrating accountability to regulators and stakeholders.
Helios Fitness Labs Builds Trust Around Sensitive Data
The Challenge
Helios Fitness Labs' wearable collected heart rate, location data, and performance metrics, and investors pressed for proof that users' personal data, some of which was considered personal data of a medical nature, was handled under appropriate security measures and a clear legal basis across the website and mobile device ecosystem.
The Solution
Legal shaped the policy text while operations used Proposal Kit to create supporting documents: a privacy impact assessment, a vendor due diligence report detailing other third parties, and a user communications brief that explained how the business collects and uses information, retention timelines, and rights requests; line-item quoting outlined costs for anonymization tools, staff training, and policy page updates.
The Implementation
Using Proposal Kit's templates, the team documented data flows, identified risks, and drafted scripts for communicating orally with service users who preferred phone support; the AI Writer produced summaries for the board and an implementation plan for phased changes, and document assembly ensured the website name, contact details, and effective date matched across all artifacts.
The Outcome
Helios launched a transparent website's privacy policy with clear categories, opt-out choices, and contact channels, improving trial-to-paid conversions by easing privacy concerns and enabling quicker onboarding of business partners who needed assurance of compliance before integrations.
SilverLark Education Streamlines Parent Notices and School Agreements
The Challenge
EdTech startup SilverLark Education served K-12 schools, where a parent must consent to certain data collection, and administrators demanded clarity on what data may be collected in the classroom app, how long records are stored, and how such requests from guardians would be handled without disrupting the school calendar.
The Solution
Counsel customized the template into a legally binding policy while the operations team used Proposal Kit to develop a parent communications kit, a data retention schedule, and a district-facing briefing that outlined user rights and legal requirements; automated line-item quoting helped budget rollouts by campus and by feature set.
The Implementation
SilverLark cataloged forms and transactions that collect data, used the AI Writer to draft easy-to-read guides answering common questions, and assembled consistent disclosures across web, app, and print handouts; the project plan scheduled updates during low-time spent periods to minimize classroom impact and included a method to verify identities for access and deletion requests.
The Outcome
Parents, teachers, and IT leads gained a clear, consistent understanding of the policy and its safeguards, resulting in faster school approvals, fewer support escalations, and smoother launches in new districts, with Proposal Kit's supporting documents providing the connective tissue that made compliance practical.
Abstract
This sample privacy policy template gives a website owner a user-friendly starting point for a business's privacy policy. It explains how the website collects personal information by electronic or other means. Two collection paths appear: information users voluntarily submit (for newsletters, message boards, polls, and surveys) and data collected automatically (usage data such as domain, browser version, search terms, and cookies).
Cookies are small files that the browser sends and stores to recognize user activity and improve display and performance, and some interactive features may require them. The site collects personal data like email addresses, usernames, and passwords for account functions and communications.
The policy's uses of data are limited to the purposes set, such as sending marketing emails/newsletters, facilitating forums, and producing aggregate reports for advertisers. It states that the website does not sell personal information and will disclose data only when required by law or to protect public safety. Users may opt out of newsletters, and changes to this privacy notice are posted on the privacy policy page to build transparency.
Security measures include secure networks, firewalls, and password protections. Because absolute security cannot be guaranteed, the organization should apply commercially acceptable means for electronic storage and physical safeguards and clarify retention period, deletion procedures, and confidentiality practices.
In many countries, data privacy laws such as the General Data Protection Regulation, the California Consumer Privacy Act, and the California Privacy Rights Act require additional details. If such law applies, the website owner (as data controller or service provider, as relevant) should explain the legal bases for data processing activities-obtain consent, legitimate interests pursued, legal obligation, pre-contractual obligations thereof, public interest, or official authority-and inform users of their rights to request access, data portability in a machine readable format, object, or delete certain personally identifiable information. If collecting sensitive personal information (for example, medical data subject to the Health Insurance Portability and Accountability Act), employment history, phone numbers, or location data, include categories, specific purposes, and criteria for retention. Also disclose relationships with business partners, third-party services, any new third party, transfer data to other parties, and opt-out rights for targeted advertising.
Use cases include a community forum site, a consumer research portal running polls, or a mobile app with newsletter signups. Proposal Kit helps organizations produce a professional privacy policy and other legal documents using document assembly, automated line-item quoting, an AI Writer for supporting documents, and an extensive template library to streamline custom privacy agreements and keep important details consistent.
Beyond the basics, this generic privacy policy template helps a website name clarify how it processes personal data for specific purposes. It distinguishes between collecting information users provide and data collected automatically from a browser or mobile device, and explains how the business collects, stores, and uses the information. Best practice is to outline, in plain language, the following categories considered personal data: identifying information, contact information such as a postal address and phone, account credentials, usage data, and cookies. If the organization collects sensitive information such as marital status, medical history, or other information from mobile apps, the website's privacy policy should include a description of collection use, the legal basis, and any statutory or contractual requirement to provide users' personal data.
Privacy policy requirements in many privacy regulations expect an effective date, a privacy policy link that is accessible, and detailed information about data collection, disclosure to other third parties, and retention. Where particular laws apply, state whether data may be used for direct marketing purposes, commercial purposes, or to facilitate transactions, and whether selling data for valuable consideration does not occur. If the organization relies on legitimate interests or must comply with legal requirements, note the specific legal basis (legal obligation, contract, public interest, official authority vested).
If no automated decision-making exists, say so. Explain how service users can exercise their rights, request access, verify identity, obtain additional information, or object, and how the organization will respond to such requests. Include information on appropriate security measures, where records are stored, risks and safeguards, and how to notify visitors of changes. Summaries that reflect the last 12 months of activity are common in privacy policy examples and guidelines.
We strongly advise a clear summary that identifies parties involved, tools and technology used, different types of forms, and the method to contact a responsible legal person or legal team. A simple privacy policy can be a good template; however, many organizations need a custom privacy policy tailored to their own privacy practices, specific needs, location, and the extent of processing personal data to achieve accuracy and control.
Proposal Kit can streamline this task. Its template library, document assembly tools, AI Writer for supporting documents, and automated line-item quoting help teams manage a new privacy policy or privacy agreement, include information that matches the full text of the policy, and keep the provision and notice language consistent while remaining user-friendly.
Expanding on the practical impact for businesses, the policy should outline the following reasons the organization may collect personal information and data: account registration, newsletter delivery, security, analytics, improving content, measuring time spent on pages, and answering support requests. The following information is commonly gathered to identify and communicate with service users: email, username, device details, and usage metrics in connection with cookies. State how you use the information and the benefits for users, while noting factors that may affect accuracy, performance, and risk. Describe which topics are optional versus a contractual requirement, and make clear that certain disclosures may be legally required.
Under data protection laws, the website's own privacy policy can become a legally binding promise. To respect fundamental rights, give a clear legal basis for processing and explain how users can communicate concerns and submit requests in writing or, where permitted by particular laws, by communicating orally. Note how you will verify identity, respond within set time frames, and whether results rely on information located in internal logs or other places.
If the site serves children, confirm when a parent must provide consent. Clarify that the company does not guarantee outcomes beyond what laws permit and that processing is carried out legally.
Operationally, include where records are stored, how to contact the organization, and how to fill out forms to exercise rights. Identify any relation to other things, like terms of use, and whether new types of processing will be announced before they begin. Explain how the company will communicate changes that could affect users and what methods will be used to notify them. These details are crucial to help visitors understand the policy and to reflect business practices accurately.
How do you write a Privacy Policy Template document? - The Narrative
This policy is intended to be used as a starting privacy policy template for online use. Edit as needed for each specific web site and integrate the text into the web site HTML code and reformat as needed.
COMMITMENT TO YOUR PRIVACY
This site is owned and operated by Company Name. Your privacy on the Internet is of the utmost importance to us. At Company Name, we want to make your experience online satisfying and safe. Because we gather certain types of information about our users, we feel you should fully understand the terms and conditions surrounding the capture and use of that information.
This privacy statement discloses what information we gather and how we use it. Definition of the Information Company Name gathers and keeps track of.
Company Name gathers two types of information about users:
Information that users provide through optional, voluntary submissions.
These are voluntary submissions to receive our electronic newsletters, to participate in our message boards or forums, to email a friend, and from participation in polls and surveys:
Information Company Name gathers through aggregated tracking information derived mainly by tallying page views throughout our sites. This information allows us to better tailor our content to readers' needs and to help our advertisers and sponsors better understand the demographics of our audience. Because Company Name derives its revenue mainly from sponsorships and advertising, providing such aggregated demographic data is essential to keeping our service free to users.
Under no circumstances does Company Name divulge any information about an individual user to a third party.
Company Name Gathers User Information In The Following Processes:
Optional Voluntary Information
We offer the following free services, which require some type of voluntary submission of personal information by users:
Electronic Newsletters (Dispatches)
We will offer a free electronic newsletter to users. Company Name gathers the email addresses of users who voluntarily subscribe. Users may remove themselves from this mailing list by following the link provided in every newsletter that points users to the subscription management page. Users can also subscribe to the newsletters at the time of registration.
Message Boards/Forums
Users of the site's Message Boards and Forums must register separately for these services (both are free of charge) in order to post messages, although they needn't register to visit the site. During registration the user is required to supply a username, password, and email address. "Email this to a friend" Service. Our site users can choose to electronically forward a link, page, or documents to someone else by clicking "email this to a friend".
The user must provide their email address, as well as that of the recipient. This information is used only in the case of transmission errors and, of course, to let the recipient know who sent the email. The information is not used for any other purpose.
Polling
We may offer interactive polls to users so they can easily share their opinions with other users and see what our audience thinks about important issues. Opinions or other responses to polls are aggregated and are not identifiable to any particular user. Company Name may use a system to "tag" users after they have voted, so they can vote only once on a particular question. This tag is not correlated with information about individual users.
Surveys
Company Name may occasionally conduct user surveys to better target our content to our audience. We sometimes share the aggregated demographic information in these surveys with our sponsors, advertisers and partners. We never share any of this information about specific individuals with any third party.
Consistent with the Federal Children's Online Privacy Protection Act of 1998 (COPPA), we will never knowingly request personally identifiable information from anyone under the age of 13 without requesting parental consent.
USAGE TRACKING
Company Name tracks user traffic patterns throughout all of our sites. However, we do not correlate this information with data about individual users. Company Name does break down overall usage statistics according to a user's domain name, browser type, and MIME type by reading this information from the browser string (information contained in every user's browser). Company Name sometimes tracks and catalogs the search terms that users enter in our Search function, but this tracking is never associated with individual users.
We use tracking information to determine which areas of our sites users like and don't like based on traffic to those areas. We do not track what individual users read, but rather how well each page performs overall. This helps us continue to build a better service for you.
We may place a text file called a "cookie" in the browser files of your computer. The cookie itself does not contain Personal Information although it will enable us to relate your use of this site to information that you have specifically and knowingly provided. But the only personal information a cookie can contain is information you supply yourself. A cookie can't read data off your hard disk or read cookie files created by other sites.
Company Name uses cookies to track user traffic patterns (as described above). Our advertising system delivers a one-time cookie to better track ad impressions and click rates. You can refuse cookies by turning them off in your browser.
If you've set your browser to warn you before accepting cookies, you will receive the warning message with each cookie. You do not need to have cookies turned on to use this site. However, you do need cookies to participate actively in message boards, forums, polling and surveys.
USE OF INFORMATION
Company Name uses any information voluntarily given by our users to enhance their experience in our network of sites, whether to provide interactive or personalized elements on the sites or to better prepare future content based on the interests of our users. As stated above, we use information that users voluntarily provide in order to send out electronic newsletters and to enable users to participate in polls, surveys, message boards, and forums. We send out newsletters to subscribers on a regular schedule (depending on the newsletter), and occasionally send out special editions when we think subscribers might be particularly interested in something we are doing.
Company Name never shares newsletter mailing lists with any third parties, including advertisers, sponsors or partners. When we use tracking information to determine which areas of our sites users like and don't like based on traffic to those areas. We do not track what individual users read, but rather how well each page performs overall. This helps us continue to build a better service for you.
We track search terms entered in Search function as one of many measures of what interests our users. But we don't track which terms a particular user enters. Company Name creates aggregate reports on user demographics and traffic patterns for advertisers, sponsors and partners. This allows our advertisers to advertise more effectively, and allows our users to receive advertisements that are pertinent to their needs.
Because we don't track the usage patterns of individual users, an advertiser or sponsor will never know that a specific user clicked their ad. We will not disclose any information about any individual user except to comply with applicable law or valid legal process or to protect the personal safety of our users or the public.
SHARING OF THE INFORMATION
Company Name uses the above-described information to tailor our content to suit your needs and help our advertisers better understand our audience's demographics. This is essential to keeping our service free. We will not share information about individual users with any third party, except to comply with applicable law or valid legal process or to protect the personal safety of our users or the public.
Company Name operates secure data networks protected by industry standard firewall and password protection systems. Our security and privacy policies are periodically reviewed and enhanced as necessary and only authorized individuals have access to the information provided by our customers.
OPT-OUT POLICY
We give users options wherever necessary and practical.
Such choices include:
Opting not to register to receive our electronic newsletters. Opting not to participate in certain interactive areas, which completely alleviates the need to gather any personally identifiable information from our users.
YOUR CONSENT
By using this site, you consent to the collection and use of this information by Company Name. If we decide to change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it, and under what circumstances we disclose it.
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Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
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Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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