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Write a privacy policy by first documenting what your organization actually does with personal information, then explain those practices in clear language and check the requirements that apply to your location, industry, and audience. A privacy policy is an operational disclosure—not a universal template or a promise that can be copied without checking it against real systems and processes.
How do I write a privacy policy?
Use this seven-step sequence. Before publishing, confirm which laws apply: requirements vary by jurisdiction, sector, audience, and data handling. The UK Information Commissioner’s Office (ICO) offers a useful inventory for small organizations, but its guidance page says it is under review following the Data (Use and Access) Act. Check the ICO’s current guidance and the law relevant to your organization.
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Map the personal data you handle
Start with an inventory, not boilerplate. For each process, record the data categories, where the information comes from, why you collect and use it, who can receive it, and how long you keep it before secure disposal. Include your organization’s contact details. Where the law requires it, identify the lawful basis for each use and any relevant legitimate interests; the ICO advises deciding the lawful basis before using personal data. The ICO’s small-organization guide can help structure this inventory.
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Explain practices by purpose
For each purpose, tell people what information is involved and how it is used. Describe significant collection by or disclosure to third parties, retention, and choices where applicable. Avoid vague statements such as “we may use your information to improve our services” if you cannot say what that means in practice. California Attorney General recommendations encourage disclosures about data practices beyond what is needed to complete a transaction or provide basic website or app functionality; those recommendations date from 2014 and should be treated as historical guidance, not a universal rule. California Attorney General guidance
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Describe applicable rights and how to exercise them
List only the rights that apply to your organization and explain how a person can make a request, including any steps they need to complete. California regulation provides a jurisdiction-specific example: covered businesses must explain applicable consumer rights and request methods, including verification processes. Do not copy a California rights list as though it applies everywhere. California Code of Regulations, Title 11, § 7011
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Make the policy easy to understand
Use plain language, short sections, and headings that describe the actual subject of each section. Organize information so readers can find collection, use, sharing, retention, choices, and rights without decoding legal jargon. Consider whether people who use your service—including children, if their information is involved—can understand the explanation. California Attorney General recommendations also support straightforward wording and readable or layered formats.
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Put it where readers can find it
Check the placement rules that apply to your organization and service. As one California-specific example, § 7011 requires covered businesses to make an online policy accessible through a conspicuous link containing the word “privacy” on the homepage or app landing or download page, subject to the regulation’s provisions. Other jurisdictions may set different placement or notice requirements.
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Check for special cases, especially services for children
If a service is directed to children and covered by the U.S. Children’s Online Privacy Protection Act (COPPA), its online notice has specified disclosure requirements and parental procedures. A required direct notice to parents must itself include key information; simply linking to the online policy is not a substitute. Coverage depends on the service and circumstances, so consult the FTC’s COPPA FAQs before deciding what applies.
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Verify the wording and keep it current
Ask the people responsible for relevant systems and processes to check every statement. Confirm that the policy describes actual collection, use, sharing, retention, and request handling—not an intended practice that has not been implemented. The FTC says companies must honor privacy promises made expressly or by implication. FTC Privacy and Security guidance Once published, record the last-updated date where required and review the policy when practices or applicable law change. California’s policy regulation calls for a last-updated date.
What should a privacy policy include?
Use your inventory to check that the policy addresses the topics relevant to your organization. The exact legal disclosures depend on applicable law; this is a drafting checklist, not a universal legal template.
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- Your organization’s name and contact details.
- Personal-data categories collected and, where relevant, their sources.
- The purpose of each use and any applicable lawful basis or relevant legitimate interests.
- Relevant recipients, including significant third-party collection or disclosure.
- Retention periods or an understandable explanation of how retention is determined, where required.
- Applicable rights, choices, and instructions for making requests.
- Special information for particular audiences or services, such as required disclosures for a COPPA-covered service.
- A last-updated date where required.
How do I write a privacy policy for my website?
Follow the same process as any other organization, but include the data practices tied to your website and connected services. That may involve information collected directly through forms as well as significant collection or disclosure by third parties. Describe only practices you have verified. Check whether your jurisdiction requires a separate notice at or before the point of collection: in California, the Department of Justice distinguishes a notice at collection from the broader privacy policy. A policy does not replace that separate notice where one is required. California Department of Justice, CCPA guidance (updated August 28, 2026)
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Do I need a privacy policy for my small business?
Whether a particular small business must publish a policy, and what it must say, depends on the laws and rules that apply to its activities, location, sector, and audience. The ICO’s small-organization guidance is a helpful starting point for identifying and explaining data practices, but the ICO says that guidance is under review following the Data (Use and Access) Act. For a specific business, verify current official guidance and requirements rather than assuming a generic policy or another organization’s wording is sufficient.
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What to check before publishing
- Every described practice matches what the relevant systems and teams actually do.
- Each purpose, data category, recipient, and retention statement is specific enough to be understood.
- Rights and request instructions reflect the laws that apply to your organization.
- Any required notice at collection is provided separately and at the required time.
- Readers can find and understand the policy, including people in any audience the service is designed to reach.
- You have a process to revisit the policy when practices or applicable requirements change.
A notice generator can help organize information, but it cannot establish your actual practices or guarantee legal compliance. Supply accurate details and review any generated wording before using it.
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