- The policy must reflect transparency and commitment to user privacy.
- Keep the policy updated with the effective date to accommodate any sudden changes in law, your business, or your protocols. Also, notify users of these updates.
- Make it easy for users to change, update or delete personal information.
- Instill strict internal security processes to guarantee that all personal information remains secure.
- Request minimum information from users to provide your services and abstain from installing deceitful tracking techniques.
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1. Information Collected
First and foremost, it is extremely important to tell your users exactly, and in detail, the kind of personal data that will be collected from them. Be as clear as possible to avoid misunderstandings.
Remember to stress how important this information is to you and how your platform makes sure it will remain protected.
2. Methods Used for Data Collection and Usage
List in detail how your online platform will collect personal data from users. This can include obvious methods such as contact forms, or certain hidden methods that are being used on the back end, such as the user’s location and IP address.
This is followed by informing users exactly how this collected data will be used – to notify about important updates and campaigns, for advertising purposes, to improve the content, to measure ads, etc.
3. Child Privacy (Under 13)
Even though your online platform might not be targeting children, you must include a section addressing child privacy. Under the regulations devised by COPPA, it might be illegal for your website to gather personal information from minors without a specific protocol.
If your business targets adults, only a simple statement is required to limit your liability if a child somehow gains access to your website.
4. Methods of Communicating with Users
Here you will guide users as to how and why you want to contact them – for daily notifications and marketing purposes, product updates, etc. also, make sure you list all the methods of communication you will use.
It is also recommended that you inform users how to opt-out of these communications. This will keep your business in line with anti-spam regulations, and users will also be thankful.
5. Methods of Communicating with You
Providing users a list of methods via which they can contact you with queries or concerns relating to their privacy adds another level of transparency. Assigning a particular email address and/or department to handle these concerns is ideal.
6. Business Transfers
Even if you don’t plan on selling your business, you should include a clause on business transfer to limit your accountability if it does happen. This will keep users aware of how their personal information will be transferred to new owners.
7. Resolving Disputes
8. Authority to Make Changes
Now that we’ve gone over the basic clauses for any online business, here are some sections customized more specifically depending on the service provided, the information collected from users, and how it is used.
1. Information about Cookies
It is possible that third-party software or plug-in within your website does employ cookies, so it is a good practice to create an individual and detailed cookies policy which:
- explains what cookies are
- identifies the type of cookies being by your online platform
- identifies the function of every cookie
2. Third-Party Access
Most websites use third-party affiliates to accomplish various services for them, such as advertising, managing analytics, shopping cart functions, etc. If your business does the same, you will need to add a clause on third-party access to information.
3. Data Retention
If your online platform permits users to create subscriptions or separate accounts, you will need to add a data retention clause. This lets users understand that even if they delete subscriptions and accounts, certain personal information will still be retained on your database.
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