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How to Build a Privacy Policy in 10 Minutes

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For small and mid-size businesses (SMBs), managing all the moving parts of your business can be overwhelming, making it easy for smaller tasks, like building a privacy policy, to be forgotten or overlooked. But with data privacy regulations in place, such as the European Union General Data Protection Regulation (GDPR) and California’s California Consumer Privacy Act (CCPA), skipping this task is not an option.  

Consumers have the right to know that your growing business is collecting and using their personal information, and with comprehensive privacy policy, you can ensure that your customers understand how you plan to use and secure their information to foster transparency and trust. 

Below are 3 easy steps to help your growing business quickly build and distribute your company’s privacy policies across your digital platforms, and how you can leverage OneTrust Pro Privacy Policy and Notice Management to meet privacy policy requirements. 

WHY YOUR SMB NEEDS A PRIVACY POLICY. 

Global data privacy and protection laws require transparency regarding data collection and security practicesmaking privacy policies necessary. In addition to evolving privacy laws and requirements, customers are growing more concerned about how their personal information is being collected, used, exposed, or shared without their knowledge. Business owners and their privacy and security teams need to ensure that they clearly communicate to customers the “what”, “why”, and “how” of your data collection processes in accordance with privacy laws. 

This is where your privacy policy comes in. 

A privacy policy serves as a notice to consumers explaining how your company collects, discloses, and manages an individual’s personal information, and contains: 

  • The specific type of personal information you’re collecting 
  • Your purpose(s) for collecting personal information 
  • Your methods of personal information collection 
  • Where you store personal information and how long you plan to store it 
  • How you secure stored information 
  • Who has access to that personal information
  • Instructions for how customers can contact you with questions and exercise their privacy rights 
  • Your company’s cookie policy and children’s privacy policy 

 Publishing a privacy policy on your website is not only a best practice but also required in many jurisdictions. Although global privacy laws and requirements differ per country, most have common features, such as outlining how personal data will be protected. As a small business, you may be required to add a privacy policy to your website if you are collecting and using personal data. With a privacy policy, you can meet legal requirements, in addition to building trust with your customers. However, without it, you can find yourself non-compliant and a dissatisfied customer could take action against you. 

STEP 1: LAY THE GROUNDWORK  

The first step in building your privacy policy is to outline the structure. While it may be tempting to copy and paste a privacy policy from another organization’s website, this is not a short-cut that you should consider. However, there are other ways to get your policy off the ground.  

Privacy and security compliance solutions like OneTrust Pro offer tools that help SMBs build policies with responsive design and multilingual capabilities to meet GDPR and CCPA requirements. With these tools and features, you can quickly build a robust and compliant privacy policy with the help of policy and notice templates, saving you time and manpower.  

Take the pressure off your privacy and security team to design and create policies by leveraging OneTrust Pro’s Privacy and Notice Management template gallery, rich editing, and formatting capabilities, and responsive designs to help eliminate the need for complex development work. 

STEP 2: TAILOR YOUR POLICY  

Now that you’ve got your policy’s foundation set, you’re ready to start fine-tuning your content. At this stage, you want to ensure that your privacy policy reflects your data collection processes, satisfies regulatory requirements, and eases your customers privacy and data security concerns. 

Start by tailoring your template to reflect how you address the areas listed above. Consider your available collection methods, data collection points, and the categories of personal information your business uses and for what purposes, in addition to any disclosures of personal information. Be as clear and detailed as possible to ensure your demonstrating transparency and compliance with applicable global privacy requirements. If your template is jargon-heavy or hard to read, try using plain language so your customers can easily understand it. It’s important that your policy is accurate, current, and satisfies your customers privacy concerns, so making these updates and adjustments to your template is necessary.

Check out these tips for writing an effective privacy policy for your growing business.

Additionally, if your growing businesses have a global customer base, you’ll face challenges adjusting your policy across multiple languages and privacy law requirements. With OneTrust Pro Privacy Policy and Notice Management, you can edit and scale your policy across 100+ languages with multilingual capabilities and centrally store each version in a single repository. 

STEP 3: UPLOAD TO YOUR WEBSITE

Once you’re ready to start using your privacy policy, the last step is to publish it. For SMBs, this task may seem like a huge undertaking, but with OneTrust Pro, this step is as simple as clicking “save” to activate your policy and create a code that you can add to your websites and mobile applications. With this code, you can automatically deploy your policies and notices across domains and streamline changes and updates across domains or apps via a tag manager or mobile SDK. 

POST POLICY: 12 -MONTH UPDATE

Once your privacy policy is published, you’re all set, right? Not quite.  

Your privacy policy isn’t a one-time project.  As you continue to grow and develop your business, it’s important for you to update your privacy policies regularly. Whenever you have a meaningful update or change to the way you handle personal information, your privacy policy needs to reflect that change. Under the CCPA, for example, businesses must update their policies at least once every 12 months and provide notice to consumers of those updates.    

Regularly reviewing and updating your policy serves as a best practice for maintaining the accuracy and transparency of your business’ data handling processes. OneTrust Pro Privacy Policy and Notice Management enable small and mid-size businesses to leverage role-based access controls and granular version controls to collaborate with stakeholders and manage updates. 

Building a privacy policy shouldn’t be a difficult task, especially for small and mid-size businesses. With these three steps and the help of OneTrust Pro Privacy Policy and Notice Management, you can create, upload, and distribute a clear and conspicuous privacy policy to ensure your customers receive consistent and accurate information about your company’s policies.  

Start building your privacy program today at onetrustpro.com/buy. 

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