Provide the name and contact details of the data controller. This will typically be your business or you if you are a sole trader. Where applicable, you should include the identity and contact details of the controller’s representative and/or the data protection officer.
Specify the types of personal information you collect, eg names, addresses, user names, etc. You should include specific details on:
how you collect data (eg when a user registers, purchases, or uses your services, completes a contact form, signs up for a newsletter, etc)
what specific data do you collect through each of the data collection methods
if you collect data from third parties, you must specify categories of data and source
if you process sensitive personal data or financial information, how do you handle this
You may want to provide the user with relevant definitions in relation to personal data and sensitive personal data.
Describe in detail all the service- and business-related purposes for which you will process data. For example, this may include things like:
personalization of content, business information, or user experience
account set up and administration
delivering marketing and events communication
carrying out polls and surveys
internal research and development purposes
providing goods and services
legal obligations (eg prevention of fraud)
meeting internal audit requirements
Please note this list is not exhaustive. You will need to record all purposes for which you process personal data.
Describe the relevant processing conditions contained within the GDPR. There are six possible legal grounds:
Provide detailed information on all grounds that apply to your processing, and why. If you rely on consent, explain how individuals can withdraw and manage their consent. If you rely on legitimate interests, explain clearly what these are.
If you’re processing special category personal data, you will have to satisfy at least one of the six processing conditions, as well as additional requirements for processing under the GDPR. Provide information on all additional grounds that apply.
Explain that you will treat personal data confidentially and describe the circumstances when you might disclose or share it. Eg, when necessary to provide your services or conduct your business operations, as outlined in your purposes for processing. You should provide information on:
how you will share the data
what safeguards you will have in place
what parties you may share the data with and why
If you transfer data outside the European Economic Area, outline the measures you will put in place to provide an appropriate level of data privacy protection. Eg contractual clauses, data transfer agreements, etc.
Describe your approach to data security and the technologies and procedures you use to protect personal information. For example, these may be measures:
to protect data against accidental loss
to prevent unauthorized access, use, destruction, or disclosure
to ensure business continuity and disaster recovery
to restrict access to personal information
to conduct privacy impact assessments in accordance with the law and your business policies
to train staff and contractors on data security
to manage third-party risks, through the use of contracts and security reviews
Please note this list is not exhaustive. You should record all mechanisms you rely on to protect personal data. You should also state if your organization adheres to certain accepted standards or regulatory requirements.
Provide specific information on the length of time you will keep the information in relation to each processing purpose. The GDPR requires you to retain data for no longer than reasonably necessary. Include details of your data or records retention schedules or link to additional resources where these are published.
If you cannot state a specific period, you need to set out the criteria you will apply to determine how long to keep the data (eg local laws, contractual obligations, etc)
You should also outline how you securely dispose of data after you no longer need it.
Under the GDPR, you must respect the right of data subjects to access and control their personal data. In your privacy notice, you must outline their rights in respect of:
access to personal information
correction and deletion
withdrawal of consent (if processing data on the condition of consent)
restriction of processing and objection
lodging a complaint with the Information Commissioner’s Office
You should explain how individuals can exercise their rights, and how you plan to respond to subject data requests. State if any relevant exemptions may apply and set out any identity verification procedures you may rely on.
Include details of the circumstances where data subject rights may be limited, eg if fulfilling the data subject request may expose personal data about another person, or if you’re asked to delete data that you are required to keep by law.
Explain how data subjects can get in touch if they have questions or concerns about your privacy practices, or their personal information, or if they wish to file a complaint. Describe all ways in which they can contact you – eg online, by email, or by postal mail.
If applicable, you may also include information on:
Linking to other websites / third-party content
If you link to external sites and resources from your website, be specific on whether this constitutes an endorsement, and if you take any responsibility for the content (or information contained within) of any linked website.