A Privacy Policy is a declaration or a legal document outlining the methods by which a company or website gathers, manages, and processes the data belonging to its customers and visitors. It explicitly specifies whether this personal information is maintained in confidence or disclosed to, or traded with, third parties.

Personal information can include the following:

It is a legal requirement and third-party requirement for your business website to display your Privacy Policy if it deals with customer information. Any website, web application, mobile app, or desktop app that collects user data should post a Privacy Policy on its website or provide in-app access to it.

U.S. - The California Online Privacy Protection Act's (CalOPPA), goal is to protect "personally identifiable information." While it is a California law, nearly all websites gathering personal data online need to adhere to CalOPPA due to the likelihood that the site(s) might be accessed by a California resident. The law imposes various obligations, including a prominently displayed and easily comprehensible Privacy Policy.

Canada - PIPEDA, the Personal Information Protection and Electronics Documents Act, necessitates a company to have a privacy policy in simple language and be accessible for any inquiries.

Australia - The Privacy Act of 1988 mandates Australian companies to provide a privacy policy, regulating the handling of personal information, from collection to disclosure.

Some widely used third-party services require website owners to display Privacy Policy agreements on their websites.

The following is Twilio's (Enrollsy's third-party provider for SMS text messaging) policy on Privacy Policies. "Message Sender" refers to your company and "Consumer" refers to your customers.

5.2.1 Maintain and Conspicuously Display a Clear, Easy-to-Understand Privacy Policy Message Senders should maintain and conspicuously display a privacy policy that is easily accessed by the Consumer (e.g., through clearly labeled links) and that clearly describes how the Message Sender may collect, use, and share information from Consumers. All applicable privacy policies should be referenced in and accessible from the initial call-to-action. Message Senders also should Messaging Principles and Best Practices 2019 16 ensure that their privacy policy is consistent with applicable privacy law and that their treatment of information is consistent with their privacy policy.

A clear Privacy Policy, explaining how information is collected and used, builds confidence. When users fully understand how their personal data will be handled, they feel more secure. It is important to inform users about how personal information is handled on your website or app, including why data is collected and how long it is stored.

Even if your platform does not collect personal information, a Privacy Policy should mention this. Users expect to find one, and not having one might lead them to assume extensive undisclosed data collection.

It's essential to consult with your attorney to ensure that all legal requirements are met and that the policy is specific to your business's practices. You can also use a free service like RocketLawyer to help you generate a policy.

Businesses might need to tailor their privacy terms based on the industry when drafting a privacy policy. While we can't provide you with a privacy policy for your company, here are some general outlines for a privacy policy.

The outline below provides a foundation, but your attorney will help ensure that the policy is comprehensive and compliant with relevant laws, such as the Children's Online Privacy Protection Act (COPPA) and any state-specific regulations.

Introduction
Briefly describe the purpose of the policy and its importance in protecting personal information.
​

Information Collection
Detail the types of personal information collected (e.g., student's names, birthdates, medical information, parent/guardian contact details).
Explain how this information is collected (e.g., enrollment forms, website interactions).
​

Use of Information
Describe how the collected information is used (e.g., for child care services, classes, emergency contact, billing).
​

Information Sharing and Disclosure
Specify circumstances under which information may be shared (e.g., with staff, and government agencies for compliance). Assure that information is not sold or shared with third parties for marketing.
​

Data Security
Outline the measures taken to protect personal information (e.g., secure storage, restricted access).
​

Access to Information
Explain how parents/guardians can access or update their child's personal information, or how students can access or update their personal information.
​

Policy Changes
State that the policy may be updated and how changes will be communicated.
​

Contact Information
Provide a way for parents/guardians or adult students to contact you with questions or concerns about privacy.
​

Compliance Statement
Affirm adherence to applicable privacy laws and regulations.