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A privacy policy is a statement on your website that explains how you collect, use, store, and share personal data from your visitors. It covers everything from which information you gather (e.g., names, emails, IP addresses) to how long you retain it and with whom you may share it.
Yes. Almost every site or app that collects any personal data—whether through contact forms, cookies, analytics, or e-commerce—must publish a privacy policy to comply with laws like the GDPR, CCPA, and various state privacy acts coming into effect in 2025.
At minimum, your privacy policy should describe:
Data collected: Types of personal information (e.g., name, email, location).
Purpose: Why you collect the data (e.g., analytics, marketing, service delivery).
Legal basis (GDPR): Consent, contract performance, legitimate interest, etc.
Third-party sharing: Any partners or services (e.g., payment processors, analytics).
Data subject rights: How users can access, correct, or delete their data.
Retention period: How long personal data is stored before deletion.
Contact information: Whom to contact with privacy questions or requests.
Data mapping: Audit your site to identify every point of data collection—forms, cookies, APIs.
Draft clear language: Use plain, user-friendly terms to explain your practices.
Reference regulations: Cite applicable laws (GDPR, CCPA, CPRA, etc.) and how you comply.
Review & update: Regularly revise as your data practices or applicable laws change (at least annually).
Publish & notify: Display prominently (footer link) and notify users of material changes.
GDPR (EU): Requires a lawful basis for processing (consent, contract, etc.), data protection impact assessments, and detailed rights (portability, restriction).
CCPA/CPRA (California): Focuses on consumer rights to know, delete, and opt out of sale of personal data. Businesses must register with the state and respond to consumer requests within set timeframes.
List the types of cookies you use (session, persistent, third-party) and their purposes (functional, analytics, advertising). Explain how users can opt out or manage cookie settings in their browsers. Although cookie banners handle consent, your privacy policy must detail cookie usage.
Yes. Eight new U.S. state privacy laws take effect in 2025, each with unique requirements around disclosures, data subject rights, and data security measures. Update your policy to reflect compliance with any state where you do business.
Retention periods depend on purpose and legal obligations. For instance, financial records might need to be kept for 7 years, while marketing data could be purged after 2 years of inactivity. Clearly state these timeframes and your deletion procedures.
Implement a process (via email, web form, or portal) to handle:
Access requests: Providing a copy of collected data.
Correction requests: Updating inaccurate information.
Deletion requests: Erasing data when no longer needed.
Opt-out requests: Halting sale or sharing of personal data (CCPA) mn.gov // Minnesota’s State Portal.
For a comprehensive, up-to-date template that reflects GDPR, CCPA, and upcoming state laws, try the Affordibly Privacy Policy Generator—it walks you through each section and ensures you cover all necessary disclosures.