Privacy policy

  • Customisable to your needs
  • Essential for running a legally compliant website
  • UK GDPR compliant

This template privacy policy will allow you to set out the privacy information that you are legally required to provide to individuals who use your website. This includes what personal data you process and how you use it. It is also referred to as a privacy notice and it might be produced in a combined document with your cookie policy, or as two separate documents.

This template will help you to comply with your data protection and privacy obligations when you are running a website. It enables you to set out all of the data protection information that you must give to your users. It is a UK GDPR compliant privacy policy, which is suitable only for UK based businesses carrying out data processing activities in the UK. If your business has an office or establishment in an EEA country, or offers goods or services to, or monitors the behaviour of, individuals in the EEA, then following Brexit your privacy notice will also need to comply with the EU GDPR, which is outside the scope of this service.

Because no two websites are the same, you can customise this privacy policy for your purposes whether you sell goods or services online, or if your website simply promotes your business.

You can also purchase this policy as part of the Starting an online business toolkit or the Data protection policy toolkit.

Q&A

  • When should I use this document?

    You should use this privacy policy if you run a website to make sure you provide your users with information about your use of personal data.

    This information must be provided to your users at the point at which you collect their personal data so that they know what you will be doing with it.

    You should make sure your policy is easy to access - include a hyperlink on your website - and that you draw your users’ attention to relevant parts of it when they provide their personal data to you.

    Make sure you keep your policy updated if you change the way you collect or use personal data through your website.

  • What does this document cover?

    This privacy policy provides all of the key information you need to provide to your users about your use of their personal data in a digestible and transparent way. Key terms include:

    • what personal data you collect;
    • what you do with it, including whether you will share it with any third parties and how long you will keep it for; and
    • what privacy rights your users have.

    This policy also includes a table for you to complete setting out the different categories of personal data you collect and what your legal basis for doing so is.

  • Why do I need this document?

    Whenever your business collects an individual’s personal data, in order to comply with your data protection obligations, you must provide that person with certain privacy information. This is a legal requirement and you could face serious fines if you don’t comply.

    Although the information doesn’t need to be set out in a privacy policy, it’s often easier for your business to set it all out together in one place.

    It’s also important for your privacy information to be written in a style and format that your users can easily digest; this privacy policy will help you to do that.

  • Where can I find out more?

    If you want to find out more about privacy policies, or notices, including how to make your users aware of your privacy information, see our guidance on privacy and cookies.

    For guidance about what other data protection policies you need for your business, see our guidance on your data protection obligations.

    If you want to know what other information you need to put on your website to make sure it’s legally compliant, see our guidance on website content and terms of use, and our template Website terms of use.

    For further guidance on how Brexit impacts your data protection obligations, see Introduction to the GDPR.

Related Toolkits

Starting an online business toolkit

This toolkit to start an online business includes all the legal documentation and know-how you need to set up a website and change your business to online sales. It comprises 9 key documents, including: separate cookie and privacy policies, and terms of use for your website; a customisable set of terms and conditions to cover you for the supply or goods or services or both; template invoices (VAT and non-VAT) and cancellation form; and a quick guide to customer rights, which are much broader for online sales than face-to-face transactions. Our helpful how-to guide will take you step-by-step through how to use the documents included in this pack, whether you are starting a new business or changing an existing business model to set up your own website and start selling online. Note that if you provide online services in the EEA, you will also need to ensure that you follow the rules of each EEA country you operate in. If you are not sure how this applies to you, you can access a specialist lawyer in a few simple steps using our Ask a Lawyer service.
  • How-to guide: Starting an online business toolkit
  • Privacy policy
  • Cookie policy
  • Website terms of use
  • Terms and conditions
  • Cancellation form
  • VAT invoice
  • Non-VAT invoice
  • Quick guide to customer rights in online sales
  • Checklist of information to include to ensure your website is legally compliant

Small claims toolkit

This small claims toolkit guides you through the right process to follow if you want to make a straightforward small claim against someone, and contains a pack of all of the template documents you are likely to need. Use the small claims process to get back money you are owed for amounts less than £10,000 (for example, if a supplier has not sent you the right goods or you have not received payment from a customer). Documents provided in this small claims toolkit include: letter before action (also known as a letter of claim), which must be sent to someone before you sue them to set out what you are claiming; witness statement, which provides a template for any witness statements you are providing to ensure they are legally compliant; and letter of non-attendance for small claims hearing (if you want the court to judge your case on paper evidence rather than you attending a hearing). By using this small claims toolkit you can avoid the need to use a lawyer and maximise your chances of getting back money you are owed. It helps you avoid common mistakes that can reduce your chance of a successful claim.
  • How-to guide: Small claims toolkit
  • Letter before action
  • Witness statement
  • Letter of non-attendance for small claims hearing

Redundancy toolkit

This redundancy toolkit guides you through the key steps you need to take to make an employee redundant, and provides a pack of the relevant template documents you are likely to need. You will find guidance and a pack of 9 supporting documents, including letters, notices and agendas, for each step of the redundancy process: Initial steps (considering alternatives and reasons for redundancies); Creating a redundancy pool, applying selection criteria and notifying employees; Carrying out a consultation process; and Making a final decision, calculating payments and terminating employment. It also includes a template letter to offer alternative employment to employees who are at risk of being made redundant. By using this redundancy toolkit, you will ensure that your redundancy process is fair and legally compliant, which reduces the chance of any employees suing you. The guidance in this redundancy toolkit also helps you to ensure you do not make redundancies in a discriminatory way. Use this redundancy toolkit to ensure you are legally compliant without the need for a lawyer.
  • How-to guide: Redundancy toolkit
  • Redundancy - Letter warning of proposed redundancies
  • Redundancy - Selection criteria form
  • Redundancy - Provisional selection for redundancy letter
  • Redundancy - First individual consultation meeting agenda
  • Redundancy - Outcome of individual consultation meeting
  • Redundancy - Invitation to final individual consultation meeting
  • Redundancy - Final individual consultation meeting agenda
  • Redundancy - Notice of termination of employment
  • Redundancy - Offer of alternative employment

Disciplinary toolkit

This disciplinary toolkit will guide you through the process of handling a disciplinary matter. It includes a how-to guide and a pack of 16 relevant documents you are likely to need. You will find template letters, agendas and other documents which can be used at each key step of the disciplinary process: Investigating the disciplinary matter (including suspension of your staff member if necessary and appropriate); Attending a disciplinary meeting with your staff member; Taking disciplinary action eg written warnings or dismissal; and Providing an opportunity for your staff member to appeal your decision. The toolkit also includes a list of common disabilities, so that you can check whether you need to make any reasonable adjustments at disciplinary meetings. This toolkit will help you to follow a fair and proper disciplinary process, which reduces the risk of your staff member taking legal action against you in future.
  • How-to guide: Disciplinary toolkit
  • Suspension letter pending investigation
  • Disciplinary investigation template
  • Invitation to attend a disciplinary hearing
  • Invitation to attend meeting to discuss sickness absence
  • List of common disabilities
  • Note taking template for disciplinary proceedings
  • Basic script for conducting a disciplinary hearing
  • First written warning for capability
  • First written warning for misconduct
  • Final written warning for capability
  • Final written warning for misconduct
  • Sickness absence meeting - outcome letter
  • Dismissal letter
  • Invitation to attend a disciplinary appeal hearing
  • Basic script for conducting a disciplinary appeal hearing
  • Letter to confirm outcome of a disciplinary appeal