A privacy notice is a document which provides information on how parties can assemble, use, and manage data belonging to clients. When matters related to an individual’s privacy is concerned companies are required to safeguard the interests of the people, they are dealing with especially when the transactions are being conducted online.
The company publishing its privacy notice must ensure that the notice can be easily comprehended by their clients and should not be in a language which is difficult to understand. All attempts must be made by the company to provide a significant degree of protection to any data which they may collect from individuals dealing with them.
The introduction of the Internet and production of online transactions are making it necessary for individuals to share their information as well as financial data with retailers and other organizations. People are generally using online methods of shopping and payment because of the convenience it offers.
People in the past had to travel to different places for purchasing items they needed or making payments of utility bills. Things have changed drastically ever since it became convenient for people to enter their information by also including their financial details and establishing contact with retailers and service providers and transact with them without difficulties.
Presently people are storing a vast amount of data not just on their computers at home or in office but also on their cell phones because it is easier to access information on the move. Numerous instances of data theft have also been reported leading to governing authorities demanding that retailers with websites also publish a privacy notice to give people the information that they were dealing with a regulated entity.
Privacy notices have not reduced data theft but have made unscrupulous individuals wary about websites that are publishing these notices with the suspicion that the websites may have a mechanism to track down their unethical activities.
Webmasters that are considering publishing a website may be concerned about how or where they can get a privacy notice for their website and the kind of information they should be looking forward to publishing.
Key Features Of A Privacy Notice
- The policy should state what kind of personal information the website would be precisely looking to collect.
- The user of the website must be given information about how his or her personal information will be used and even advised whether it will be for marketing purposes.
- The website must make disclosures of the circumstances under which they will disclose personal information to others.
- They must also provide information about the security measures they are adopting to safeguard the data they collect.
As most privacy notices will be similar on how they collect information and use the same the only exceptions which users will notice will be in the name of the website and most cases the kind of information that will be collected from the user. The reason for the difference is because a website promoting education will not find it beneficial to request or collect information from an individual who may only be interested in making some retail purchases.
Therefore a privacy notice will be specific to the industry the website is promoting, and people who are visiting the site in error will not find their data being requested for or stored by the website. Perhaps visitors would attract some cookies which would collect data such as their IP address and location, but no other information will be collected by the website unless it is provided by the visitors by themselves.
Example Of a Privacy Notice Issued by A Website
The most important provisions of this policy published on websites should include:
- A statement is mentioning that the privacy notice will appear in the footer to any application, service or tool of the website regardless of how it is accessed or used even from mobile devices.
- The privacy statement must give the user information that the use of services or creating an account with the website makes them liable for accepting the privacy notice as well as the user agreement and therefore the user is consenting to the collection, disclosure, use, and retention of their personal information as clarified in the privacy notice. The notice must also state that some or all of the services will not be accessible unless the user provides the information requested.
- The user of the site must be provided information of who he or she is contracting with, in the country where the website was accessed. This information should include the address of the websites local representative or office and also provide the user the address of the head office or any other information about their offices as necessary.
- Users must be informed that the company they are contracting with is the controller of their data and is responsible for processing their personal information in line with the global privacy standards established by the company. Information about how the data controller may transfer data to other controllers within the organization on a global scale must also be provided.
- The website must extend to the user how they define personal information and the manner in which it is associated with a particular individual which could also be utilized to identify the person, his or her location and any other information which they may have submitted in the past.
- Websites must clarify that the privacy notice including some or all of its terms can be amended at any time. The terms and conditions amended by the company will become effective after 30 days after being published. The website must also notify its registered users of the changes via the message Center all by email to keep them abreast of the situation.
All websites need to follow a similar example as mentioned above and only make minor changes to the template about their name, location and any other information which they consider as necessary for their visitors.