Website Privacy Policy Template (UK)

A Website Privacy Policy outlines how your website collects, uses, and safeguards users' data. Learn why you need one, how to create it, and the legal obligations you must follow in the UK.

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Last Update 30 January 2025

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Table of Contents:

What is a Website Privacy Policy?
Why do you need a Privacy Policy?
Sample Website Privacy Policy
How to write a Privacy Policy for your website
Related Privacy Policy Template documents
Privacy Policy FAQs

What is a Website Privacy Policy?

A Website Privacy Policy is a legal document that explains how personal data from website visitors is handled. Personal data can include names, email addresses, payment information, and IP addresses.

In the UK, websites that process personal data must comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Your Privacy Policy should clearly communicate:

What kind of personal data you collect
How you use the data
Whether it is shared with third parties
How you protect the data

Having a Website Privacy Policy for your site guarantees transparency with your users and compliance with UK law.

Why do you need a Privacy Policy?

You need a Privacy Policy because it’s a legal requirement if your website collects personal data. Under GDPR and UK data protection laws, you must provide clear information to users about how their personal data is handled.

Without this document, you expose your business to legal risks, including fines and penalties.

A Privacy Policy helps ensure that you’re meeting your legal obligations while maintaining trust with your visitors. Websites without a proper policy in place can face significant financial and reputational risks. It helps you:

Avoid legal issues and penalties.
Build credibility and trust with your users.
Meet third-party service provider requirements (e.g., Google Analytics).

Sample Website Privacy Policy

Before drafting your privacy policy, it's a good idea to review a sample Website Privacy Policy template. Our sample below will give you a general idea of how to structure your own document.

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How to write a Privacy Policy for your website

Follow these steps to write a privacy policy for your website that complies with UK laws:

1. Identify the data you collect

Start by listing all the types of personal data your website collects, such as names, email addresses, payment information, and IP addresses. Be transparent about both automatic and non-automatic data collection methods.

2. Explain why you collect data

Clearly outline the legal basis for collecting and processing data. You might collect data to complete transactions, improve user experience, or send marketing emails (with user consent). Under GDPR, data collection must have a lawful basis.

3. Describe how you use the data

Include details about third-party sharing, data retention periods, and the security measures you’ve implemented to protect user data from misuse or breaches.

4. Provide users with rights and choices

Inform users of their rights under GDPR, such as the right to access, correct, or delete their data. Include instructions on how users can opt-out of data collection or withdraw consent.

5. Update and maintain your privacy policy

Review and update your privacy policy regularly, especially when your business or data practices change. Keeping it current ensures ongoing compliance with UK data protection laws.

Following these steps will help you create a comprehensive website privacy policy that protects both your business and your users.

Privacy Policy FAQs

Below are answers to some of the most frequently asked questions about website privacy policies.

Is it required by law to have a Privacy Policy on your website?

Yes, UK law mandates that any website collecting personal data must have a privacy policy. Under the GDPR and the Data Protection Act 2018, you must inform users about how their personal data is collected, processed, and shared.

Without a privacy policy, you may face legal consequences, including hefty fines, especially if your website processes significant amounts of user data. Failure to comply can also damage your reputation, as users may lose trust in your site’s handling of personal information.

Do I need to update my website Privacy Policy?

Yes, it’s important to regularly update your privacy policy. You should review and revise your policy when there are changes to data protection laws, or when your business adopts new data collection methods. Best practices suggest updating the policy annually.

However, significant changes—such as a data breach, new technology, or the introduction of third-party services—should prompt immediate updates.

Keeping your policy up-to-date ensures that your users are informed of how their data is handled, and that your business remains compliant with the latest legal requirements.

You are only a few steps away from your own Privacy Policy Template!

Download our professional examples

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Preview of your Website Privacy Policy

_________ Privacy Policy

_________ (the "Site") is under the ownership and management of _________. _________ is responsible for data control. Contact him at:

_________
_________
_________

Type of website: E-commerce

Effective date: ____/____/____

Purpose

The purpose of this Privacy Policy (the "Privacy Policy") is to provide users with information regarding:

a. The personal data collected.
b. Use of the data collected.
c. Who is authorised to access the data collected.
d. The Site user's rights.

This Privacy Policy applies in addition to the Site's terms and conditions.

GDPR

Users in the European Union must know we adhere to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known as the General Data Protection Regulation (the "GDPR"). For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.

Following Article 37 of the GDPR, we do not meet the criteria for appointing a Data Protection Officer since we do not fall within the categories of controllers and processors.

Consent

By using our Site, you consent to:

a. The conditions established in this Privacy Policy.

Legal Basis for Processing

Following Article 6 of the GDPR, we exclusively process personal data of EU users when we have a lawful basis.

The legal grounds on which we base our collection and processing of personal data from EU users are as follows:

Who Receives Your Data

Employees

We may disclose user data to any member of our organisation who needs it for their work.

Additional Disclosures

Your data will not be sold or shared, except in the following cases:

a. If it is required by law.
b. If any legal proceeding requires it.
c. To prove or protect our legal rights.
d. To buyers or potential buyers of this company if we want to sell the company.

We are not responsible for and cannot control their privacy policies and practices if you follow hyperlinks from our Site to another Site.

Data Retention Policy

User data will be stored until the intended use of the data has been completed.

If your data is kept for a longer period, you will be notified.

Data Protection Policy

_________.

While we take all reasonable precautions to ensure that user data is safe and secure, there is always a risk of damage. The Internet as a whole may be insecure at times and therefore we cannot guarantee the security of user data beyond what is reasonably practical.

User Rights

Your rights under the GDPR are:

a. Right to be informed.
b. Right of access.
c. Right to rectification.
d. Right to erasure.
e. Right to restrict processing.
f. Right to data portability.
g. Right to object.

Children

We are committed to protecting children's privacy and we do not knowingly collect or use personal data from children under 16 years of age. In case we did it, we will delete it as soon as possible. If a child under 16 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

Data Access, Modification, Deletion, and Challenge

If you would like to learn about our data collection and usage practices, or to exercise your rights under the GDPR, please contact our privacy officer:

_________
_________
_________
_________

Modifications

This Privacy Policy will be updated occasionally to comply with the law and to reflect any changes to our data collection process and we will update the "Effective Date" at the top of this Privacy Policy. We recommend periodically reviewing our Privacy Policy to ensure you are notified of any updates. If necessary, we may notify users by email about changes to this Privacy Policy.

Complaints

For complaints about how we process your personal data, please contact us through the methods listed in the Contact Information section so that we can resolve the issue when possible. If you believe that we have not addressed your concern satisfactorily, you have the right to file a complaint directly to a supervisory authority by contacting _________.

Contact Information

For any questions, concerns or complaints, contact our privacy officer, _________, at:

_________
_________
_________