Free Privacy Policy for Small Business Template
A plain-English small business privacy policy covering data collected, uses, sharing, cookies, retention, security, user rights and state privacy laws.
A privacy policy tells people what personal information a business collects, how it is used and shared, how long it is kept and what rights they have. Several state laws, including California's, require specific disclosures when a business meets their thresholds, so tailor it to your actual practices.
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PRIVACY POLICY
Last updated: [DATE]
[COMPANY LEGAL NAME] ("we", "us") operates [WEBSITE/APP/BUSINESS]. This Privacy Policy explains how we collect, use and share personal information and the choices you have.
1. INFORMATION WE COLLECT.
(a) Information you give us: name, email, phone, billing address, [payment details, processed by our payment provider; we do not store full card numbers], messages you send us, and [OTHER].
(b) Information collected automatically: IP address, device and browser type, pages viewed and referring pages, collected through cookies and similar technologies.
(c) Information from others: [e.g., payment processors, analytics providers, business partners].
We do not knowingly collect personal information from children under 13.
2. HOW WE USE INFORMATION. To provide and improve our [products/services]; process payments; communicate with you, including service messages; send marketing where you have agreed or as permitted by law (you can opt out at any time); prevent fraud and secure our services; comply with legal obligations; and [OTHER].
3. HOW WE SHARE INFORMATION. We share personal information with: service providers who process it on our behalf under contract (such as hosting, payment, email and analytics providers); professional advisers; authorities when required by law; and a buyer or successor if our business is sold. [We do not sell personal information.] [We do not share personal information for cross-context behavioral advertising. / We use advertising cookies; see Section 4 for how to opt out.]
4. COOKIES. We use cookies for essential site functions, [analytics] and [advertising]. You can control cookies through your browser settings [and our cookie banner]. [We honor Global Privacy Control signals as a request to opt out of sale or sharing where required by law.]
5. RETENTION. We keep personal information for as long as needed for the purposes above, including to meet legal, tax and accounting requirements, then delete or anonymise it. For example: account data for the life of the account plus [NUMBER] years; transaction records for [7] years.
6. SECURITY. We use reasonable administrative, technical and physical safeguards, including encryption in transit. No method is completely secure.
7. YOUR RIGHTS. Depending on where you live, you may have rights to access, correct, delete or obtain a copy of your personal information, to opt out of sale, sharing or targeted advertising, and to appeal our decision on a request. To exercise these rights, contact [EMAIL] or [WEBFORM]. We will verify your request and respond within the time required by law. We will not discriminate against you for exercising your rights. You may use an authorised agent where allowed by law.
8. STATE-SPECIFIC DISCLOSURES. [If you meet the thresholds of the California Consumer Privacy Act or other state privacy laws, add the required categories of information collected, sources, purposes, categories of recipients and retention periods here, and a "Do Not Sell or Share My Personal Information" link if applicable.]
9. INTERNATIONAL TRANSFERS. [If applicable: Your information may be processed in the United States and other countries with different data protection laws.]
10. CHANGES. We will post updates here and change the "Last updated" date. For material changes, we will give additional notice.
11. CONTACT. [COMPANY LEGAL NAME], [ADDRESS], [EMAIL].
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This free template is provided by ClauseAudit for general informational purposes and is not legal advice. Have it reviewed before use. Replace all [BRACKETED] placeholders.When to use this template
- Launching a website, online store or app that collects any personal information.
- Using analytics, advertising cookies, email marketing or payment processing.
- Updating an old policy that does not reflect current practices or state laws.
How to fill it in
- List what you actually collect and every service provider category you use.
- State honestly whether you sell or share data for advertising.
- Set retention periods that match your practices.
- Check whether California or other state privacy laws apply to you based on revenue, data volume or data sales, and add required disclosures.
- Keep it accurate: a policy that does not match your practices can itself be a legal problem.
Key clauses to check
- Sale and sharing
- State privacy laws treat some advertising data sharing as a sale or share requiring an opt-out.
- User rights
- Provide a working way to make requests.
- Retention
- Newer laws require stating how long you keep data.
- Children
- Collecting data from children under 13 triggers COPPA obligations.
- Accuracy
- Regulators treat misleading privacy statements as deceptive practices.
Frequently asked questions
Does my small business need a privacy policy?
If you collect personal information online, usually yes. California law requires one for many commercial websites, and platforms and payment providers often require one.
Does the CCPA apply to my small business?
Only if you meet its thresholds, such as annual revenue above the current threshold or buying, selling or sharing large volumes of California residents' data. Check the current figures.
Can I copy another company's privacy policy?
It is risky. Your policy must describe your own practices, and copying may breach copyright and misstate what you do.
Want to check if a contract is fair before you sign?
If someone sent you a saas contract, don't guess. We flag risky clauses in plain English, tuned to your state, with a downloadable report and suggested-fix redline.
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This free template is general information, not legal advice, and is no substitute for a qualified attorney. Laws vary by state; have it reviewed by a lawyer before you use or sign it.