When a business has a website that collects any information from visitors (forms, scheduling, payments, cookies, etc.), the site should include two basic legal pages:
- Privacy Policy
- Terms & Conditions (or Terms of Use)
These pages help visitors understand how their information is used and protect the business legally.
Privacy Policy (What you do with people’s information)
A Privacy Policy explains what information the website collects and how it is used. It should cover:
1. What information is collected
Examples:
- Name
- Email address
- Phone number
- Payment information (if applicable)
- IP address or browser data
- Cookies or tracking tools
2. How the information is used
For example:
- Responding to contact forms
- Scheduling appointments
- Processing payments
- Sending updates or marketing emails
- Improving the website
3. Whether information is shared
Explain if information may be shared with:
- Payment processors
- Scheduling systems
- Email platforms
- Analytics tools (like Google Analytics)
4. Data security
A short statement that the business takes reasonable steps to protect personal information.
5. Cookies and tracking
If the site uses cookies or analytics, it should say that and explain their purpose.
6. User rights
Visitors should know they can:
- Request access to their data
- Ask for corrections
- Request deletion (when possible)
7. Contact information
Provide an email or contact method for privacy questions.
Terms & Conditions (Rules for using the website)
Terms & Conditions explain the rules for using the website and limit legal liability. This page should link back to the privacy policy
Typical sections include:
1. Website use
The site is for informational purposes and users agree not to misuse it.
2. Intellectual property
Content on the site (text, images, logos) belongs to the business and cannot be reused without permission.
3. Accuracy of information
The business tries to keep information accurate but cannot guarantee everything is always up to date.
4. Limitation of liability
The business is not responsible for damages caused by use of the website.
5. External links
If the website links to other websites, the business is not responsible for those sites.
6. Changes to the terms
The business can update the terms and post revisions on the website.