Privacy Notice Template

This template has been updated to reflect changes made by the Data (Use and Access) Act 2025, including new wording on data protection complaints, compatible further use of personal data, reasonable and proportionate searches when responding to subject access requests, automated decision-making and profiling, and recognised legitimate interests.

This Privacy Notice template is designed to help organisations provide the key personal data information required by the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

It is broadly similar to the website privacy policy templates, but is intended primarily for offline use, or where personal data is collected offline rather than through a website.

Suitable for offline data collection and privacy information

This template is intended for general use where you need to explain clearly how personal data is collected, used, stored, transferred, and shared outside a website context.

It should be completed so that it accurately reflects your actual data handling practices and associated procedures.

What this Privacy Notice covers

• the personal data collected and how it is obtained;
• how personal data is used and the lawful basis relied on;
• individuals’ rights in relation to their personal data;
• how individuals can raise concerns or complaints about the use of their personal data;
• retention of personal data;
• storage, transfers, and data security;
• sharing personal data with third parties; and
• access requests, contact details, and changes to the notice.

Important scope points

This template is designed for general application, but specific legal advice may be needed if you deal with special category personal data, data relating to criminal convictions, or children’s personal data, as additional measures may be required.

The template includes optional wording for recognised legitimate interests. This lawful basis is limited to specific purposes under data protection law and should not be treated as a general alternative to ordinary legitimate interests. It should be used with care, and professional advice should be taken where there is uncertainty.

It is also important to explain data use in clear, user-friendly language, including where personal data comes from, the lawful basis relied on, any automated decision-making or profiling that has legal or similarly significant effects, retention periods, the steps taken to keep personal data secure, and how individuals can raise data protection complaints.

Related guidance and alternatives

For broader guidance on transparency, the right to be informed, data protection complaints, and choosing the most suitable privacy information template, see the Privacy Information Guidance Notes.

If you need a privacy document for a website rather than offline data collection, the website privacy policy templates in the Privacy & Cookie Policies collection may be more suitable.

Privacy Notice Template is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.