Privacy Information Guidance Notes 
These Guidance Notes have been updated to reflect changes made by the Data (Use and Access) Act 2025, including guidance on data protection complaints, compatible further use of personal data, reasonable and proportionate searches when responding to subject access requests, recognised legitimate interests, automated decision-making, and cookies and similar technologies.
These Privacy Information Guidance Notes explain the transparency requirements under the UK’s data protection legislation and the right of individuals to be informed about how their personal data is collected, used, stored, and shared.
They are designed to help organisations present required privacy information clearly, concisely, and in a way that is easy for individuals to access and understand. They are intended to be read alongside the relevant Privacy Policy or Privacy Notice template.
Explaining What Privacy Information You Need to Give
The notes look at the information that must be provided to data subjects and the practical issues that arise when drafting, reviewing, and maintaining privacy information.
They also explain the distinction Simply-Docs makes between a Privacy Policy and a Privacy Notice. In legal terms, they mean the same thing. Here, the labels are used simply to distinguish between online and offline privacy information.
What These Guidance Notes Cover
Topics covered include:
- the information required under the UK GDPR and the right to be informed;
- data protection complaints and how individuals can raise concerns;
- recognised legitimate interests and ordinary legitimate interests;
- exceptions, drafting style, and the use of clear language;
- dealing with changes to privacy information and compatible further use of personal data;
- working with other organisations and using personal data obtained from third parties;
- subject access requests and reasonable and proportionate searches;
- automated decision-making, profiling, and AI-related transparency issues;
- cookies, similar technologies, and related privacy information;
- children’s personal data and special category personal data;
- accountability, enforcement, and reviewing privacy information; and
- choosing the most suitable Privacy Policy or Privacy Notice template.
Helpful Companion Documents
These notes are particularly useful when used alongside the range of Website Privacy Policy templates, the Privacy Notice Template, or the Employment Agency Privacy Notice.
If your website uses cookies or similar technologies, it may also help to read the Cookie Law Guidance Notes alongside this document.
Privacy Information Guidance Notes is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.