This document has been written with the UK GDPR in mind, covering important elements such as details of data subjects' rights, information on the retention of personal data (i.e. for how long it will be kept), and data subject access requests.
This document has been designed for general application, however please note that you may require specific legal advice if you deal with ‘special category’ (aka ‘sensitive’) personal data, data relating to criminal convictions, or children’s personal data as additional measures may be required.
When providing details on the personal data that you collect and how it is collected, both detail and user-friendliness are important. Using technical jargon is not a good idea. It is also important to note that, where personal data is obtained from a third party, you specify what type of organisation that third party is (e.g. its industry or sector, and whether it is private or public). It may also be helpful to indicate whether the source is located inside or outside the UK. Provide as much detail here as you can.
Another key point relates to data security. Data subjects should be able to understand what you are doing to keep their personal data safe. When setting out measures such as encryption, ensuring on-going confidentiality, and recovering data in the event of loss, be sure to use user-friendly language.
Finally, it is important to note that the provisions included in this template are broad and will not necessarily apply to all sites. When completing this template, ensure that your policy accurately reflects your actual use of personal data and associated procedures.
Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected so as to be compatible with one another. Unused options should be removed from the document.
1. Information About [Us] OR [Me]
2. What Does This Policy Cover?
3. What Is Personal Data?
4. What Are My Rights?
5. What Data Do You Collect and How?
6. How Do You Use My Personal Data?
7. How Long Will You Keep My Personal Data?
8. How and Where Do You Store or Transfer My Personal Data?
9. Do You Share My Personal Data?
10. Can I Withhold Information?
11. How Can I Access My Personal Data?
12. How Do I Contact You?
This document template is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.
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