How to Write Website Policy Your Visitors Can Easily Understand

Website Policy

When you’re running a website, regardless of its type or purpose, you need to think about your visitors. They should be your top priority, and their experience on your website a major concern. This is why you have to walk the extra mile to make them feel welcome and safe. And, your website’s privacy policy is one of the means to do it.

Writing a website policy that your visitors can easily understand is important. They’ll want to be able to read about how and why you are collecting, using, or storing their data. And, if you fail to present this information simply, you’ll lose their trust quickly. This is why we’ve put together a guide to help you write a simple and understandable website policy.

Let’s take a closer look at how you can do it.

1. Type Of Data You Collect

The first section of your website’s privacy policy should cover the main question all your users will want answers to. That question is:

  • What type of customer/user data do you collect?

It’s important that you list all types of data that you collect from your website visitors and provide an accurate list with all the different cases.

Your list should include:

  • automatic data
    This is the data you collect automatically from the visitors’ interaction with your website, your services, and content. Provide specific examples.
  • data your provide
    This is the specific data the customers knowingly share with you, such as personal information of any type.

You can also create a list of the precise information you collect, such as:

  • names
  • address
  • IP address
  • emails
  • phone number
  • credit card information
  • etc.

This will further help your visitors understand how your website works.

Make sure to explain that the data and insights you collect help you provide an improved browsing experience for your customers. The more you know about a specific person, the more personalized and efficient their experience with your website will be.

2. Why Do You Collect This Data

You should explain to your website visitors why you collect their data and what is the exact purpose of this practice. This will help them understand your policy better.

You can give specific examples and reasons for collecting the data, such as:

  • to recommend products and services that might interest them
  • to comply with the law regulations
  • to establish better communication with them
  • to improve your services
  • to display interest-based ads for them
  • to assess, manage, and prevent credit card risks

Kristin Savage, a contributing writer at Subjecto educational platform says: “If you give specific reasons and examples, your visitors will have a clear idea of what is happening with their data. And, the more they understand, the more they’ll trust you. Use a writing service such as WowGrade or TrustMyPaper to further improve your writing style and tools such as Thesaurus or Readable to choose the right words.”

3. How Do You Collect the Data

Now it’s time to explain what means of data collection you are using. Your visitors have the right to know how you collect their personal information and whether they have any say in it.

The most common tools for the data collection on websites are:

  • cookies
  • weblogs
  • newsletter sign-up
  • opt-in pop-ups
  • checkout pages
  • etc.

Once again, provide a list of all the techniques you use to collect personal information from your visitors.

It would be a smart move to elaborate more on your Cookies policy and explain how website visitors can opt-out of it or personalize it. You can write this policy separately and add a link to it in this section of the website policy.

4. How Do You Secure Data

The question of security is extremely important.

Most visitors won’t have anything against you collecting their data. But, they need to know this data is safe with you.

This is why you have to include a section about the specific security methods you’re using to protect their data from unwanted access by a hacker or a third party.

You should include your security measures, such as:

  • specific encryption protocols and software
  • the secure servers for data storing
  • data protection agreements with third-party providers
  • technological and organizational security measures

Give your visitors a detailed report on how you handle security on your website.

In this section, you can also include tips for your users to act responsibly:

  • create strong, alphanumeric passwords
  • log out of your website once they’re finished
  • manage the security settings of their device

This way, you’ll be helping them help you maintain a security policy and keep your data protected at all times.

5. Where Do You Store the Data

Another important aspect of your website policy is the location of the data that you’re collecting and storing. You need to explain what techniques and locations you are using to store the data.

That can include some type of secure clouds or physical data storage of any kind.

Make sure to explain it to your visitors.

6. What Are The Visitors’ Choices

Finally, you should always end your website policy with a section concerning the choices and options your visitors have.

If there’s something they can chose, do, or change about the way you’re collecting and handling their data, make sure to write it in a separate section.

Give them options such as:

  • opt-out of their initial consent for you to collect any of their personal data
  • access a copy of their personal data you’ve collected
  • manage cookies settings
  • choose not to provide certain information
  • choose not to receive emails
  • etc.

This section will be especially interesting to your visitors. Make sure to cover it in detail, providing all the essential information such as links to your customer support, cookie policy, or conditions of use.

7. Write For a Wide Audience

When you’re writing your website policy, keep in mind all kinds of people will be reading it. People of different ages, social status, level of education, and familiarity with subject matter all need to understand every word that you write.

Therefore, try to:

  • use simple vocabulary
  • avoid technical terminology or provide a simplified explanation for each term
  • write simple sentences
  • neatly organize information
  • proofread for potential mistakes

Final Thoughts

Your website policy is an important document that ensures you’re treating your visitors as is determined by the law. It’s also making sure your visitors understand their rights. Use the tips provided above to write a website policy that is easy to understand to make sure your visitors fully trust you.

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