When the General Data Protection Regulation (GDPR) was created, many questions started to be asked among business owners.
After all, what needs to be done to ensure the security of customer data? What processes need to be developed? What documents are needed to preserve people's privacy?
Another important issue is the Terms of Use and Privacy Policy. If your company has a website, you need to write these documents.
And to help you in this activity, in this article you will understand in detail the Terms of Use and Privacy Policy.
Introduction to the Terms of Use and Privacy Policy
The Terms of Use and Privacy Policy documents determine the responsibilities and duties of those visiting a company's website.
This document is usually long because it specifies in detail everything a person as a website user needs to know.
However, even though the Terms of Use and Privacy Policy are very important, most people don't read them. Nevertheless, even if this is the reality, the document must be available for people to access freely.
The Terms of Use and Privacy Policy are useful for users to understand the limits of the platform being used. But also, so that incorrect and/or offensive statements are eliminated.
The importance of the Terms of Use and Privacy Policy
Many people believe that these documents only serve as a bureaucracy. That’s why people end up just accepting the Terms of Use and Privacy Policy when they join or use websites and platforms.
If you read these documents you are part of a minority of people. But it is possible that the Terms of Use and Privacy Policy are required in delicate situations, for example.
In this context, an issue that must be clarified is the difference between the Terms of Use and Privacy Policy. The first talks about the rights and duties when using a website or online platform.
On the other hand, the Privacy Policy is an essential document for companies that follow the GDPR. This is because it is the document that talks about the collection and processing of other people's data. The Privacy Policy must ensure that any type of data is preserved. Thus, from the simplest data to the most sensitive, protection is guaranteed.
Understanding the Terms of Use
When a company writes the Terms of Use document, it is defining what its relationship with its customers will be. After all, this document contains the obligations, rights, and limitations of each party.
In this sense, the Terms of Use are important both for the company that is making the document available and for customers. The great advantage for the company is that there is legal protection in case of problems regarding the defined limits.
On the other hand, the customer who reads the Terms of Use is aware of how the platform they are accessing works, and also their rights using this online resource.
Essential elements to include in the Terms of Use
Before talking about the content of the Terms of Use, it is important to determine where this document will be available for access. This is because the Terms of Use need to be visible and accessible to any customer who is interested in reading the document.
In addition, the text of the Terms of Use must be written objectively and be straight to the point, so that everyone understands what is described there. Another important point is to make it clear that if the customer does not agree with the Terms of Use, they will not be able to make their purchase.
Check below some items that should be addressed in your Terms of Use document:
Description of the contracted product or service
One of the most important aspects of the Terms of Use is to make it clear which product or service is being hired. If there is any room for doubt, the customer may question the way things were handled and the company can suffer consequences. Therefore, the focus on a well-written text is essential.
Something that might be interesting is creating a kind of glossary with the most common words that will be used in the Terms of Use. Especially those that are more unknown or specific to the products and services described in the document.
Copyright Statement
If the company creates some type of product or there is a creative process or methodology involved, it is necessary to make it clear who owns the copyright. In this sense, companies are protected against copies and are able to use the Terms of Use document to resolve issues on this subject if necessary.
Mention of Privacy Policy
The Privacy Policy document is different from the Terms of Use, but in the text of the second, it is important to mention the first.
If you have two separate documents, then you need to have a space to mention the Privacy Policy and also explain how to access it.
Other important aspects of the Terms of Use
In addition to everything listed above, the Terms of Use may also describe how a registration or purchase should take place. The post-purchase processes should also be part of the document, such as cancellation and refund policies for customers.
Finally, you must include a disclaimer that the Terms of Use may change over time. Because specific situations can be changed and because of that new information will need to be included in the document.
Writing the Privacy Policy
A Privacy Policy is a document that addresses how processes take place on a website or online platform such as an application. These processes are related to the collection and use of user data.
In the Privacy Policy, the user will also find how a company conducts data security and the privacy of the information collected.
Considering that, the Privacy Policy is an agreement between the customer and the company. With this agreement, the user knows that they are providing their location data, online navigation data, and also personal data. And more than knowing that this is happening, the person understands what happens to all this information that the company has collected.
Information that should be included in a Privacy Policy
In order for you to write a good Privacy Policy document, you need to determine some main points for it.
To begin with, it is essential that the Privacy Policy clearly and transparently address how the collection, storage, and eventual use of data takes place.
Below you will understand the data that is usually collected by online and offline businesses. And therefore, all must be mentioned in the Privacy Policy.
Furthermore, in addition to mentioning the documents, it is necessary to make clear what will happen to them after the company starts storing them in a database.
Personal and ID Information
Personal and ID data are shared in a variety of ways. In some cases, the user will fill in simple data such as name and email to register.
In other cases, when making an online purchase with delivery of a physical item, various other data will be sent to the company. Among them are ID documents, telephone, and address.
However, more information is sent to the company, such as username on some social network, IP number, and also navigation information on internet pages.
Bank details
In addition to personal data, when someone buys something over the internet, credit card details will also be shared. Another situation that happens with some frequency is the registration of some services that will be charged monthly. In this case, in addition to the credit card, there is also the option of automatic bank debit.
As you noticed in this article, there are several details that need to be considered when writing a company's Terms of Use and Privacy Policy. And even if it seems difficult, it is possible to make this process simpler.
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