{"id":14326,"date":"2024-05-30T13:43:16","date_gmt":"2024-05-30T13:43:16","guid":{"rendered":"https:\/\/www.ownr.co\/blog\/?p=14326"},"modified":"2024-06-03T14:18:34","modified_gmt":"2024-06-03T14:18:34","slug":"what-is-a-privacy-policy","status":"publish","type":"post","link":"https:\/\/www.ownr.co\/blog\/what-is-a-privacy-policy\/","title":{"rendered":"What is a Privacy Policy? Learn How to Make One with Ownr"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">As a business owner, it\u2019s essential that you ensure that your digital properties, like your business website or app, are compliant with governing laws. Under the <\/span><a href="\&quot;https:\/\/www.priv.gc.ca\/en\/privacy-topics\/privacy-laws-in-canada\/the-personal-information-protection-and-electronic-documents-act-pipeda\/\&quot;"><span style=\"font-weight: 400;\">Personal Information Protection and Electronic Documents Act<\/span><\/a><span style=\"font-weight: 400;\"> (PIPEDA), commercial organizations in Canada must follow certain requirements when it comes to the use of their users\u2019 personal information. This includes informing users about what information they\u2019re collecting and how they\u2019re using it. The document that outlines the use of this information is called a privacy policy, and it should be easily accessible to the website\u2019s users.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is a privacy policy?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A privacy policy is a <a href="\&quot;https:\/\/www.ownr.co\/blog\/6-legal-documents-every-freelancer-needs\/\&quot;">legal document<\/a> or statement that describes, in plain language, how that organization collects, uses, and distributes its users\u2019 personal data. This should include not only the type of personal data being collected but also the method of collection (for example, through user-submitted forms or essential cookies). The aim of this policy is to give users more transparency and control over how their personal data is handled.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The most common personal data includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Name<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Age<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">ID numbers (eg. passport)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">IP address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Billing and <a href="\&quot;https:\/\/www.ownr.co\/blog\/how-to-get-a-business-credit-card\/\&quot;">credit card<\/a> information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Additional personal information (race, marital status, nationality, religion, blood type and more)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Each <a href="\&quot;https:\/\/www.ownr.co\/blog\/privacy-policies-data-breaches\/\&quot;">website\u2019s privacy policy<\/a> should speak directly to the use of user information for that site. It may include additional information on how user-generated content is used (eg. photos or videos uploaded to the site), as well as subjective information gathered from user comments or profiles.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A site\u2019s policy should also be made easily apparent to its users. It often will include language that by reading it and\/or continuing use of the site, the user is providing their consent.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Having a privacy policy is not just a best practice; it is <\/span><a href="\&quot;https:\/\/www.ownr.co\/blog\/legal-requirements-for-starting-a-small-business\/\&quot;"><span style=\"font-weight: 400;\">a legal requirement for businesses<\/span><\/a><span style=\"font-weight: 400;\">. The law that enforces a business\u2019s policy is dependent on the location of the business and its customers. Canadian organizations governed by PEPIDA may be fined up to $100,000 CAD for offences.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Canadian laws related to privacy policies<\/span><\/h2>\n<p><a href="\&quot;https:\/\/www.priv.gc.ca\/en\/privacy-topics\/privacy-laws-in-canada\/the-personal-information-protection-and-electronic-documents-act-pipeda\/pipeda_brief\/#_h2\&quot;"><span style=\"font-weight: 400;\">PIPEDA<\/span><\/a><span style=\"font-weight: 400;\"> is the Canadian law that governs data privacy for private sector organizations \u201cthat collect, use or disclose personal information in the course of a commercial activity\u201d.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">What businesses are subject to PIPEDA?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">PIPEDA applies to most commercial businesses in Canada, with the exception of those maintaining operations solely in Alberta, British Columbia and Quebec. Those provinces each have their own provincial equivalents that govern data privacy in the region.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If a business handles information across either provincial or national borders, it is subject to PIPEDA, even if it is based in a province with its own legislation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Any federally-regulated business is always subject to PIPEDA.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">The 10 fair information principles of PIPEDA<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Under PIPEDA, any personal data collected must be only \u201cfor purposes that a reasonable person would consider appropriate in the circumstances\u201d. To determine these appropriate circumstances, there are <\/span><a href="\&quot;https:\/\/www.priv.gc.ca\/en\/privacy-topics\/privacy-laws-in-canada\/the-personal-information-protection-and-electronic-documents-act-pipeda\/p_principle\/\&quot;"><span style=\"font-weight: 400;\">10 principles<\/span><\/a><span style=\"font-weight: 400;\"> that form the ground rules. They are:<\/span><\/p>\n<ul>\n<li><b>Accountability<\/b><span style=\"font-weight: 400;\">: The business is responsible for the personal data it collects and must appoint someone to be accountable for its compliance with PIPEDA.<\/span><\/li>\n<li aria-level=\"1\"><b>Identifying purposes: <\/b><span style=\"font-weight: 400;\">The reason the personal data is being collected must be made clear before or at the time it is being collected.<\/span><\/li>\n<li aria-level=\"1\"><b>Consent: <\/b><span style=\"font-weight: 400;\">The user must be notified and provide consent to their personal data collection.<\/span><\/li>\n<li aria-level=\"1\"><b>Limiting collection: <\/b><span style=\"font-weight: 400;\">The collection of data must be for the purposes that have been identified in the privacy policy.<\/span><\/li>\n<li aria-level=\"1\"><b>Limiting use, disclosure and retention: <\/b><span style=\"font-weight: 400;\">The user\u2019s personal data should only be disclosed or used for the purposes identified in the privacy policy, and should only be stored as long as necessary to serve those purposes.<\/span><\/li>\n<li aria-level=\"1\"><b>Accuracy: <\/b><span style=\"font-weight: 400;\">In order to satisfy the purposes for which the personal data is collected, it should be updated and accurate.<\/span><\/li>\n<li aria-level=\"1\"><b>Safeguards: <\/b><span style=\"font-weight: 400;\">Appropriate cybersecurity measures should be in place to protect users\u2019 personal data.<\/span><\/li>\n<li aria-level=\"1\"><b>Openness: <\/b><span style=\"font-weight: 400;\">Information about the privacy policy should be made easily available.<\/span><\/li>\n<li aria-level=\"1\"><b>Individual access: <\/b><span style=\"font-weight: 400;\">A user should be able to access and challenge the accuracy of the personal data collected about them.<\/span><\/li>\n<li aria-level=\"1\"><b>Challenging compliance: <\/b><span style=\"font-weight: 400;\">Individuals have the right to challenge a business with the Chief Privacy Officer if they believe it is not compliant with PEPIDA.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The Office of the Privacy Commissioner (OPC) makes it easy to find the right contact for your privacy concern. Use the <\/span><a href="\&quot;https:\/\/www.priv.gc.ca\/en\/report-a-concern\/leg_info_201405\/\&quot;"><span style=\"font-weight: 400;\">online tool here<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Benefits of privacy policies for businesses<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">While creating a privacy policy may seem like tedious legality, there are benefits to you, the business owner.\u00a0<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Transparency: <\/b><span style=\"font-weight: 400;\">Privacy policies promote transparency and trust between your business and customers or users.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Limits liability: <\/b><span style=\"font-weight: 400;\">Should a dispute between you and a customer or user arise, you can point to your policy and the user\u2019s acceptance as a legal defence. This is especially helpful when express consent is given by a user clicking an \u201cI Agree\u201d button.<\/span><\/li>\n<li aria-level=\"1\"><b>Futureproofing:<\/b><span style=\"font-weight: 400;\"> A privacy policy not only limits your libaility int he present, but it creates a foundation for growth and security in the future, too.<\/span><\/li>\n<li aria-level=\"1\"><b>Professional image: <\/b>A privacy policy makes your <a href="\&quot;https:\/\/www.ownr.co\/blog\/how-to-make-a-website\/\&quot;">business website<\/a> look and feel more legitimate (in addition to satisfying important laws).<\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">How to create a privacy policy<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When creating your business\u2019s privacy policy, you may choose to write your own, or consult with a contract lawyer.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Consulting with a lawyer is obviously going to cost you, and when it comes to drafting your own? Don&#8217;t even think about it\u2014you will lose hours of time and have to deal with the stress of wondering whether or not it was done correctly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you become an <a href="\&quot;https:\/\/www.ownr.co\/blog\/managed-corporate-plan-support\/\&quot;">Ownr Managed Corporation Plan<\/a> customer, you can access privacy policy templates, along with a whole host of other legal documents, as part of our legal library. They\u2019re flexible and accurate, so you can save time, money, and stress.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If writing your own policy, remember to use plain language that\u2019s easily understood by your users. You may want to review the privacy policies of businesses like yours, but avoid copying verbatim as that would constitute copyright infringement.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Depending on the complexity of your privacy policy, it may be worth consulting with a legal professional to ensure your business is compliant.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Key elements of a privacy policy<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To begin, your privacy policy should include whether or not you collect personal data. Even if you do not, you should still include a privacy policy which states that personal data is not collected.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, your privacy policy may include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>User data:<\/b><span style=\"font-weight: 400;\"> The data you collect and how it will be collected.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>User tracking:<\/b><span style=\"font-weight: 400;\"> Information on user tracking including the types of cookies collected or any other tracking methods.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Data usage:<\/b><span style=\"font-weight: 400;\"> How that data will be used, and if it will be sold or shared.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Data protection and storage:<\/b><span style=\"font-weight: 400;\"> How long the data will be stored for, and any cybersecurity measures in place to protect it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Company information:<\/b><span style=\"font-weight: 400;\"> Further information about your company, including who to contact for questions or concerns regarding the privacy policy.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Opt-in\/out:<\/b><span style=\"font-weight: 400;\"> The privacy policy should provide the option and instructions for users who wish to opt-out.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Key takeaways about privacy policies<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">What\u2019s essential to a privacy policy is that it is clear, easy to understand and simple for users to find. Including it as a popup banner with express consent needed is the best way to ensure that a user has seen and read it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s also a good idea to link to other key legal documents on your site from your privacy policy, such as your business\u2019s terms of use policy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Remember, a privacy policy is required by law and businesses that fails to include one may be <\/span><a href="\&quot;https:\/\/resourcehub.bakermckenzie.com\/en\/resources\/data-privacy-security\/north-america\/canada\/topics\/penalties-for-non-compliance\&quot;"><span style=\"font-weight: 400;\">fined up to $100,000 for non-compliance under PEPIDA<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is a privacy policy FAQs<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Can I write my own privacy policy?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Yes, you can write your own privacy policy, but we recommend consulting a legal professional, especially if your circumstances are complex and involve the collection of large amounts of personal data. You may also consider using a generator as a starting point to create your policy.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Why is it Important to have a privacy policy?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Beyond it being a legitimate legal requirement for your business, it\u2019s important to have a privacy policy in order to maintain transparency for your business&#8217;s use of personal data. This helps legitimize your business and will build trust with your users and customers. These policies outline the personal data you collect and how, and may limit your organization\u2019s liability in a dispute.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">What is the meaning of a privacy policy?<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A privacy policy is a legal document that outlines exactly what personal data your website collects about users, and the way in which that data will be stored, shared and used. It should be clear, free of jargon and easily found on a website in order to maintain transparency between the organization and the user.<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As a business owner, it\u2019s essential that you ensure that your digital properties, like your business website or app, are compliant with governing laws. Under the Personal Information Protection and Electronic Documents Act (PIPEDA), commercial organizations in Canada must follow certain requirements when it comes to the use of their users\u2019 personal information. This includes<a href="\&quot;https:\/\/www.ownr.co\/blog\/what-is-a-privacy-policy\/\&quot;">&#8230;.<span class=\"sr-only\">&#8220;What is a Privacy Policy? Learn How to Make One with Ownr&#8221;<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":14330,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[964,962,995,965],"tags":[1030],"class_list":["post-14326","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-stages","category-legal-and-compliance","category-managing-your-business","category-ownrship-101","tag-ownr-legal-library"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What is a Privacy Policy? 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