A privacy policy is a legal document that discloses how a company collects, uses, shares, and manages customer or client data. It explains what information is gathered, why it’s gathered, and how it is processed. While privacy policies can be lengthy and complex, it’s important for users to understand how their information is handled. So how can you summarize key details from a privacy policy to make it more readable and transparent?
Focus on the basics
Start by covering the basics: what information does the company collect? This usually includes things like name, email address, location, IP address, browsing history, purchases, etc. Explain if they collect information from third parties or public sources in addition to directly from users. Share details on when and how they collect this information – is it gathered when users visit the website, make an account, make purchases, use mobile apps, etc?
Next, explain how the company uses the data. Common uses include: providing and improving services, personalized advertising, marketing emails and communications, analytics, fraud prevention, compliance with legal obligations. Be transparent about any sharing or selling of data with third parties or affiliates.
Finally, cover how users can access, edit or delete their data. Highlight options to opt-out of data collection, targeting or communications. Direct users to where they can find the full privacy policy for more details.
Summarize key sections
Beyond the basics, hit on key sections of the full privacy policy. This provides an overview of how each type of information is handled:
Collection of Personal Information
This section outlines what personally identifiable information is gathered from users directly or through passive means like cookies. It may include things like:
- Name
- Email address
- Mailing address
- Phone number
- Payment information
- Age or birthday
- Account login credentials
- Social media account information
- Device information like IP address, browser type, operating system
- Browsing or purchasing history
Use of Personal Information
Summarize how the company uses personal information collected. Common uses include:
- Providing products or services
- Processing orders and transactions
- Sending marketing and promotional communications
- Communicating about new features
- Customizing or personalizing content
- Doing analytics to improve services
- Preventing fraudulent activity
Sharing and Disclosure of Personal Information
Explain if and when personal information may be shared with third parties, affiliates or business partners. This could include sharing for purposes like:
- Fulfilling orders or processing payments
- Marketing, advertising or analytics services
- Legal compliance or law enforcement requests
- Sale of a business or assets
Cookies and Tracking Technologies
Detail what cookies or other tracking tools are used on the company’s website or services. Explain what information is collected via these technologies and how it is used. Be sure to list any targeted or behavioral advertising practices.
Third Party Sites and Services
Briefly explain if the privacy policy extends to any third party sites or services that the company’s services may interact with or link to. For example, social media sites.
Children’s Privacy
Summarize policies around collecting children’s information, parental consent requirements and compliance with regulations like COPPA.
Your Data Rights and Choices
Highlight and summarize what control users have over their personal information. List any opt-out options for data use and sharing. Include info on how users can access, edit or request deletion of their data.
Security of Personal Information
Briefly describe steps taken to protect user data. This can include technical safeguards like encryption, network security, access controls, etc.
Changes to the Privacy Policy
Explain how users will be notified of any changes to the privacy policy. Generally via email or notices on the website.
Use clear language
The full privacy policy may be written in technical and legal jargon. When summarizing, use clear, everyday language that is easy for users to understand. Spell out acronyms and briefly explain technical processes.
Keep it concise
Privacy policies can be thousands of words long with lengthy legal details. Avoid overwhelming readers – keep things as concise and scannable as possible in your summary. Pull out and highlight only the most important info users need to make informed choices.
Make it accessible
Use short paragraphs, bullet points and headings to make your summary easy to read. Break up long lists into scannable sections. Bold key terms. Make sure your summary is mobile friendly for small screens.
Include a disclaimer
The summary should note it is not intended to replace the full privacy policy. Include a disclaimer that the official privacy policy contains the complete details about data practices, and users should read that document for full information on their rights and choices.
Make it findable
Post the privacy policy summary on your website footer or privacy policy page for easy access. Consider linking to it from account registration or checkout flows so users see it before opting into data collection.
Keep it updated
If the official privacy policy changes, promptly update the summary to reflect new practices as well. Make sure the summary always offers accurate and current information.
Examples and Best Practices
Here are some examples of companies with reader-friendly privacy policy summaries:
Facebook’s Data Policy summary highlights key details like:
- What kinds of information they collect and how it’s used
- How people can control privacy settings
- How content is shared on Facebook Products
- How ads work on Facebook
The layered format helps break down long policies into scannable sections. Icons draw attention to important points.
Apple
Apple’s Privacy Overview is brief but covers the essentials like:
- What personal data Apple collects and why
- Use of data for improvement of products and services
- Sharing and disclosure limited to partners and service providers
- Stringent measures to protect data security
- Compliance with regulations like GDPR
The clean formatting, lack of jargon and clear language distill a complex topic down to key details.
Amazon
Amazon’s Privacy Notice summary clearly explains:
- What information they collect and how it’s used
- How to control user information
- How cookies work on their website
- Ads that target customer interests
- Compliance with GDPR and CCPA
The layered subheadings let users jump to sections of most interest.
Conclusion
Privacy policies can be dense and hard to parse for average users. Creating an abbreviated, easy to digest summary helps improve transparency. Follow best practices like:
- Covering key details on data collection and use
- Using clear, concise everyday language
- Formatting content for readability and scannability
- Keeping summaries up-to-date and findable
A well-crafted privacy policy summary demonstrates a commitment to openness and helps build user trust.