Privacy Policy & Terms of Service
A combined privacy policy and terms of service for a small website or app: the data you collect, why, who receives it, how long you keep it, people's rights, cookies and children, then the rules for using the service. A draft to check against what you really do.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- European Union *
- United Kingdom *
- United States *
- Germany *
- Korea *
- Japan *
* check with local advice
A template, not advice.
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What it is
A privacy policy tells the people who use your website or app what personal information you collect, why, who else receives it, how long you keep it and what rights they have. Terms of service set the rules for using the service: who may use it, what is not allowed, who owns what, what you promise and what you do not, and which law and courts apply. Most small sites need both, and many laws require the privacy policy to be easy to find and to be accurate.
This template combines the two. You tick the kinds of data you collect, the purposes you use them for and the cookies you set, list the companies that handle data for you, and write in a sentence how long you keep it. The text then says exactly that and nothing more. The country versions follow each system's structure: a GDPR-style policy for the EU, the UK and Germany with legal bases and complaint rights, a California CCPA version with the consumer rights, a Korean policy arranged after the contents article 30 of the Personal Information Protection Act lists, and a Japanese policy with the purposes of use and the disclosure procedure. Every generated document starts with a note that it must be checked against what your site really does, because a policy that does not match practice is worse than none.
When to use it
- You launch a website or app that has sign-ups, bookings, orders, a contact form or analytics.
- You added a payment provider, an email service or analytics and your old policy no longer matches.
- A payment provider, an app store or a customer asks for a link to a privacy policy and terms.
- You serve visitors in several countries and want to see how the wording changes.
How to fill it in
- Choose whether you need the privacy policy, the terms or both, and enter the operator and the service.
- Tick the data you collect and the purposes. Tick only what is true.
- List every company that receives data for you, with what it does and its country.
- Write the retention period, tick the cookies you set, and set the minimum age.
- Fill in the terms (accounts, fees, liability) and pick the country; check each sentence against your real practice before you publish.
Common mistakes
- Copying another site's policy without checking it against what your own site does.
- Leaving out tools that collect data, such as analytics, chat widgets, ad pixels, payment or email services.
- Promising "we never share your data" while using processors, or "we delete on request" without a process to do it.
- Publishing a cookie section without a way to ask for consent where the law requires it.
- Letting the policy go stale after a new feature, vendor or country is added.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- European Union (EU): Written in English – check with local advice
- United Kingdom (GB): Written in English – check with local advice
- United States (US): Written in English – check with local advice
- Germany (DE): Written in German, English – check with local advice
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Formal
- Executive
- Classic
- Plain (black and white)
- Minimal
- Ledger
- Modern
- Compact
- Side band
- Warm
- Boxed form
- Banner
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Does this make my site compliant with GDPR or another privacy law?
- No. The policy only describes what you tell it to. Compliance depends on what you actually do with the data, and each law has duties beyond a policy. Use the text as an accurate description and have it reviewed where the risk calls for it.
- Do I need both documents?
- Not always. If your site collects personal data, a privacy policy is expected or required in most places. Terms of service are optional for a simple site but useful once users have accounts, pay or post content.
- Where should I publish them?
- On pages linked from the footer of every page and from sign-up and checkout screens, in the languages your visitors use.
- How often should I update the policy?
- Whenever your practices change, and review it at least once a year. Change the date at the top, and tell users about important changes.
- What about children?
- Set the minimum age that fits the countries you serve. Many laws set special rules below 13 to 16, and some ask for a parent's consent. Do not aim the service at children unless you are ready for those rules.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 7 country versions: International, European Union, United Kingdom, United States, Germany, Korea, and Japan. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.