Your privacy policy


Creating a privacy policy is a vital part of maintaining an effective digital presence and ensuring compliance with global laws that regulate online privacy and commerce.

This page provides information to help you create and publish your organization's privacy policy on your WildApricot website.

Note: As the software provider powering your website, WildApricot implements security measures to safeguard your database information. However, it is important to create and publish your own privacy policy regarding the way data is handled by your organization when a user interacts with your website.

What is a privacy policy?

A privacy policy is a legal document that outlines how your organization collects, uses, stores, and protects the personal information of its website visitors and users. It serves as a transparent and informative statement about your organization's data practices.  

Does your organization need a privacy policy?

A privacy policy is essential for ensuring compliance with global data protection laws and building trust with your members and website users.

As the software provider powering your website, WildApricot implements security measures to safeguard your database information and protect the privacy of your contact. However, it is important to create and publish your organization's own privacy policy on your website.

Check out our blog article for more information.

How to write a privacy policy

WildApricot can't advise you or help you write your organization's policies, but Termly offers tools to help you create and manage policies for your organization. As a WildApricot customer, you have special access to discounted rates from Termly

Pro Tip: If your organization has already written policies that address online presence and digital privacy, you can add them as-is to your website without needing to use a third-party service like Termly.
To learn how, view Where to publish your privacy policy, below.

Where to publish your privacy policy

There are multiple ways to post and share your privacy policy with your website's users. Please view the articles below for step-by-step instructions on each:

Our Partner Network can also assist you. Visit the WildApricot Partner Network directory and select Website customization from the Services menu to view a list of consultants you can contact directly for help in publishing your policies on your website.

Essential components of a good privacy policy

In general, a privacy policy for a website typically includes the following key elements:

  • Information Collection: This section describes the types of personal information your organization collects, such as names, email addresses, phone numbers, or any other data gathered through the website, including cookies and other tracking technologies.

  • Purpose of Data Collection: It explains why your organization collects this information. This can include purposes like membership sign-up, event registration, newsletter subscriptions, or any other interactions with the website.

  • Data Usage: The privacy policy should detail how your organization uses the collected data. For example, it may be used for communication, providing services, improving website functionality, or for marketing and promotions.

  • Data Sharing: This section informs users whether your organization shares their data with third parties, such as sponsors, service providers, or affiliated organizations. It should specify the circumstances under which data is shared.

  • Data Protection and Security: The policy outlines the measures taken to safeguard user data from unauthorized access or breaches. This might include encryption, secure servers, and access controls.

  • User Rights: It describes the rights users have regarding their personal information, such as the right to access, correct, or delete their data, and how they can exercise these rights.

  • Cookies and Tracking: If the website uses cookies or other tracking technologies, the privacy policy explains their purpose, how users can manage them, and their consent options.

  • Policy Updates: This section informs users that the privacy policy may change over time and how they will be notified of such changes.

  • Contact Information: The policy should provide contact details for users to reach out for privacy-related inquiries or concerns.

  • Compliance with Legal Requirements: Mention compliance with relevant data protection laws, such as the General Data Protection Regulation (GDPR) in Europe or the California Consumer Privacy Act (CCPA) in the United States, if applicable.

  • Effective Date: The privacy policy should have a clear effective date, indicating when it came into effect.

Global data privacy laws

Use the links below to learn more about data privacy laws that may affect your organization.

*For a deeper dive on GDPR, view our article, Making your website GDPR compliant.


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