Automating Website Policies

Website policies are something most site managers don't want to think about. Who really reads them anyway? Working on a new website gives me reason to think about setting up its policies, and why they are important.

Policies for your website are increasingly necessary, and most websites need them. Fortunately, there are many tools for automating website policies, so that you can easily generate one and know that it will be kept up-to-date as your site, and the law, changes.

First, when don't you need policies? Generally, you don't need a policy when your website doesn't collect any personal information from its visitors. This can be achieved, but there are few situations where this won't limit the usefulness of your website.

Have you got any forms, eg for people to contact you or leave a comment. Most forms include information that can be linked to the person using them. After all, a contact form without contact information would not be much use!

Forms aren't the only data collector that your site has. Does your site have cookies? Do you use cloudflare.com for better speed and better security? Does your web hosting provider keep traffic logs? It's likely that information about your visitors is being collected. You might not even be aware of how much visitor information your site holds!

Let's look at the policies you might need on your website and how iubenda.com can help automate and keep them updated. Iubenda.com is one of the leading tools for generating policies. Legal professionals create policies for different languages and regions. The website makes it easier to choose the right text for your situation. It provides many other features for ensuring cookie compliance and maintaining consent records.

Privacy Policy

A privacy policy serves many purposes. First, it tells your visitors who you are and how you handle their personal information. In many regions, the policy must also tell site visitors about their data rights and how to exercise them. If you don't process data directly, but use a third party, or subprocessor, then you may have to list your subprocessors.

For most websites, a privacy policy is a legal requirement. Even if it isn't, it's a good idea to have one to increase credibility and trust from the people who visit your site.

Cookies Policy

Cookies are the little bits of code that browsers and servers exchange to make modern websites work. They can also contain personal information. If you ever tick a "remember me" box on a website, then chances are the browser saves a cookie to identify you the next time you visit that site.

The tricky part about cookies is that most of them operate under the surface, without our awareness of what they are collecting. Again, here's a good reason to use iubenda.com or a similar product. Many cookie control technologies can scan your site to identify the most common cookies it uses. These then get listed in your cookie policy. Minimal effort needed!

They can also be updated periodically. Adding or changing your WordPress plugins can change the cookies your site delivers, making it good practice to check it from time to time.

The second part to cookies is that most regions require sites to notify their visitors about the cookies they use and give visitors the chance to opt out. Again, a cookie control solution can be helpful. The most strict jurisdictions require browsers to block cookies and other tracking technologies until the site visitor gives their consent. The best of the bunch allows users to choose which kinds of cookies they want to be used during their visit.

Terms and Conditions

This last kind of policy typically covers two situations:

1. Websites that offer interactive functionality, like a membership site or a site with content only made available to registered users. In this case, the terms set out how the site is meant to be used, and under what circumstances you may get rid of someone who doesn't follow the rules.
2. Websites that sell products or services. When you operate an eCommerce website, it's often a requirement that you provide the terms of sale before a customer hits the pay button. Even if it isn't required, it's good practice to be transparent with customers about to trust you with their money. In some places, failing to do so could make it impossible to protect your rights as a seller or service provider. It is also a requirement from most payment processors that you make explicit how you will handle (or who you contract to handle) customer's sensitive payment information.

Again, using a service like iubenda.com can help, by providing exactly the text that covers your unique situation and making it easier to choose which text to include in your policies.

Save yourself a future headache

Whichever policy your site requires, setting them up correctly from the outset saves future hassles and possible expense. Getting them right can even enhance your standing with your customers. With an automated system to choose and update your website policies automatically, it doesn't have to be a time-consuming or mind-numbing experience.

Want to update your website policies? Please contact me here for a free consultation.