How to update your Privacy Policy

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When was the last time you read your Privacy Policy? My recommendation is to treat it like a dairy product, keeping it fresh eliminates a world of problems. Here are a few points to help you update or overhaul:

1) He Tells a Friend… She Tells a Friend – Many subscribers worry about residual signups as a result of enrolling; alleviate this concern by stating that you don’t send unsolicited messages, SPAM or unwanted email. State that you send transactional information and messages you believe will benefit the recipient. If there are partner sign-ups (i.e. your parent company), list them.

2) You’re Outta Here – Detail your unsubscribe policy, state that recipients may unsubscribe by clicking a link or by mailing, faxing, calling or emailing a request. Include an escalation path and state the number of days it may take to fulfill requests, this covers you in the event that you’re not processing the unsubscribe requests immediately.

3) Hey, look over there! – If you link to other sites (in your emails or from your site) note that you do not (cannot) control the content on that site or their Privacy Policy. Also state that you will try your best to provide the recipients the best possible information.

4) Pay Up – If you accept credit cards, detail your process or Secure Socket Layer (SSL); state whether or not you are PCI Compliant (you better be) and how you protect the information both internally and externally (then make sure you do).

5) Keep Current – Tell users how they may update information through your site or other channels.

6) That’s the Law – Inform recipients that while you will make every attempt to keep their information private, you are legally obligated to assist in certain processes and under certain situations you may need to disclose their "private information" to comply.

7) Is Your Address Correct – Be sure to provide contact information, an address, phone number and/ or an email address – regularly audit the process to make sure it’s working.

8) Here Ye, Here Ye – Include notice that there will be updates and tell them how you will let them know about these changes – be careful, because if you tell them you will notify them in writing, you have to. The easiest way to do this is to state that you will list the changes on your site and provide a 30 – 45 day notice before the changes to privacy policy go into effect.

9) Keep Current – One of the top considerations is the "freshness" of your privacy policy, review the policy every quarter (minimally) and update it with the statement: THIS PRIVACY POLICY WAS LAST UPDATED ON DATE. This keeps your policy current… regardless if anything else changes.

10) Legal Eagles – Remember these are global suggestions, your company has hired experts to protect you… use their expertise!