Every company that processes personal data needs a privacy policy. For startups, it’s often the first compliance document investors, partners, and clients will look at.
The good news: a privacy policy doesn’t have to be filled with heavy legal jargon. The best ones are clear, practical, and honest about how you handle data.
This template will help you build a privacy policy tailored to your business.
Step 1. Identify Your Company
- Who you are (legal entity name, address, contact details).
- Contact details of your Data Protection Officer (DPO) or privacy contact (if applicable).
Example:
“We are PLX SaaS SL, based in Barcelona, Spain. If you have questions about this policy, you can reach us at privacy@plxsaas.com.”
Step 2. Describe the Data You Collect
- What categories of personal data you collect
- Contact details
- Account registration info
- Billing/payment data
- Usage data (e.g., clicks, logins)
- Marketing preferences
- How you collect it?
Step 3. Explain Why You Collect It (Purposes)
- Service delivery (create/manage accounts).
- Customer support.
- Marketing (if consented).
- Security and fraud prevention.
- Legal obligations.
Pro tip: Always link each category of data to a purpose (transparency!)
Step 4. Clarify Your Legal Basis (GDPR Requirement)
- Contract (to provide your SaaS).
- Consent (for marketing emails).
- Legitimate interest (improving service, basic analytics).
- Legal obligation (invoicing, tax compliance).
Step 5. Explain Data Sharing & Third Parties
- Cloud hosting providers (AWS, Azure, GCP).
- Payment processors (Stripe, PayPal).
- CRM/marketing tools.
- Analytics platforms.
Be specific but concise.
Instead of: “We may share with third parties,” say: “We share limited data with cloud hosting providers (AWS in the EU) and payment processors (Stripe).”
Step 6. International Transfers
- Do you transfer data outside the EU/EEA?
- If yes, explain safeguards (Standard Contractual Clauses, adequacy decisions, etc.).
Step 7. Retention Periods
- How long do you keep personal data?
- State clear rules (e.g., “We retain account data while you have an account, and delete within 30 days of closure”).
Step 8. User Rights
Under GDPR (and similar laws), users have the right to:
- Access their data
- Delete their data
- Correct inaccuracies
- Request deletion
- Object to certain processing
- Data portability
Explain how they can exercise these rights (e.g., email privacy@…).
Step 9. Security Measures
- Mention key protections: encryption, access controls, incident response.
- Don’t overpromise (“100% secure” is a no-no).
Step 10. Updates to Policy
- State how you’ll notify users of changes (e.g., email, in-app notice).
Optional: Easy-to-Read Format
- Use plain language, bullet points, and headings.
- Consider a two-layer approach: summary at the top, details below.
Quick Template (Fill-in-the-Blank)
Privacy Policy
Who we are
Company name, address, contact, privacy email/DPO
What data we collect
List categories: e.g., name, email, payment info, usage data
How we use your data
Service delivery, support, billing, marketing (if consented), security, legal obligations
Legal basis
Contract, consent, legitimate interest, legal obligation
Who we share with
Hosting, payments, CRM, analytics
International transfers
If applicable, explain safeguards
Retention
How long data is kept and when deleted
Your rights
Access, correction, deletion, objection, portability
Security
High-level explanation of controls
Policy updates
How users will be notified
PrivaLex Insight
Startups often copy-paste generic privacy policies, which backfires during investor due diligence or enterprise sales. A tailored, honest policy shows maturity and builds trust.
At PrivaLex Partners, we help startups turn compliance into a growth enabler, from privacy policies to getting international data protection certifications.
Need a privacy policy fast? Use this builder to draft your own (and remember, it’s always best for a specialist to review it) or contact us to get a customized privacy policy that grows with your business.