Do I need a privacy policy on my website?

What is a privacy policy?

A privacy policy is a document that informs website users about what personal data is collected, how it is processed, stored, and to whom it may be shared. It serves as a kind of “agreement” between the website owner and its users, fostering trust and transparency.

Examples of elements that a privacy policy should include are:

• Types of data collected (e.g., name, email address, browsing data).
• Purpose of data collection (e.g., marketing, website traffic analysis).
• Information about cookies and analytical tools (e.g., Google Analytics).
• Data security measures.
• User rights (e.g., the right to delete data).

When is a privacy policy required?

You collect personal data

If your website collects any personal data—such as email addresses, names, phone numbers, or IP addresses—you must inform users about what happens to this data. According to the EU’s General Data Protection Regulation (GDPR), which applies in Poland and the entire EU, every data controller is obliged to provide users with information about data processing. A privacy policy is the simplest way to meet this requirement.

Examples of situations where you collect data:

• Contact form on the website.
• Newsletter where users provide their email addresses.
• Comments under blog posts.
• Online store where customers provide shipping information.

You use analytical or advertising tools

If your website uses tools like Google Analytics, Facebook Pixel, or other tracking scripts that collect data about user behavior (e.g., browsing history, clicks), you must inform users about this. Such tools often use cookies, which also requires mention in the privacy policy.

You have a legal obligation

In some countries and regions, data protection regulations are very strict. For example:

• In the European Union, GDPR requires transparency in data processing.
• In the USA, certain states like California (CCPA – California Consumer Privacy Act) mandate informing users about data collection.
• If your website targets an international audience, you must comply with local regulations.

You collaborate with third parties

If you share user data with other companies (e.g., hosting service providers, email marketing platforms, or advertising networks), users must be informed about this. The privacy policy should clearly specify to whom and for what purpose the data is shared.

When might a privacy policy not be needed?

Theoretically, if your website does not collect any personal data, does not use cookies or tracking tools, a privacy policy may not be necessary. An example of such a website could be a simple business card site with basic company information, without forms, comments, or analytics. However, in practice, such websites are rare, as even basic plugins or hosting can generate minimal data (e.g., server logs with IP addresses).

Why is it worth having a privacy policy, even if it’s not mandatory?

• Building trust
  Users are increasingly aware of their rights and pay attention to how websites handle their data. A transparent privacy policy shows that you care about their privacy and operate professionally.
• Protection against penalties
  Non-compliance with regulations like GDPR can result in hefty financial penalties. In the event of an audit by data protection authorities (in Poland – UODO), the absence of a privacy policy may be considered a violation.
• Compliance with partner requirements
  If you use services like Google Ads, Amazon Associates, or other platforms, they often require your website to have a privacy policy.
• Professional image
  A website with a privacy policy appears more credible and professional, which can attract more users and customers.

How to create a privacy policy?

Creating a privacy policy doesn’t have to be complicated. You can:

• Use online generators – Tools like iubenda, Termly, or GetTerms offer templates that you can customize for your website.
• Hire a lawyer – If your website processes large amounts of data or operates in a specific industry, it’s worth consulting an expert.
• Write it yourself – Ensure the document complies with applicable regulations and includes all required information.

Make sure the policy is written in clear, understandable language and is easily accessible on the website (e.g., in the footer).

Summary

A privacy policy is essential if your website collects personal data, uses cookies or analytical tools, or is subject to regulations like GDPR or CCPA. Even if it’s not required, it’s worth having one to build trust, protect against penalties, and present a professional image. In an era of growing user awareness about data protection, transparency is key to the success of any website.

If you’re unsure whether your website needs a privacy policy, analyze what data you collect and what tools you use. If in doubt, consult a lawyer or use available online generators to quickly create an appropriate document.