How to Generate a Privacy Policy

Overview

This guide shows how to generate a compliant privacy policy for your website using the Legal Document Generator.

Prerequisites

1. Legal Documents module enabled
2. Company profile completed
3. Admin access to WordPress

Step 1: Complete Company Profile


Before generating documents, set up your company details:

4. Go to SLOS → Legal Documents → Company Profile
5. Fill in all fields:

Required Information:

6. Company Name (legal name)
7. Website URL
8. Contact Email
9. Business Address (street, city, state, zip, country)
10. Phone Number
11. Business Type (select from dropdown)
12. Industry

Optional Information:

13. Data Protection Officer email
14. Company logo
15. Registration number
16. Business hours
17. Privacy Officer
18. Click Save Profile

Step 2: Generate New Privacy Policy


19. Go to SLOS → Legal Documents → Generate New
20. Select Privacy Policy
21. Choose template:

– Standard – Works for most sites
– E-Commerce – Includes payment data
– SaaS – Includes user accounts
– Agency/Consultant – Client data focus
– Publisher/Media – Content user data

22. Choose language:

– English (default)
– Spanish
– French
– German
– Portuguese
– Italian
– Dutch

23. Click Generate

Step 3: Review Generated Content


The policy automatically includes:

1. Introduction


24. Company name and contact
25. Policy effective date
26. Last updated date
27. Statement of commitment to privacy

2. Information We Collect


Automatically Populated:

28. Personal data types collected
29. Collection methods (forms, cookies, tracking)
30. Required vs optional data
31. Special categories of data (if applicable)

Includes:

32. Contact information (name, email, phone)
33. Account data (username, password)
34. Device information (IP, browser, OS)
35. Behavioral data (pages visited, time spent)
36. Cookie data (types, purposes, vendors)

3. How We Use Your Data


Auto-included Based on:

37. Consent Management settings
38. Cookie scanner results
39. Analytics enabled
40. Marketing tools
41. Third-party integrations

Common Sections:

42. Providing services
43. Improving website
44. Marketing purposes
45. Legal compliance
46. Fraud prevention
47. Analytics

4. Legal Basis for Processing


Automatically Includes:

48. Consent (cookie consent)
49. Legitimate interest
50. Contractual necessity
51. Legal obligation
52. Vital interests
53. Public task

5. Data Retention


Auto-filled with:

54. Retention periods per data type
55. Consent record retention
56. Deletion procedures
57. Archival practices
58. Legal hold exceptions

6. Your Rights


Based on Regulations Selected:

GDPR (EU):

59. Right of access
60. Right to rectification
61. Right to erasure
62. Right to restrict
63. Right to portability
64. Right to object
65. Rights related to automated processing

CCPA (California):

66. Right to know
67. Right to delete
68. Right to opt-out of sale
69. Right to non-discrimination

LGPD (Brazil):

70. Right to access
71. Right to correction
72. Right to deletion
73. Right to portability
74. Right to revoke consent

7. Cookie Policy Section


Auto-populated with:

75. Cookie types detected by scanner
76. Cookie vendors
77. Cookie purposes
78. Retention periods
79. User controls

8. Third-Party Sharing


Lists any third parties:

80. Analytics providers
81. Marketing platforms
82. Payment processors
83. Hosting providers
84. Integrations
85. Data processors

9. Data Security


Describes:

86. Encryption practices
87. Access controls
88. Security measures
89. Breach notification
90. Incident response

10. International Transfers


If applicable:

91. EU adequacy decisions
92. Standard contractual clauses
93. Binding corporate rules
94. Consent for transfers

11. Contact Information


Auto-filled:

95. Contact email
96. Mailing address
97. Data Protection Officer (if provided)
98. Response procedures
99. SLA for responses

12. Cookie Consent Notice (if using Consent Management)


100. Links to cookie banner
101. Lists cookie types
102. Explains purposes
103. Links to preferences

Step 4: Customize Policy


Edit Sections


104. Click Edit Policy
105. Select section to edit:

– Click section heading
– Content becomes editable
– Make changes
– Save automatically

Common Customizations


Add Company-Specific Details:
`
Example: “We use analytics to understand how customers use our
e-commerce platform to improve product recommendations.”
`

Add Internal Policies:
`
Example: “Our internal retention policy deletes inactive account data
after 2 years of no login.”
`

Emphasize Security:
`
Example: “We use industry-standard 256-bit encryption for all
personal data in transit and at rest.”
`

Special Categories:
`
If you process sensitive data:

106. Health information
107. Biometric data
108. Racial or ethnic origin
109. Political opinions
110. Add to “Special Categories” section

`

Add Variables


Use template variables:

111. {company_name} – Auto-fills
112. {website_url} – Auto-fills
113. {contact_email} – Auto-fills
114. {dpo_email} – DPO contact
115. {effective_date} – Auto-fills
116. {dataretentiondays} – Your number

Example:
`
“As of {effectivedate}, {companyname} (www.{website_url})
collects personal data to provide services. Contact us at {contact_email}.”
`

Step 5: Verify Compliance


GDPR Checklist


If targeting EU visitors:

117. ✓ Identifies company (controller)
118. ✓ Lists lawful bases for processing
119. ✓ Explains data subject rights
120. ✓ Specifies retention periods
121. ✓ Mentions data processor agreements
122. ✓ Covers international transfers
123. ✓ Includes breach notification process
124. ✓ Mentions data protection authority
125. ✓ Notes right to lodge complaints

CCPA Checklist


If California visitors:

126. ✓ States collection of personal information
127. ✓ Lists business purposes
128. ✓ Explains do not sell option
129. ✓ Describes consumer rights
130. ✓ Includes contact for requests
131. ✓ References privacy practices
132. ✓ Mentions shine the light compliance

LGPD Checklist


If Brazilian visitors:

133. ✓ Identifies data controller
134. ✓ Specifies processing purposes
135. ✓ Lists lawful bases
136. ✓ Explains data subject rights
137. ✓ Mentions data protection authority
138. ✓ References retention period
139. ✓ Covers international transfers

Step 6: Get Legal Review


IMPORTANT: Before publishing:

140. Download draft (see Step 7)
141. Send to legal counsel
142. Have lawyer review for:

– Jurisdiction compliance
– Business accuracy
– Completeness
– Risk areas

143. Incorporate feedback
144. Get approval

Step 7: Export or Publish


Export Options


Option 1: PDF Export

145. Click Export as PDF
146. File downloads to computer
147. Share with legal team
148. Print if needed

Option 2: HTML Export

149. Click Export as HTML
150. Get HTML code
151. Paste into page editor
152. Customize formatting

Option 3: Word Document

153. Click Export as DOCX
154. Opens in Microsoft Word
155. Edit in Word
156. Add company branding
157. Print or PDF

Publish to Website


Option A: Auto-Create Page

158. Click Publish to Website
159. Creates new page: “Privacy Policy”
160. Policy auto-published as draft
161. Review in page editor
162. Click Publish when ready

Option B: Manual Page Creation

163. Export as HTML
164. Create new WordPress page
165. Go to Pages → Add New
166. Title: “Privacy Policy”
167. Paste HTML into editor
168. Customize formatting
169. Publish

Step 8: Create Privacy Policy Page


Page Setup


170. Page Title: “Privacy Policy”
171. URL Slug: “/privacy-policy/”
172. Status: Published
173. Visibility: Public
174. Menu: Add to footer menu (optional)

Page Content


175. Add policy content
176. Format with headings
177. Add company logo (optional)
178. Add last updated date
179. Add contact info
180. Save and publish

Link from Banner


181. Go to Consent Management → Settings
182. In banner links section:

– Privacy Policy URL: /privacy-policy/

183. Save settings
184. Banner now links to page

Step 9: Keep Policy Current


Set Reminders


185. Go to Legal Documents → Policies → Edit
186. Set Review Date: Annually
187. Reminders sent to admin email
188. Review and update as needed

Version Control


Track changes:

189. Major Update – Change in practices

– Increment major version
– Mark as new “effective date”
– Send notification to users

190. Minor Update – Clarification

– Increment minor version
– Update in place
– Note change

Documentation


Keep change log:
`
Version 1.2 – Dec 31, 2025

191. Added CCPA section for California visitors
192. Expanded cookie descriptions
193. Added DSR request process

Version 1.1 – Jan 15, 2025

194. Added AI/ML processing disclosure
195. Clarified third-party sharing
196. Updated security practices

Version 1.0 – Jan 1, 2025

197. Initial policy creation

`

Step 10: Notify Users (Optional)


For Major Changes


198. If material changes made:

– Send email to users
– Post banner on site
– Add notification in privacy settings

199. Timing:

– Notify 15-30 days before effective
– Request re-consent if using cookies
– Document acknowledgment

Troubleshooting


Policy Missing Sections


Solution:

200. Verify all company profile fields completed
201. Re-generate policy
202. Manually add missing sections
203. Update company profile

Formatting Issues


Solution:

204. Export as HTML
205. Check in page editor
206. Fix formatting manually
207. Re-save page

Compliance Questions


Solution:

208. Use verification checklists
209. Consult legal resources
210. Contact lawyer if uncertain
211. Get professional review

Best Practices


212. Legal Review First – Have lawyer review before publishing
213. Keep Current – Update annually minimum
214. Version Control – Track all changes
215. Communicate Changes – Notify users of major updates
216. Archive Old Versions – Keep historical copies
217. Mobile Friendly – Ensure readable on mobile
218. Accessible – Follow WCAG guidelines
219. Plain Language – Avoid legal jargon

Next Steps


220. Complete company profile
221. Generate privacy policy
222. Customize for your business
223. Get legal review
224. Publish to website
225. Link from consent banner
226. Set annual review reminder

Related Articles


227. Generate Cookie Policy
228. Create Terms of Service
229. Accessibility Statement Generation