An information policy for your company is vital

Building your company’s information policy is an important step for both you and your customers. If people are trusting you with their information, you need to make sure there are clear regulations to the way you plan on handling them. This will ensure your customers are protected and know exactly what they’re allowing you to do. Also, you’ll be abiding the law and making sure you’re not going against any rules.

A company’s information or privacy policy is a legal document that defines how a company collects, uses, manages, and protects customers’ data and information. It is shared with all the company’s customers.

If you’re not sure how to build your company’s information policy, just keep reading. Here’s a step by step guide to help you write it and the points you need to cover.

1.  What Personal Information Do You Gather

Your privacy policy needs to start by describing the type of personal information you’ll be gathering form the users.  Tell your customers about the data you’ll be collecting from them upon becoming your customers. Also, state what type of online information you’ll collect for each of their visits, login, email, subscription, or any other type of action they might take.

This usually involves information such as:

    • name, last name
    • date of birth
    • country
    • native language
    • email address
    • mobile phone number

If your customers are interacting with the company online, there is additional information that you collect and  you have to address:

    • location
    • password
    • ads they prefer
    • type of browser
    • things you search for
    • payment information
    • type of device you’re using
    • IP address

Depending on the type of business you’re running and the nature of your customer relationship, you’ll define these key points yourself.

 Make sure your company’s information policy clearly defines the type of information you’ll gather.

2.  How Personal is Information Collected

Once you define the type of information you’ll be gathering, you also need to tell them how you’ll be gathering that information.  Let them know about the resources, tools, and channels you’ll be using t gather their information.  It’s best that you make a distinction between:

    • the information the customers provides
      This is the type of information the customer provides directly to you.
    • the information you collect when they use your services
      This is the type of information you gather using cookies, your activities, servers, etc.

This will further help them understand what happens with their data.

3.  How Will You Use The Information

Next, make sure that you explain how you plan on using the data you’re collecting. Share a list of reasons why by gathering their information, you’re improving your services.

The most common ways of using customers’ information are:

    • maintaining clear communication with them
    • notifying them about changes or innovation
    • improving your services
    • developing new services
    • personalizing your services to fit each individual customer’s needs
    • conducting data analysis
    • measuring customer satisfaction

“People need to understand why you need their personal information, and how you plan on using it. Give them a list of ways their information helps improve your mutual relationship and help both parties upgrade,” says Jordan Pearson, an HR manager at Studicus.