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An individual’s name, signature, address, phone number, or date of birth
Sensitive information (ethnic origin, political opinions, religious beliefs, health or genetic information, etc.)
An individual’s financial information.
Any employee record information.
Personally identifiable photographs.
Internet Protocol (IP) addresses of individuals.
The voiceprint and facial recognition biometrics of individuals (because they collect characteristics that make an individual’s voice or face unique).
The location information from a mobile device (because it can reveal user activity patterns and habits).
On the other hand, a Privacy Notice is externally focused. It tells customers, regulators, and other stakeholders what the organization does with personal information. It answers questions about the types of personal data processed, the lawful basis for processing personal data, and the data being transferred to third parties. A Privacy Notice must also tell users how long the organization will store their data, the user’s rights on collected data, and the privacy team’s contact information.
All modern Data Privacy Laws like CCPA, GDPR, and LGPD now require all businesses that collect personal data to have clear and discoverable privacy notices. Privacy notices are usually placed in website footers, side menus, and signup forms. Also, app developers that control users’ personal data must be transparent of their practices and inform users how they handle their users’ personal data through a clearly visible and sufficiently noticeable privacy notice. A privacy notice should be in clear and straightforward language in all cases, so it is understandable to an average person and not just to lawyers.
A privacy notice is sometimes referred to as a privacy statement or a fair processing statement. Special privacy notices are also mandated by specific laws such as GLBA and COPPA in the United States.
It is internally focused on telling employees what they may and may not do with data subjects’ personal information.
Must include the following:
Core Audience: internal employees who will have access to or will be managing the data.
Start with developing privacy policies and update them according to the latest privacy regulations.
It is externally facing, informing customers, regulators, and other stakeholders what the organization does with the collected personal data.
Must include the following:
Core Audience: external users, customers, and regulators.
A Privacy Notice has more information and descriptions about data, user rights, data sharing policies, etc.
Privacy Notices are typically built on privacy policies.
Traditionally, organizations have followed a static privacy notice strategy. The notices are updated whenever there is a change in privacy laws by regulators or when organizations change their data collection processes. Privacy officers responsible for formulating and maintaining privacy notices have to collaborate with various internal stakeholders, gather insights about all their data processing and cookie activities, and update privacy notices to ensure compliance.
Most privacy officers rely on manual processes such as assessments, documents, or emails to collect information from their assets & data processing activities. Tracking hundreds of these assessments (one per business entity) can be tedious & time-consuming. Also, as new data attributes are added, the surveys and assessments become out of date.
In large organizations, multiple departments collect and process personal data for different purposes. This also evolves as products and teams across the organization leverage the data for new or changed purposes. It can be very challenging and time-consuming to continually update static privacy policies in a dynamic, regulated environment.
Lastly, marketing teams regularly add new code to websites to track visitor engagement, product preferences, website performance metrics, etc. These tracking codes, or ‘cookies,’ are installed on website visitors’ machines when they first visit the website.
Organizations need to continuously scan their websites to discover any additional cookies and continually update these new cookies in their privacy notice.
Publish privacy notices in minutes using pre-built templates, simplifying the entire process and ensuring consistency.
Centralize management by tracking and monitoring privacy notices across multiple systems.
Native integration with Securiti’s privacy-ops platform keeps notices up-to-date.
The need for a solution that can automate scanning, discovery, and streamline privacy policies or notices across large organizations is growing. Increasingly, businesses need to collect personal data for personalized marketing campaigns and improve customer loyalty.
See how easy it is to manage privacy compliance with robotic automation.