When setting up your website, there are a ton of moving parts to consider—design, copy/descriptions, images, logos, branding, SEO, functionality—but one area that most often gets overlooked throughout the process (or procrastinated) is legal policies.
You’ve probably seen "Privacy Policy" and "Terms of Service" (or "Terms & Conditions") links floating around at the bottom of most websites, but what exactly do they mean? And more importantly, do you really need them?
Let’s break it down in simple terms.
Privacy Policy: Protecting User Data
A Privacy Policy is a legal document that explains how you collect, use, store, and protect user data on your website. This includes personal information like names, email addresses, payment details, and even browsing behavior (think of the pop-up you typically see, “Accept website cookies?).
Key Components of a Privacy Policy:
What data you collect
How that data is used (e.g., marketing, analytics, order fulfillment)
Whether data is shared with third parties (like Google Analytics or payment processors)
How users can access, modify, or delete their data
Security measures in place to protect user data
Compliance with data protection laws like GDPR (General Data Protection Regulation) and CCPA (California Consumer Privacy Act)
Is a Privacy Policy Legally Required?
Yes, in most cases. If your website collects any personal data (even just through contact forms or cookies), you’re legally required to have a Privacy Policy. Regulations like GDPR (for EU users) and CCPA (for California residents) mandate transparency on data collection. Even if you're not directly operating in these areas, global visitors to your site could trigger compliance requirements.
Terms of Service: The Rules of Engagement
A Terms of Service (ToS) or Terms & Conditions (T&C) agreement is essentially the rulebook for using your website. Unlike a Privacy Policy, which is about user rights, the ToS is about your rights as a website owner.
Key Components of a Terms of Service Agreement:
Who can use your site (e.g., age restrictions, account requirements)
Acceptable and prohibited uses (e.g., no spamming, no illegal activity)
Intellectual property rights (who owns the content on your site)
Payment terms (if selling products/services)
Disclaimer of liability (protecting you from legal claims)
Account termination policies
Governing law (which state/country laws apply to disputes)
Is the Terms of Service Agreement Legally Required?
No, but it’s highly recommended—especially if you’re selling products, offering services, or running a platform where users can create accounts. Having a Terms of Service in place protects you from legal disputes, limits your liability, and sets clear expectations for how users should interact with your site.
So, Do You Need Both?
Short answer: Yes.
If your website collects user data, a Privacy Policy is non-negotiable for legal compliance. Terms of Service isn’t legally required, but it can save you from headaches down the road by outlining the rules of engagement and protecting your business.
If you’re launching a new website or revamping an existing one, make sure these two policies are in place. If you're not sure where to start - there are plenty of free Privacy Policy generators online, but for a full-proof legal foundation, consulting a lawyer or legal expert is always a good idea.
Implementation Costs
Don’t have the time to add a Privacy Policy to your website? We’ve got you covered! When you work with us, we include Privacy Policy and Terms of Service pages in your project—at no extra cost. Since a Privacy Policy is legally required, we make sure your site is compliant and set up for success from day one.
We’re happy to add these policies to your website for free with any full web design package. If you just need them implemented outside of a web design project, we can take care of it for $135 (one or both).
If you already have these documents, send them our way, and we’ll add them to your website footer for you. If not, you can create them using these free online generators:
Want to make sure your website is legally covered and beautifully designed? Let’s chat—schedule a free discovery call, and we’ll handle the rest!
by:
Adriana Leos
Chief Creative Officer