As part of recent changes in SMS and text messaging regulations, we have observed that several libraries want to send text messages but are unable to do so due to the lack of a privacy policy. Without a comprehensive privacy policy, applications for text messaging services may be denied by carriers. To prevent delays and ensure compliance, it is essential to establish a thorough privacy policy early in the process. Here’s everything you need to know to get started.
What is a Privacy Policy?
A privacy policy is a document that explains how an organization collects, uses, stores, and protects personal data. It also informs users about their rights regarding their personal information. For libraries, a privacy policy is essential for maintaining transparency and trust with patrons.
Where Should Your Privacy Policy Be Listed?
Your privacy policy should be easily accessible on your library’s public website. It should be clearly listed with other library policies and easy to find. Consider placing a link in the footer of the site, as well as in any user registration or data collection forms. This ensures that patrons can easily find and review the policy at any time.
Why a Privacy Policy is Important?
A privacy policy is not just a regulatory requirement but a critical component of good customer service. It helps build trust by showing patrons that you take their privacy seriously. Additionally, a clear privacy policy can protect your library from legal issues by ensuring compliance with data protection regulations. In order to maintain SMS campaign accreditation, privacy policies must include the following details.
Details to Include in Your Privacy Policy
A comprehensive privacy policy should cover the following aspects:
- Information Collection: Detail the types of personal data you collect, such as names, emails, and payment information.
- Data Usage: Explain how you use the collected data, whether it’s for marketing, SMS messaging, or service improvements.
- Data Sharing: Clarify if you share data with third parties, and if so, with whom and for what purposes.
- User Rights: Inform users about their rights regarding their personal data, including access, correction, and deletion. Make sure patrons have options to opt in and out of various contact channels including SMS.
- Security Measures: Describe the measures you take to protect user data from unauthorized access or breaches.
- Contact Information: Provide a way for users to contact you with questions or concerns about privacy.
- SMS Opt in/out: Your OPAC system must have a question/stipulate for patrons opting in/out of your library’s SMS notifications.
- Your privacy policy must explicitly state that “personal information will not be shared with third parties for marketing purposes”.
- Messaging Terms and Conditions (that is accessible from the website). Below is an example of the text we recommend:
- Example of Messaging Terms and Conditions:
- Library Name
- Types of messages the patron can expect to receive (we recommend stating: Customer Care/Account Notifications)
- Message frequency (Message frequency may vary)
- Message and data rates may apply
- Patron Support contact information (Text HELP for help, provide a contact email address, and or contact phone number)
- Opt-out information (Text STOP to cancel, log in to your account to change notice preference, speak with a staff member)
- Example of Messaging Terms and Conditions:
Resources to Help Libraries Create a Privacy Policy
Creating a privacy policy might seem daunting, but several resources can help you craft a document tailored to your library’s needs:
- FreePrivacyPolicy.com: Offers customizable templates suited to different business needs.
- PrivacyPolicyGenerator.info: Provides a free and straightforward generator for privacy policies.
- International Association of Privacy Professionals (IAPP): Contains comprehensive guidelines and resources on global data privacy laws.
- Electronic Frontier Foundation (EFF): Provides valuable insights and support regarding privacy issues.
Conclusion
Implementing a comprehensive privacy policy is essential for any library looking to offer SMS messaging services. By clearly outlining how you handle patron data, you can build trust, ensure compliance, and enhance the overall user experience. Start working on your privacy policy today to avoid any delays in your service offerings and to demonstrate your commitment to patron privacy.
If you need further assistance, don’t hesitate to reach out. We are here to help our MessageBee SMS clients create a privacy policy that meets regulatory requirements and serves your community effectively.