Cookie policy template: how to stay compliant with the UK GDPR

What are cookies?

Cookies are small text files that are downloaded to a device (e.g. a computer or smartphone). Cookies contain uniquely generated references which are used to distinguish someone from other users. They allow information gathered on one webpage to be stored until it is needed for use on another, allowing a website to provide a personalised experience (like remembering favourites) and provide the website owner with statistics about how the visitor interacts with the website.

If you use cookies on your website or elsewhere, it is a requirement of data protection laws that you must:

1. tell people the cookies are there;

2. explain what the cookies are doing and why; and

3. get the person’s consent to store a cookie on their device.

What is a cookie policy?

A cookie policy (sometimes known as a cookie notice) is a document that tells website visitors (or device users) about the cookies that are being used, why they are being used and the duration they will last for.

Benefits of having a cookie policy on your website

As well as being a legal requirement, a well-drafted cookies policy can help to gain customer’s trust and show that you take their privacy seriously:

1. Comply with the law - a cookies policy is key to ensure that you comply with the laws on cookies in the UK. It is a legal requirement to tell people about cookies when you use them, and ensure you have their consent to use the cookies too;

2. Build user trust - being transparent with customers can help to build and maintain customer trust, leading to lasting customer relationships. Having a cookie policy in place shows your customers that you are being transparent about your use of cookies, and how the cookies affect customers; and

3. Show you take privacy seriously - personal data can be a key asset for a business. But it is crucial that the personal data is protected. Having a cookies policy in place can show individuals that you take their privacy seriously and have measures in place to protect their personal data that is collected via cookies.

What do you need to include in your cookie policy?

Individuals must be provided with “clear and comprehensive information” about the cookies being used. The information has to cover:

• the cookies you intend to use;

• the purposes for which you intend to use them;

• any third parties who may also process information stored in or accessed from the user’s device; and

• the duration of any cookies you wish to set.

Use our checklist to ensure you include all of the key matters in your cookies policy.

How do I bring the cookies policy to website visitors' attention?

You must make users aware of the cookies being placed on their devices and your methods of providing this information should be as user-friendly as possible.

To ensure cookie compliance, it’s not enough to just have a cookie policy on your website - that cookie policy must be clearly brought to the website visitors' attention. The ICO recommend the following ways to increase the prominence of cookie information on websites:

• formatting – this might include changing the size of the link to the cookie policy or using a different font. The key is whether the link to this important information is distinguishable from “normal text” and other links;

• positioning – simply moving the link from the footer of the page to somewhere more likely to catch attention is an easy but effective thing to try; and

• wording – making the hyperlink more than simply “cookie policy”; this could involve a link through some explanatory text (“Find out more about how our site works by using cookies and how we put you in control.”)

What else do I need to do in relation to cookie use on my website?

Having a cookie policy is the first step to achieving cookie compliance for your website. However, to comply with cookie laws, other steps must be taken too. This includes:

• carrying out a cookies audit so you are fully aware of the cookies in use;

• having a mechanism in place to obtain valid consent from individuals to the use of cookies; and

• ensuring that individuals have a clear and easy way to withdraw their consent.

Find out more about how to ensure your website complies with data protection laws here.

How can Docue help? Use our cookie policy template!

Docue’s cookie policy template has been drafted by privacy lawyers to help you comply with cookie rules and requirements. It is fully customisable so that it can be easily adapted to your situation and to meet your business requirements. You simply need to answer a series of questions and your cookie policy will be updated in live time, to take the stress out of writing a cookie policy.

Sign up now to use Docue’s cookie policy and other privacy templates.