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Privacy Policy Email Letter Example

If you have a company and clients or customers that contact you daily you need to have a privacy policy.

Not only that the customers will feel more secure and safe when they use your services, but it also makes you as the manager of the company be in control of the situation.

Privacy policy is especially important if you are using a system where customers have to pay online, or register for something online.

Whether they are buying something or they sign up for your services, it is relevant to let them know what happens to the personal information that they have shared.

A lot of people are worried about identity theft nowadays; therefore having a good privacy policy is essential.

A privacy policy should have more sections and it should point out information such as using cookies, involving third parties, the using of the information the clients provide, protection of the information, terms and conditions etc.


1. The privacy policy email should explain what the privacy policy contains. You can either attach the document itself or provide a link to it, if it can be found online.

2. Make sure you express that the privacy of each customer is respected and it is not taken advantage of.

3. Explain that the client always has the option to unsubscribe.

4. Express that the document or page online regarding the privacy policy has been created to show your commitment to the clients.

5. Keep the letter professional using all titles and formal salutation forms.


Subject Line: Privacy Policy of Global Medicine Forum

Dear Mr. Palmer,

You are receiving this email because you have used the online Global Medicine Forum. Please find the link bellow to our privacy policy page. This privacy policy document has been created to demonstrate our devotion for your safety online.

We respect your privacy. We will not use your email address to send newsletters unless you have requested it so. If you wish to unsubscribe from any of our emails, you can easily do so with one click. We won’t share your personal data to any third parties. The usage of your information is restricted to our private and secure online system.

Please read in detail about our privacy rules and don’t hesitate to contact me if you have any questions. Thank you for being a member of the Global Medicine Forum.

Michael Monroe
Internal Affairs
Global Medicine Forum