This policy will be visible to your affiliates throughout their journey with your program, from registration to their daily interactions with your platform.
What You Can Do
Customize Your Privacy Policy
Instead of using a generic privacy policy template, you can craft a policy that accurately reflects your specific business practices and legal requirements. The feature includes a rich text editor that supports:
Text formatting (bold, italic, headings)
Bulleted and numbered lists
Links and images
Custom HTML formatting
Use Dynamic Variables
To save time and ensure consistency, you can use dynamic variables that automatically fill in your company information. Simply insert these variables into your privacy policy text, and they'll be replaced with your actual business details:
Company Name - Your business name as configured in your account settings
Company GTC Link - Automatically generates a link to your Terms and Conditions
Business Address - Your registered business address from billing details
Company Website - Your company's website URL
Company Email - Your business contact email
To use a variable, simply type it in your privacy policy text using this format: {variableName}. For example, {companyName} will display your company name.
Control Visibility
You can choose whether to display your privacy policy to affiliates or keep it hidden. When visible, the privacy policy link appears in:
The affiliate registration page (alongside terms and conditions)
The footer of your affiliate portal
The affiliate user menu
When you turn off visibility, the privacy policy link is removed from all these locations.
Preview Before Publishing
Before making your privacy policy live, you can preview exactly how it will appear to your affiliates. This ensures your formatting looks correct and all variables are properly filled.
Revert to Default
If you want to start fresh or return to the default Trackdesk privacy policy template, you can revert your changes at any time. This replaces your custom text with the standard template.
How to Set Up Your Custom Privacy Policy
Navigate to Settings > Privacy Policy in your dashboard
Toggle Privacy policy visible on to make it accessible to affiliates
Click Edit to customize the text
Use the rich text editor to format your content
Insert dynamic variables where needed (a list of available variables is shown above the editor)
Review any warnings about unfilled placeholder variables
Click Apply Changes to save your privacy policy
Use the Preview button to see how it will look to affiliates
Important Considerations
Character Limit
Your privacy policy can contain up to 100,000 characters, which is sufficient for comprehensive legal documentation. If you need more space, consider linking to an external document hosted on your website.
Valid HTML Required
If you're using HTML formatting in your privacy policy, the system validates that your HTML is properly formatted. Invalid HTML will be rejected when you try to save your changes.
Company Details Required
For the dynamic variables to work properly, make sure you've filled in your company details in the Billing Details section of your settings. Missing information will appear as unfilled placeholders in your privacy policy.
Unfilled Variable Warning
The editor will alert you if your privacy policy contains placeholder variables that haven't been replaced with actual values. You'll see a list of these unfilled variables with a convenient "Jump to Next Variable" button to help you locate and replace them.
Immediate Visibility
When you save changes to your privacy policy, they become immediately visible to all affiliates. There's a confirmation prompt to ensure you're ready to publish the changes.
Best Practices
Review Legal Requirements: Consult with legal counsel to ensure your privacy policy meets all applicable regulations (GDPR, CCPA, etc.)
Keep It Updated: Review and update your privacy policy whenever your data processing practices change
Use Clear Language: While legal precision is important, try to make your policy readable for non-lawyers
Fill All Variables: Before publishing, ensure all placeholder variables are replaced with your actual information
Test the Preview: Always preview your privacy policy before saving to catch formatting issues
Coordinate with Terms: Ensure your privacy policy aligns with your terms and conditions
Permissions
To edit the privacy policy, you need the "Update Privacy Policy" permission. Account administrators can manage this permission in the user roles and permissions settings.