The custom privacy policy feature lets you craft a policy that reflects your specific business practices. This policy is visible to your affiliates throughout their journey with your program, from registration to their daily interactions with your platform.
What you can customize
The privacy policy editor offers several ways to make the page yours: rich text formatting, dynamic variables that auto-fill your business details, and visibility control.
Rich text editor
Instead of using a generic privacy policy template, you can craft a policy that accurately reflects your specific business practices and legal requirements. The editor supports:
Text formatting (bold, italic, headings).
Bulleted and numbered lists.
Links and images.
Custom HTML formatting.
Dynamic variables
To save time and ensure consistency, you can use dynamic variables that automatically fill in your company information. The available variables are:
Company name: your business name as configured in your account settings.
Company GTC link: 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, type it in your privacy policy text using the format {variableName}. For example, {companyName} will display your company name.
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.
You can preview your privacy policy at any time to see exactly how it will appear to affiliates, and you can revert your changes to the default Trackdesk template if you want to start fresh.
Setting up your privacy policy
Navigate to Settings → Privacy policy.
Toggle Privacy policy visible on to make it accessible to affiliates.
Click Edit to open the rich text editor.
Customize the text using formatting options and dynamic variables as needed. Available variables are listed above the editor.
Click Preview to see how your policy will appear to affiliates before saving.
Resolve any warnings about unfilled placeholder variables.
Click Apply changes to save and publish your privacy policy.
Important considerations
Character limit: your privacy policy can contain up to 100,000 characters. For longer documents, consider linking to an external document hosted on your website.
Valid HTML required: if you use HTML formatting, the system validates that it's properly formatted. Invalid HTML is rejected on save.
Company details required for variables: dynamic variables pull from Billing details. Missing information will appear as unfilled placeholders.
Unfilled variable warning: the editor alerts you when placeholder variables haven't been replaced with actual values, with a Jump to next variable button to quickly find them.
Immediate visibility: saved changes are immediately visible to all affiliates. A confirmation prompt appears before publishing.
Permission required: editing the privacy policy requires the Update Privacy Policy permission. Account administrators can manage this in the user roles and permissions settings.
Best practices
Review legal requirements: consult with legal counsel to ensure your privacy policy meets applicable regulations (GDPR, CCPA, etc.).
Use clear language: while legal precision matters, try to make your policy readable for non-lawyers.
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.