Step 3: Check the Language

3.1 Consider Your Audience

If you are dealing with a wide range of individuals, you need to think about the relationships you have with the various groups and whether they will all understand the information.

If you collect information from vulnerable individuals, you must treat those individuals fairly. This involves drafting privacy notices appropriate to the level of understanding of your intended audience and, in some cases, putting stronger safeguards in place. For example, often you will ask a child's parent, guardian or carer to provide the information, instead of the child.

You may be required by local ordinance to provide the privacy notice in languages other than English. Even where not required by law, it is good practice to provide your privacy notice in the language that your intended audience is most likely to understand.

3.2 Best Practices

An effective privacy notice will:

• use clear, straightforward language;

• adopt a simple style that your audience will find easy to understand;

• not assume that everybody has the same level of understanding as you;

• avoid confusing terminology or legalistic language;

• draw on research about features of effective privacy notices when developing your own;

• align to your house style (if any);

• align with your organization’s values and principles;

• be truthful; and

• comply with legal requirements and follow any specific sector rules or principles.