Traditional privacy policies are no longer sufficient today, as websites are constantly changing due to new tools, plugins, cookies and external services, meaning legal texts quickly become out of date. The decareto Privacy Policy Generator creates, checks and maintains privacy policies based on actual website scans, incorporates identified services, uses appropriate text templates and highlights which content needs to be added or removed. In this way, decareto helps data protection officers, agencies and compliance teams to reduce manual routine work, publish changes in a controlled manner and ensure that data protection texts remain consistently aligned with actual website usage.
Why traditional privacy policies are no longer sufficient today
A privacy policy is quick to draw up. However, it is only ever as up to date as the day it was created.
In practice, data protection risks often arise not from a lack of expertise or awareness, but from operational changes in day-to-day website operations:
- The marketing team is testing a new analytics tool
- An agency integrates a plugin
- An external service loads additional scripts
- A cookie is set without the text having been updated
- An old service has been removed but is still listed in the privacy policy
- A new service is active but does not yet appear in the privacy policy
The key question is therefore:
“Does our privacy policy still reflect what is actually happening on the website?”
With decareto, you can keep your privacy policies up to date at all times
The privacy policy generator uses software to analyse services identified during website scans, recognises relevant services and shows which content is already covered or needs to be added. This means you no longer have to research every service manually or piece together individual text modules. This saves time and reduces potential sources of error.
The privacy policy generator workflow
1. Scan the website
The privacy module scans the website and automatically identifies the services in use, such as analytics tools, tag managers, YouTube embeds or other external services. Manual research is generally not required.
2. Create a privacy policy
The services found are transferred to the privacy policy generator. For each service, the appropriate text block is suggested from a selection of over 300 templates and can be used straight away. The templates can be edited, customised and saved as your own templates.
3. Add standard content
In addition to the detected services, the privacy policy requires general content, such as:
- Data controller
- Data protection officer
- Data subjects’ rights
- Cookies
- Contact form
- General information on data processing
- …
This content can be prepared using templates and groupings, and can be edited and saved.
4. Reviewing changes
When decareto detects a new service, you will receive a notification that this has not yet been included in the privacy policy. Data protection officers can review the service directly and, if necessary, add it via drag-and-drop.
Services that are no longer in use are also automatically detected, so that outdated sections can be specifically removed. This ensures your privacy policy remains up to date at all times and corresponds to the services actually in use.
5. Publish changes
Changes to the privacy policy text are not published automatically but remain subject to review. New content only appears once it has been actively published. In this way, decareto combines automation with expert oversight.
decareto offers two methods for publishing the privacy policy, both of which can be flexibly adapted to different processes.
Export for approval and implementation
In many organisations, the data protection team’s work does not end directly in the CMS. Texts must be passed on to clients, agencies, web teams or internal stakeholders.
Exporting the privacy policy text as a Word file is ideal for this purpose. The privacy policy can be reviewed, checked and then handed over to the existing publication process.
HTML snippet for centralised maintenance
Alternatively, an HTML snippet can be embedded on the privacy policy page. Once approved, the content is made available via decareto and adapts to the website’s design.
Changes do not need to be manually replicated in the CMS each time. The privacy policy is maintained centrally, whilst publication remains under control.
To ensure reliable availability, the data is stored redundantly on high-availability servers. This ensures the privacy policy remains consistently accessible and is optimally protected against outages.
Why the decareto Data Protection Generator is particularly relevant for professionals
The decareto Data Protection Generator is aimed less at website operators who wish to generate a text on a one-off basis. It is of greater benefit to data protection officers, agencies and who regularly manage websites.
decareto is particularly helpful when:
- Multiple websites are managed
- Clients have different text standards
- Changes need to be reviewed in a traceable manner
- Privacy policies need to be updated regularly
- Website scans are already an integral part of the data protection process
Conclusion: Privacy policies must evolve alongside the website
The decareto Privacy Policy Generator is particularly useful for data protection officers, agencies and who not only need to create privacy policies but also keep them up to date on an ongoing basis.
The greatest benefit lies in the combination of website scanning, templates, monitoring and controlled publication. This makes the maintenance process more efficient, more traceable and easier to manage.
This means: less manual routine work, greater transparency regarding the services used, and a controlled process for updating data protection texts.
The result: less routine work, greater transparency and a privacy policy that remains more closely aligned with actual website usage.
Would you like to find out more about how decareto can help you optimise websites to ensure they are GDPR-compliant?
