Privacy Policy Email Examples
See privacy policy and terms of service update email examples from Loom, Klarna, Reddit, and more, with notes on what makes each clear and trustworthy.
We're updating our Customer Agreement
Why we like it
Important updates to our privacy notice.
Why we like it
Updates to our Terms of Service and Privacy Policy
Why we like it
Updates to our Terms of Use
Why we like it
We’re updating our terms
Why we like it
Updates to Reddit’s Privacy Policy and User Agreement
Why we like it
Updates to Discord’s Policies
Why we like it
A privacy policy update email tells users what changed in your legal terms, when it takes effect, and whether they need to do anything. The examples above from Loom, Klarna, and Reddit show how to keep it clear.
What a privacy policy update email must include
What changed, summarized in plain language, not a diff of legal text
When the new terms take effect
What the user should do: usually nothing, sometimes review settings or accept
A link to the full policy and, ideally, to the previous version
Who to contact with questions
Email privacy policy example
The core paragraph most companies need looks like this:
We're updating our privacy policy, effective [date]. The changes clarify how we handle [topic, e.g. analytics data] and add details about [topic, e.g. new subprocessors]. [Explain any changes to collection, use, or sharing of data.] You can read the full policy here [link]. [State whether the user needs to take action, and explain that action.]
Say what changed and how it affects the reader, rather than only saying “we’ve updated our terms.” If the change is significant, say so directly.
Privacy policy update email template
1. Policy update notice
Subject: Updates to our privacy policy, effective [date]
Hi [First name], we're updating the [Product] privacy policy on [date]. What's changing: [change 1 in one sentence]. [Change 2 in one sentence]. What's not changing: [reassurance about data handling]. [CTA: Read the updated policy]. Questions? Reply to this email or contact [privacy contact].
Best practices
Check the applicable notice requirements and send early enough to meet them
Treat it as transactional email: legally required notices go to all affected users regardless of marketing consent, and carry no promotions
Use a clear subject line with the effective date, this email exists to be findable later
Keep the design minimal, heavy branding makes legal notices look like marketing
Coordinate timing with in-app notices so users hear it from you once, consistently
FAQ
Do I have to send a privacy policy update email?
It depends on the change and the requirements that apply to your service. For example, the UK's ICO says to tell people about new uses of their personal data before that processing starts. Check what notice your change requires and how affected users should receive it.
Is a privacy policy update email transactional or marketing?
Under CAN-SPAM, a notice about a change in the terms of an account or subscription counts as transactional or relationship content. Send it to the users affected by the change and keep promotional content separate. Classification depends on the message’s purpose and the rules that apply.
When should the email be sent?
Use the notice period required for the specific change. Explain the effective date clearly, and check whether users must receive the notice or take action before the change begins.