Legal requirements in e-commerce
privacy policy
A privacy policy is not only a GDPR requirement, but also the foundation of responsible online business conduct. Clear data processing rules, properly described cookies, and transparent communication with users protect businesses and build customer trust.
That is why it is worth ensuring that it is prepared in accordance with the law and adapted to the specific nature of the business.
What is a privacy policy?
A privacy policy is a document that defines what data an online store collects, the purposes for which it is processed, and the rights of website visitors. This is an obligation arising from the GDPR , but also a key element in building trust – customers increasingly value transparency in communication regarding personal data.
In practice, it's one of the most important documents in e-commerce : it not only organizes data processing rules but also protects businesses against sanctions, technical errors, and illegal processes. A properly prepared policy must be understandable, grounded in the real-world functioning of the business, and consistent with the technologies used on the website—from forms and newsletters to analytical tools, advertising pixels, and cookies.
How do personal data obligations work?
Who is responsible for the personal data collected?
Every entity operating a store or website is a controller of users' personal data. This means they are responsible for the extent and basis of data collection, to whom it is transferred, and for how long it is stored.
The most common processing activities include : order processing, payments, newsletters, contact forms, opinion verification, account login and marketing activities.
Regardless of whether the data is processed by the store itself or by external tools (Google, Meta, payment operators, analytics software), the entrepreneur must clearly define:
- who is the administrator and how can you contact him,
- what data is collected and for what purpose,
- on what legal basis the processing takes place (e.g. consent, performance of a contract, legal obligation),
- to whom the data is transferred and why,
- what rights the data subject has.
The privacy policy is a document that organizes all communication regarding processed data!
Why does the policy need to be tailored to a specific store?
There's no universal privacy policy that can be copied and pasted into any store. Every business operates differently—using different marketing tools, different integrations, and different ways of communicating with customers.
It is worth bearing in mind that an incorrectly prepared policy generates risks - from non-compliance with GDPR and financial penalties, to problems with marketing tools that require proper consent handling.
Cookies and analytical tools - why do they require clear rules?
What are cookies?
Cookies are small pieces of information stored on the user's device that enable the website to function properly, personalize content, and conduct statistical analyses. They are essential in e-commerce – without them, shopping carts, logins, analytics, and remarketing campaigns will not function.
The cookie policy describes:
- what types of files are used,
- for what purpose,
- whether data is transferred to external providers (e.g. Google Analytics, Meta Pixel),
- how the user can manage their settings.
It is this part of the document that is most often verified during inspections - especially in the context of tools from the US and data transfers.
What rights do users have?
Every person has the right to know what data is being processed about them and to request their deletion, rectification, transfer, or restriction of processing. They may also withdraw consent, object, and request information about their data from the controller at any time.
Duties:
- Indicating your data on the product label or packaging before placing it on the market
- Ensuring that the product meets the safety requirements set out in the GPSR
- Verification that the manufacturer has conducted a risk analysis and prepared technical documentation
- Checking whether the manufacturer has marked the product with a type, batch or serial number or other legible identification element
- Verification that the manufacturer has included all required information on the label or packaging
- Cooperation with market surveillance authorities
- Maintaining a register of complaints and non-compliances
The privacy policy therefore also serves an informative function; its purpose is to clearly present to the user what options he or she has and what procedures he or she can use.
Why is it worth having a professional privacy policy?
A well-prepared policy isn't a formality. It protects businesses from the consequences of inappropriate data processing and strengthens the store's credibility. In the dynamic e-commerce environment, where personal data is processed repeatedly and by multiple tools, carefully crafting such a document becomes essential.
It is also one of the first things checked by : supervisory authorities (e.g. UODO, PIH), payment operators and banks, business partners, users aware of their rights.
The privacy policy is therefore the foundation for the proper functioning of the store - it organizes processes, explains the principles of operation, and above all, minimizes legal risk.
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