Customer Portal Privacy Policy Setup

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Customer Portal Privacy Policy Setup

OctopusPro lets you add a custom Privacy Policy to your Customer Portal. This is important for compliance with data-protection and privacy laws whenever you collect, store, or process personal information through your online booking portal (e.g., names, emails, phone numbers, addresses, booking details, notes, uploaded files, and tracking/analytics data).

Common privacy regulations you may need to comply with include:

  • GDPR (European Union)
  • CalOPPA (California Online Privacy Protection Act – United States)
  • PIPEDA (Canada)

Because your Customer Portal is accessible online, customers may access it from different countries and regions—so it’s best practice to publish a clear Privacy Policy regardless of where your business operates.

Jump to:

What the Privacy Policy does in the Customer Portal

When you add a Privacy Policy:

  • OctopusPro displays a Privacy Policy link in the footer of your Customer Portal.
  • Customers can open and review your Privacy Policy directly from the portal.
  • This helps build trust and supports compliance requirements.

Where to add or edit your Privacy Policy

To manage the Privacy Policy for your Customer Portal, go to:

Settings → Customer Portal → General Settings

If you need broader portal configuration (branding, SEO, tracking, payments, etc.), see the General Settings guide:

Customer Portal General Settings

How to add your Privacy Policy (step-by-step)

  1. Open the Customer Portal General Settings
    Go to Settings → Customer Portal → General Settings.
  2. Locate the Privacy Policy editor
    Find the Privacy Policy section and enter your policy content in the text editor (you can format text and add links as needed).

Customer Portal Privacy Policy editor in General Settings

  1. Save your changes
    Click Save to publish the updated policy.
  2. Confirm the Privacy Policy link appears in your portal footer
    After saving, the Privacy Policy link is shown in the portal footer (often alongside other legal links such as Terms & Conditions).

Privacy Policy link displayed in Customer Portal footer

  1. Test the customer experience
    Open your Customer Portal as a customer and click the footer link(s) to confirm they load correctly. Example of a legal page view:

Example of a legal page opened from the Customer Portal footer

Best practices & compliance tips

  • Match your real data practices: Your Privacy Policy should reflect what you actually collect and how you use it (e.g., lead forms, booking forms, payments, uploaded files/photos, communications, analytics/pixels).
  • Include key sections: Consider covering data collection, purpose of use, legal basis (where applicable), sharing/third parties, cookies/tracking, retention, security measures, customer rights (access/deletion), and contact details.
  • Multiple languages: If your portal supports multiple languages, provide a translated Privacy Policy for each language so customers can read it in their preferred language.
    Customer Portal Language Settings
  • Keep it up to date: Update your policy when you add new tools (e.g., Google Analytics, Meta Pixel), change payment providers, or adjust how you store/process customer data.
  • Optional: link to an external policy page: If your business already has a Privacy Policy page on your main website, you can include a direct link to it inside the portal policy text (recommended for consistency across platforms).

Need a Privacy Policy?
If you don’t already have one, you can generate a policy using TermsFeed:

TermsFeed Privacy Policy Generator

FAQ

Will the Privacy Policy link show if I leave it blank?
If no Privacy Policy content is configured, the portal may not display the Privacy Policy link. Add your policy text and save to publish it.

Where do customers find the Privacy Policy?
In the Customer Portal footer. Customers can open it at any time while browsing the portal.

Do I need to translate the Privacy Policy myself?
Yes. If you enable multiple portal languages, you should provide translated versions of your customer-facing policies for the best customer experience.

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