Why Your Chapter Website Needs a Privacy Policy (And a Sample to Get You Started)

If your chapter has a website, chances are you’re collecting some kind of data—whether it’s email addresses from event signups, names from contact forms, or visitor data through tools like Google Analytics. And if you're collecting data, you need a privacy policy.

But what exactly is a privacy policy? Why is it important? And what should it say?

What is a Privacy Policy?

A privacy policy is a statement on your website that tells visitors what personal information you collect, how you use it, and how you keep it safe. It helps build trust and transparency with your audience—and in many cases, it’s required by law.

If your chapter website has:

• A contact form
• An email newsletter signup
• Event registration
• Analytics tracking or cookies

… then you’re collecting data—and that means you need a privacy policy.

Why a Privacy Policy Matters

Having a privacy policy is about more than checking a box. It’s about:

• Being transparent with your members and site visitors
• Protecting your chapter legally
• Demonstrating professionalism and credibility

Many countries (and U.S. states) have privacy laws that require websites to disclose data collection practices, including the California Consumer Privacy Act (CCPA) and General Data Protection Regulation (GDPR) in Europe. Even if your chapter isn’t directly marketing to those regions, it’s a smart and responsible move to have a policy in place.

How You Keep Visitor Data Safe

Your chapter isn’t collecting Social Security info, but even basic contact details deserve protection. Here are a few things you should do:

• Use secure platforms (like Wix, Mailchimp, or Eventbrite)
• Never share your mailing list or form responses with outside parties
• Limit access to member data to chapter officers who need it, based on AMPP policies
• Regularly review and delete outdated contact lists

When in doubt, refer back to AMPP’s policies and resources—you’re not alone in this.

Where to Put Your Privacy Policy

You don’t need a separate legal page with paragraphs of fine print. A simple link in your website’s footer or navigation bar labeled “Privacy Policy” is sufficient. This makes it easy for visitors to find and helps you stay compliant.

Sample Privacy Policy for AMPP Chapter Websites

To help you get started, here’s a basic privacy policy your chapter can use and customize:

Privacy Policy Sample

This website is operated by the [Chapter Name] Chapter of AMPP (Association for Materials Protection and Performance). We are committed to protecting your privacy and ensuring transparency in how we collect and use your information.

Information We Collect:
We may collect personal information such as your name, email address, and phone number when you register for events, sign up for emails, or fill out a contact form.

We may also collect non-identifying information such as browser type and pages visited using tools like Google Analytics or cookies to improve your experience.

How We Use Your Information:
Your information is used solely for chapter-related communications, such as event announcements, updates, and responding to your inquiries. We do not sell or share your information outside of AMPP or its authorized service providers.

Your Rights:
You may contact us at any time to request access to, correction, or deletion of your personal information.

Third-Party Services:
We may use services such as Mailchimp or Google Analytics to manage communications and website performance. These services have their own privacy policies.

AMPP Privacy Policy:
For more information, please review the AMPP Privacy Policy.

If you have questions, please contact us at [Chapter Email Address].

Final Tip

Make sure to review the privacy policy at least once a year and update it if your chapter adds new tools, collects different data, or switches platforms.

While this template is a great starting point, we always recommend that you read the terms of use for any tools you're using (like Mailchimp, Eventbrite, or Wix) and, if needed, consult legal guidance to ensure full compliance.

Need help adding your policy to your site? Reach out at chapters@ampp.org—we’re here to support you.

Have question or need help getting started? Reach out to chapters@ampp.org. We are here to help!

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