How to Generate and Customize a Privacy Notice

Captain Compliance allows you to create and manage privacy notices at the organization level, with support for regional variations and automated regulatory updates. This article explains how to create a baseline privacy notice and how to customize it.

Privacy notices are managed within a Privacy Policy container, which is intended to reflect the organization level.

To get started:

• Navigate to Privacy Policy in the Captain Compliance app

• Click Add New Privacy Policy

This creates an organization-level container. In subsequent steps, you will be able to add one or more regional privacy notices within the same organization.

Once the Privacy Policy container is created:

• Click Add New to create a privacy notice

• Enter a Name for the notice

• Select Generated to use Captain Compliance’s automated notice generation

  • Select Custom only if you plan to provide your own content using basic HTML

  • Note: the Custom option does not provide the same layered format or customization features

• Select a Region

  • For an overarching notice, select Global

This creates your default privacy notice.

Click on your newly created notice to begin the generation process.

You will be guided through approximately 50 questions covering:

• Your privacy practices

• The types of data you collect

• Your operating regions

• Data sharing and processing activities

These responses are used to build the context required for an accurate privacy notice.

After completing the questionnaire, Captain Compliance will generate a baseline privacy notice.

This notice can be reviewed immediately and serves as the foundation for future updates and customization.

To customize your notice:

• Open the privacy notice

• Select the (...) menu next to the notice name

• Choose Edit Sections

From here, multiple customization options are available.

Adding New Custom Sections

You can add fully custom sections to your notice.

To add a new section:

• Click the + icon

• Enter a Section Name

• Enter Section Content

• Optionally apply regional filtering rules to control where the section appears

This is the recommended approach for adding supplemental disclosures or region-specific language.

Editing Dynamically Generated Sections

Dynamically generated sections are automatically updated by Captain Compliance to reflect changes in laws and regulations. To preserve these automated updates, direct editing is intentionally limited.

You may:

• Add supplemental Section Content

• Choose whether the content appears at the top or bottom of the section

This allows you to append clarifying language without overriding dynamic content.

Replacing a Dynamic Section (Advanced)

If supplemental content is insufficient and full customization is required:

• Create a new custom section

• Copy the dynamically generated content into the custom section

• Apply your edits

• Disable the original dynamic section by navigating to:

  • Configuration → Section Status → Inactive

• Use the section order controls to move your custom section into the same position as the original

This approach provides full control while preventing duplicate sections.

Adding Organizational Logo

You can replace the Captain Compliance logo with your organization’s logo.

To update the logo:

• Select (...) → Appearance and upload your logo

To replace logos used during the loading sequence:

• Navigate to Configuration → Appearance → Splash Appearance
  

At this stage, Captain Compliance strongly recommends submitting your notice for internal review, including legal review.

While Captain Compliance makes it easy to generate high-quality, contextualized notice content, ultimate accountability for the privacy notice rests with your organization. Any required changes can be implemented using the steps above. Once legal review is complete, the notice can be published.

Captain Compliance notices are easy to deploy.

• Most clients link directly to the hosted notice page

• Some clients embed the notice using an iframe

Copying notice content into a custom format is not recommended, as it limits the ability to receive automated regulatory updates.