The best examples of privacy policy disclaimers for email marketing

Real‑world examples of privacy policy disclaimers for email marketing

Let’s start where most people get stuck: the actual wording. Below are practical examples of privacy policy disclaimers for email marketing you can adapt. These aren’t theory; they’re modeled on what you see from well‑run SaaS companies, retailers, and nonprofits.

Example of a short signup‑form disclaimer

You’ve got a simple newsletter signup box. You don’t want a wall of text, but you do need to cover consent and a link to your policy.

“By entering your email, you agree to receive marketing emails from [Company]. You can unsubscribe anytime using the link in our emails. For details, see our [Privacy Policy].”

Why this works:

• States what the email will be used for: marketing emails
• Mentions the right to unsubscribe
• Links to the full privacy policy rather than trying to cram everything into one line

Example of a detailed signup disclaimer for promotions and newsletters

If you’re collecting emails for multiple purposes (newsletters, offers, product updates), your disclaimer should say that clearly.

“We use your email address to send you our newsletter, product updates, and special offers. We process your information based on your consent, which you can withdraw at any time by clicking ‘unsubscribe’ in our emails. For more information about how we protect your data, read our [Privacy Policy].”

This is a stronger example of a privacy policy disclaimer for email marketing because it:

• Lists the main purposes for contacting subscribers
• References the legal basis (consent) in language a non‑lawyer can understand
• Points users to the full policy for the details

Example of a disclaimer that mentions tracking and analytics

Most modern email platforms use tracking pixels and link tracking. Regulators increasingly expect you to say so, especially in Europe.

“Our marketing emails may include tracking technologies that tell us whether you open an email or click a link. We use this data to measure campaign performance and improve the content we send you. For details about cookies and similar technologies, see the ‘Cookies and Tracking’ section of our [Privacy Policy].”

This example of a privacy policy disclaimer for email marketing is particularly relevant if you operate in or send to the EU, where guidance from authorities under the GDPR has focused heavily on cookies and tracking.

Example of a disclaimer for third‑party email providers

If you use services like Mailchimp, HubSpot, or SendGrid, you’re sharing subscriber data with those vendors. Your disclaimer should acknowledge that.

“We use third‑party email service providers to deliver our marketing emails. These providers process your email address and engagement data (such as opens and clicks) on our behalf and in accordance with our instructions. They are not permitted to use your information for their own marketing. For a list of our current providers, see our [Privacy Policy].”

The best examples of privacy policy disclaimers for email marketing don’t pretend you run your own mail server. They explain how vendors fit into your data practices in plain language.

Example of a disclaimer for SMS + email combined opt‑ins

Many brands now collect phone numbers and email addresses in the same form. Your language needs to separate the channels and expectations.

“By providing your email address, you agree to receive marketing emails from [Company]. By providing your mobile number, you agree to receive recurring marketing text messages. Message and data rates may apply. You can unsubscribe from emails via the link in our messages and from texts by replying STOP. For details on how we use and protect your information, see our [Privacy Policy].”

This is a good example of a privacy policy disclaimer for email marketing that also covers SMS without confusing the two.

Example of a B2B lead‑gen disclaimer (webinar, whitepaper, demo)

If you collect emails in exchange for content or a demo, you’re usually doing both lead qualification and marketing.

“When you register, we use your contact details to send you access to this resource and to follow up with information about related products and services. We may also send occasional newsletters and event invitations. You can opt out of marketing emails at any time. For more information, please review our [Privacy Policy].”

This kind of language shows up often in B2B SaaS. It’s one of the best examples of privacy policy disclaimers for email marketing in a lead‑generation context because it sets realistic expectations about sales follow‑up.

Example of a nonprofit or association email disclaimer

Nonprofits have slightly different messaging priorities: transparency and donor trust.

“We use your email address to share updates about our programs, campaigns, and fundraising efforts. We do not sell or rent your personal information to other organizations. You may unsubscribe from our emails at any time using the link in each message. For details, see our [Privacy Policy].”

This example of a privacy policy disclaimer for email marketing emphasizes non‑sale of data, which donors care about.

Example of a children’s privacy‑aware disclaimer (COPPA context)

If there’s any chance you’re collecting information from children under 13 in the U.S., you need to think about COPPA.

“Our marketing emails are intended for adults. We do not knowingly collect email addresses from children under 13 for marketing purposes. If we learn that a child under 13 has joined our email list, we will delete that information. For more information, please see the ‘Children’s Privacy’ section of our [Privacy Policy].”

This is not a full COPPA compliance plan, but it’s a decent example of a privacy policy disclaimer for email marketing that acknowledges children’s privacy.

How these examples connect to 2024–2025 privacy rules

You don’t write disclaimers in a vacuum. In 2024 and 2025, email marketing sits under a patchwork of privacy and anti‑spam laws. Your examples of privacy policy disclaimers for email marketing should reflect at least the basics of these rules.

Key legal backdrops include:

• GDPR (EU/EEA and UK GDPR) – Requires a lawful basis (often consent) and clear, accessible information about how you use personal data. The European Data Protection Board regularly emphasizes transparency and plain language.
• CAN‑SPAM Act (U.S.) – Focuses on email marketing behavior: no deceptive headers or subject lines, clear identification as an ad (where applicable), and a working unsubscribe mechanism. The Federal Trade Commission explains these rules in plain English on its site: https://www.ftc.gov/business-guidance/resources/can-spam-act-compliance-guide-business
• California Consumer Privacy Act (CCPA/CPRA) – Gives California residents rights to know, delete, and opt out of certain data sales or sharing. It also expects clear privacy notices. The California Attorney General provides guidance here: https://oag.ca.gov/privacy/ccpa
• Canada’s Anti‑Spam Legislation (CASL) – Requires express consent for most marketing emails and clear information about the sender and unsubscribe options. The Canadian government maintains a detailed overview: https://ised-isde.canada.ca/site/canada-anti-spam-legislation/en

The trend line is obvious: regulators are less tolerant of vague, buried disclosures. That’s why the best examples of privacy policy disclaimers for email marketing are:

• Short and readable (aim for an 8th–10th grade reading level)
• Specific about what you’ll send and how often
• Honest about tracking and third parties
• Backed up by a more detailed, easily accessible privacy policy

Where to place your email marketing privacy disclaimers

You can write the cleanest disclaimer in the world and still get complaints if nobody ever sees it. Placement matters almost as much as wording.

Signup forms and pop‑ups

Every place you collect an email address should have at least a condensed example of a privacy policy disclaimer for email marketing. Common placements:

• Directly under the email field on a newsletter signup
• In a small line below a checkout checkbox: “Email me exclusive offers and updates…”
• On exit‑intent or discount pop‑ups that ask for an email in exchange for a coupon

A simple pattern is:

“By signing up, you agree to receive marketing emails from [Company]. You can unsubscribe at any time. See our [Privacy Policy].”

That small line goes a long way toward showing consent and transparency.

Email footers

Your footer should echo the same ideas and link back to your full policy. A practical example of a privacy policy disclaimer for email marketing in a footer looks like this:

“You are receiving this email because you signed up on our website or made a purchase from us. To stop receiving marketing emails, click ‘unsubscribe’ below. View our [Privacy Policy].”

This reinforces why the person is on your list and how they can get off it.

Full privacy policy page

Your full privacy policy is where you can expand on the short snippets. Strong policies now include a dedicated “Email Marketing” or “Marketing Communications” section so subscribers don’t have to hunt.

That section should echo the same themes from these examples of privacy policy disclaimers for email marketing, but with more detail on:

• Types of emails (newsletters, promotional offers, service announcements)
• Legal bases (consent, legitimate interest, contract performance)
• Use of analytics and tracking pixels
• Third‑party email and CRM providers
• Retention periods (how long you keep email engagement data)

If you’re looking for general privacy policy structure guidance, universities often publish good templates; for example, the University of Michigan’s privacy notice outlines how they organize disclosures: https://it.umich.edu/it-policies/privacy

Breaking down the key elements in the best examples

When you read through all the examples of privacy policy disclaimers for email marketing above, you’ll notice they repeat a few core elements in different ways.

1. Purpose: why you’re emailing

People want to know what they’re signing up for. Instead of saying “We will contact you,” say:

• “We use your email address to send newsletters, product updates, and special offers.”
• “We send you information about upcoming events and resources related to [topic].”

Specificity builds trust and makes complaints less likely.

2. Consent and opt‑out

Regulators care a lot about how consent is obtained and withdrawn. Your disclaimer should:

• Make it clear that signing up means receiving marketing emails
• Explain how to unsubscribe: “You can unsubscribe at any time using the link in our emails.”

Even under CAN‑SPAM, where opt‑out is technically enough, most modern privacy policies mirror GDPR‑style language about consent because it’s clearer and more user‑friendly.

3. Tracking and analytics

Email tracking is under more scrutiny than it was five years ago. In 2021, for example, Apple Mail Privacy Protection started obscuring open data for many users, which forced marketers to rethink metrics. In 2024–2025, that trend continues: fewer reliable opens, more focus on clicks and conversions.

That doesn’t mean you stop tracking; it means you explain it. Good examples of privacy policy disclaimers for email marketing now say things like:

“We may collect information about how you interact with our emails, such as whether you open them and which links you click. We use this information to improve our communications and offers.”

This is transparent without drowning users in technical jargon.

4. Third‑party processors

Most organizations use at least one external platform for email. Your disclaimers should:

• Name the types of providers (email service providers, CRM platforms, analytics tools)
• Clarify that they act on your instructions and can’t use the data for their own marketing

In your full policy, you can go further and list key providers by name, which many privacy professionals now recommend as a good practice for transparency.

5. Data rights and regional differences

If you have subscribers in California, the EU, or the UK, your examples of privacy policy disclaimers for email marketing should at least point to sections that explain:

• Right to access, correct, or delete personal data
• Right to opt out of certain types of data “sale” or “sharing” (under CCPA/CPRA)
• Right to object to direct marketing (under GDPR)

You don’t need to cram all of that into a one‑sentence disclaimer, but you should link to a policy that covers it.

Updating your email disclaimers for 2024–2025 trends

Privacy expectations change faster than many legal pages. If your email marketing language hasn’t been touched since pre‑GDPR days, it’s probably too vague.

Here are practical ways to modernize your examples of privacy policy disclaimers for email marketing:

Use plain language, not legalese

Compare these two lines:

• Weak: “By submitting this form, you consent to electronic communications from us and our affiliates, which may include promotional messages.”
• Stronger: “By signing up, you agree we may email you about our products, services, and special offers. You can unsubscribe anytime.”

The second reads like a human wrote it. That’s the bar now.

Acknowledge frequency and expectations

People care about how often you’ll email them. Consider adding a hint:

“We typically send 1–2 marketing emails per week. You can unsubscribe at any time.”

This small detail can improve signup rates and reduce spam complaints.

Align disclaimers with your actual practices

If your disclaimer says “We do not share your information with third parties,” but your ESP is syncing data to a CRM and ad platform, that statement is misleading. The best examples of privacy policy disclaimers for email marketing are honest about how the tech stack works.

A more accurate line might be:

“We do not sell your personal information. We may share it with service providers who help us manage our email campaigns and analytics, under strict confidentiality obligations.”

Make unsubscribing genuinely easy

CAN‑SPAM and CASL both emphasize that opting out should be simple. Your disclaimers should match your reality. If you say “You can unsubscribe anytime,” but your unsubscribe link is buried or requires login, you’re inviting complaints and potentially enforcement.

FAQ: Real‑world questions about email marketing privacy disclaimers

What are some real examples of privacy policy disclaimers for email marketing I can copy?

Some of the best starting points are:

• “By entering your email, you agree to receive marketing emails from [Company]. You can unsubscribe anytime using the link in our emails. For details, see our [Privacy Policy].”
• “We use your email to send newsletters, product updates, and special offers. You may opt out of marketing emails at any time by clicking ‘unsubscribe’ in our messages. Learn more in our [Privacy Policy].”
• “Our emails may include tracking technologies that help us understand whether you open an email or click a link. We use this information to improve our communications. For details, see the ‘Cookies and Tracking’ section of our [Privacy Policy].”

Treat each as an example of a privacy policy disclaimer for email marketing and adjust the wording to match what you actually do.

Do I need different disclaimers for EU and U.S. subscribers?

Often you can use the same high‑level language globally, as long as your full privacy policy explains regional rights in more detail. Many companies:

• Use one clear, consent‑based disclaimer on forms
• Then tailor the back‑end logic (e.g., double opt‑in for EU, single opt‑in for U.S.)

If you run separate sites or forms by region, you might show slightly different examples of privacy policy disclaimers for email marketing, but the core ideas—purpose, consent, unsubscribe, tracking, third parties—remain the same.

Is linking to my privacy policy enough, or do I need a specific email disclaimer?

A privacy policy link alone is rarely enough. Regulators expect the key points about marketing emails to be visible at the moment of signup, not buried pages away. That’s why strong examples of privacy policy disclaimers for email marketing include a short, explicit statement near the email field plus a link to the full policy.

Can I say “we will never share your email” if I use an email service provider?

Not if “share” means “disclose to any other entity.” Using an ESP is technically sharing data with a third party. A safer approach is:

“We do not sell your email address. We share it only with service providers who help us manage our email campaigns and are not allowed to use it for their own marketing.”

This aligns with how most modern email stacks actually work.

Do I need to mention tracking pixels in my email disclaimer?

If you send to Europe or the UK, mentioning tracking pixels or similar technologies is strongly recommended and often expected, especially in your full privacy policy. Many privacy professionals now consider it good practice globally. That’s why several of the best examples of privacy policy disclaimers for email marketing above explicitly mention tracking in simple terms.

Legal note: This article provides general information and examples of privacy policy disclaimers for email marketing. It is not legal advice. For advice on your specific situation, consult a qualified attorney licensed in your jurisdiction.