Best examples of privacy policy examples for online consultations for freelancers and consultants

Real-world examples of privacy policy examples for online consultations

Let’s start where most consultants get stuck: what does this actually look like in practice? Below are real-world style examples of privacy policy examples for online consultations that you can adapt to your own niche.

Example of a privacy policy clause for video call platforms

Many consultants now run everything through Zoom, Google Meet, or Microsoft Teams. Your policy should say so plainly. Here’s a practical example of how that might look:

Video Consultations
We provide online consultations using third-party video platforms, including Zoom and Google Meet. When you join a session, these providers may process your name, email address, IP address, and technical information about your device and connection. We do not record sessions unless we clearly agree this with you in advance, and we will tell you how any recording will be stored, for how long, and who can access it.

This type of wording shows clients:

• Which tools you use
• What data those tools see
• Your position on recording calls

It’s one of the best examples of how to turn a technical reality (third-party platforms) into plain-language transparency.

Examples of privacy policy examples for online consultations in health and wellness

If you’re a therapist, dietitian, or health coach, the bar is higher. In the U.S., some providers must follow HIPAA rules. The U.S. Department of Health and Human Services explains how telehealth and remote communication tools intersect with HIPAA on its site: https://www.hhs.gov/hipaa/for-professionals/special-topics/health-information-technology/index.html

A health-focused example of a privacy clause for online consultations might read:

Health Information and Telehealth
If you are located in the United States and we provide services that involve your health information, we may be considered a “covered entity” or “business associate” under the Health Insurance Portability and Accountability Act (HIPAA). When we provide online consultations, we use telehealth platforms that offer encryption and sign Business Associate Agreements (BAAs) where required. We collect and store information you share during sessions, such as your health history, symptoms, and treatment preferences, in an electronic record. We use this information only for providing services to you, maintaining records, and meeting our legal obligations.

For non-clinical wellness coaches, you can use similar language but avoid implying you’re providing medical treatment. That distinction matters, especially in the U.S., where misrepresenting your service can trigger regulatory issues.

Best examples of privacy policy language for client intake forms

Most online consultations start with a form: booking, intake, or assessment. This is where a lot of personal data is collected, and it’s a perfect place to use clear, specific text.

A strong example of privacy policy examples for online consultations that start with an intake form might say:

Online Intake and Booking Forms
When you complete an online form to request an appointment, we collect the information you provide, such as your name, contact details, time zone, and a brief description of your needs. For some services, we may also ask for background information relevant to your consultation (for example, your business size, current challenges, or health-related goals). We use this information to schedule your session, prepare for our meeting, and follow up afterward. We do not sell your information to third parties, and we only share it with service providers who support our scheduling, payment processing, and communication tools.

This is one of the best examples because it:

• Explains what you collect
• Ties each item to a purpose
• Addresses third-party sharing in a straightforward way

Example of privacy wording for call recordings and notes

Recording calls or keeping detailed notes is common in consulting, but it’s also where privacy expectations can go sideways if you’re vague.

Here’s a practical example of how to handle this in a privacy policy for online consultations:

Session Recordings and Notes
By default, we do not record online consultations. If we agree to record a session (for example, to allow you to rewatch a training or strategy call), we will request your consent before recording begins. We will tell you how long we will keep the recording, where it will be stored, and how you can ask us to delete it sooner. We keep written notes of our sessions to help us provide consistent, high-quality services. These notes are stored in a secure digital system with restricted access and are retained only for as long as needed for our professional and legal obligations.

This example of policy wording pulls together consent, storage, access, and retention in one tight paragraph.

Examples of privacy policy examples for online consultations with international clients

If you work with clients in the EU, UK, or other regions with strict privacy laws, you need to address cross-border data transfers. The GDPR, enforced by authorities across the EU, and the UK GDPR both expect clear notice about where data goes and on what legal basis.

A cross-border data example might look like this:

International Data Transfers
We are based in the United States and may process your personal information in the U.S. and other countries. If you are located in the European Economic Area (EEA), the United Kingdom, or another region with data protection laws, we rely on appropriate safeguards when transferring your data, such as standard contractual clauses approved by the European Commission or equivalent mechanisms. You can contact us using the details below to request more information about these safeguards.

For more background, the European Commission provides guidance on international data transfers here: https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection_en

These kinds of examples of privacy policy examples for online consultations are especially helpful for freelancers who use global tools like Calendly, Stripe, or Zoom that may store data in multiple regions.

Example of consent and minors in online consultations

If there’s even a chance you’ll work with minors or discuss family issues, you need to say something about age and parental consent.

Here’s one of the cleaner examples of how to handle that:

Children and Online Consultations
Our services are designed for adults. We do not knowingly collect personal information from children under 13 (or a higher age if required by the laws of your location) without verifiable parental consent. If you are a parent or guardian and believe your child has provided us with personal information during an online consultation request, please contact us. We will review the situation and delete the information if appropriate.

In the U.S., this language aligns with the spirit of the Children’s Online Privacy Protection Act (COPPA). The Federal Trade Commission provides more detail on COPPA at: https://www.ftc.gov/business-guidance/resources/childrens-online-privacy-protection-rule-six-step-compliance-plan-your-business

Best examples of privacy policy language for payment and billing

Online consultations almost always involve online payments. That means payment processors, invoices, and sometimes subscription billing.

Here’s an example of clear, client-friendly wording:

Payments and Billing Information
When you pay for an online consultation, your payment is processed by third-party providers such as Stripe or PayPal. We do not store your full credit card number. These providers collect and process your payment information directly and are responsible for protecting it in line with their own privacy and security policies. We receive limited information about your payment, such as your name, billing address, and the last four digits of your card, so we can confirm the transaction and maintain our financial records.

This is one of the best examples of privacy policy examples for online consultations that involve e-commerce because it explains:

• Who actually handles card data
• What you see and keep
• How that supports your legal and accounting obligations

Examples include retention periods and data deletion

A lot of freelancers skip retention periods because they feel “too legal.” That’s a mistake. Clients increasingly expect to see how long you keep their data and what control they have.

Here’s a practical example:

How Long We Keep Your Information
We keep your personal information only for as long as we need it for the purposes described in this Privacy Policy, including providing online consultations, maintaining business records, and meeting legal, tax, or accounting requirements. For example, we typically keep consultation notes for up to 7 years, and basic billing records for up to 10 years, unless a longer period is required by law. When we no longer need your information, we will delete it or anonymize it.

You can adjust the timeframes to match your profession and local regulations, but the structure of this example of a retention clause works well across industries.

Pulling it together: structure for your own policy

By now you’ve seen multiple examples of privacy policy examples for online consultations: video tools, health data, intake forms, recordings, minors, payments, and retention. The next step is to organize them into a clear structure that fits your practice.

A practical structure often includes:

• A short intro explaining who you are and how you provide online consultations
• A section on what information you collect before, during, and after sessions
• Clear explanations of how you use that information and on what legal basis (especially for GDPR-covered clients)
• Details about third-party tools: video platforms, booking systems, payment processors, email providers
• Information about international transfers if you work across borders
• Retention periods and how clients can request access, correction, or deletion
• Special notes if you work with health information or minors

You don’t need to copy legal boilerplate to do this well. The best examples are written in your voice, with enough legal precision to be accurate but not so much jargon that clients tune out.

2024–2025 trends shaping online consultation privacy policies

Several current trends are shaping how freelancers and consultants should write these policies:

• Increased client awareness. Clients are much more likely to ask how their video sessions are stored, whether AI tools are used to summarize calls, and who can see their notes. If you use AI transcription or summarization, say so plainly and explain what data those tools receive.
• Regulators focusing on telehealth and remote services. In the U.S., HHS continues to update guidance around telehealth and privacy, especially after temporary pandemic flexibilities. If you offer anything that looks like health advice, keep an eye on official guidance.
• New state privacy laws. States like California, Colorado, and Virginia have passed modern privacy laws that apply to some small businesses, especially if they process a lot of data. Even if you’re not legally required to comply, aligning with these standards is good practice.
• Stronger expectations around transparency. Clients expect to know whether sessions are recorded, whether you use cloud-based CRMs, and whether their data might leave their country. Vague language about “third parties” no longer cuts it.

This is why strong, clear examples of privacy policy examples for online consultations are so valuable: they give you a blueprint that keeps up with real-world expectations.

FAQ: short answers with practical examples

What is a simple example of a privacy policy clause for online consultations?

A simple example is something like: “We use Zoom to provide online consultations. When you join a session, Zoom processes your name, email address, and technical information about your device and connection. We do not record sessions without your consent, and we use your information only to provide services to you and manage our business.” You can expand or narrow this based on your tools and services.

Do I really need a privacy policy if I only do a few online consultations a month?

If you collect names, emails, payment details, or any personal information, you should have a privacy policy. Many laws, including those in the EU and several U.S. states, expect online service providers to explain how they handle data. Even if you’re small, a clear policy builds trust and can prevent misunderstandings.

Can I copy someone else’s privacy policy examples for online consultations?

You can absolutely look at other people’s policies as inspiration, but you should not copy them word-for-word. Their examples of privacy policy examples for online consultations are tailored to their tools, their location, and their industry. If you copy them, you may end up promising things you don’t actually do—or leaving out things you should explain.

What are the best examples of privacy policy topics I should never skip?

At a minimum, you should talk about: how you run online consultations (platforms and tools), whether you record sessions, how you store notes and documents, how you handle payments, and how someone can contact you about their data. These are the best examples of topics that matter to almost every client, regardless of where they live.

Where can I find more guidance on writing a privacy policy for online consultations?

For health-related services, review HHS and NIH resources. For general privacy practices, look at official guidance from regulators or respected academic institutions. Even if you’re not in a heavily regulated field, these sources can help you evaluate whether your own examples of privacy policy examples for online consultations are realistic and transparent.

Use these examples as building blocks, not as a script. The goal is a policy that sounds like you, accurately reflects your online consultations, and holds up under the scrutiny of a client who actually reads it—and maybe a regulator who does too.