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3 Free Website Documentation Creation Tips

In Design, Online Tools, Privacy Policy, Website Design and Development, Websites by KCAU Digital Solutions

Web tools that create your privacy policy, terms of use, and other documents in less than 5 minutes.

Do you have your company policies on your business’s website? Do you have access to a credible layout of your terms? Are there a bunch of pamphlets, brochures, etc., with unique information that pertains to your services or even history? Designing your website for functionality is one thing, but knowing the importance of having the reassurance and protection of your visitors’ personal information is a must. Laying out how your website operates is as necessary today as having working fire escape signs.

So we are going to give you the easiest, fastest and free-est way to create those policies for your website. But don’t just consider this a way to improve your sites reliability, think of it as a way to add new content. And outside of the privacy policy and terms and conditions pages (you don’t want Google to see these, explanation below), adding in relevant pages of that printed collateral, that is collecting dust, can fire the synapses of Google’s RankBrain.


Small Business Tip #1 Privacy Policies Website Design

Generate a free custom privacy policy in just minutes.

Your web tool: FreePrivacyPolicy.com

Whether your visitors know it or even care, their information is stored and in a lot of cases shared or used for marketing purposes, sold to third parties, and even analyzed. The purposes for collecting their info varies from industry to industry, but most reasons are related to personal information databases and sensitive commerce related data. Let’s just say Sesame Street’s Cookie Monster would need an insulin shot after most websites are done sifting through your computer’s cookies.

Okay, how do you cover your butt?

Take a few minutes to answer some easy multiple choice questions on their site, add in your company info and blammo! You have yourself a privacy policy that is white-labeled to your newly well-mannered business.

Put some prep in your step.


The questions asked might be unfamiliar and in most cases that means they aren’t relevant to your business. Although, it’s best to be prepared so here’s a synopsis of the process for your preparation. Grab a sticky note and a sticky bun and we can get started. We’ll wait. First, do you sell products on your site and collect your customer’s privies? If so, do you have an SSL Certificate? Do you disclose the info you collect to third party services like Google Adsense? Are you PCI compliant?

You are lastly required to agree to the terms associated with a bunch of necessary regulators and laws. These include agreeing to CalOPPA terms, FTC’s Fair Information Practices and CAN SPAM Act compliance. If you’re not familiar, these can sound a little scary. Be sure to look up the importance of complying and take confidence in knowing that your customers know you have their best interest in mind. And honestly, most small businesses do not sell directly on their websites and thus wouldn’t be required to comply.

That’s it. A handful of check boxes is all it took. Go figure! Now enter an email address and they’ll send you your shiny new privacy policy. Take that puppy and place it on your site with a link that is traditionally located on your website’s footer.

Disclaimer:  Nearly all developed countries and every state require you to have a privacy policy.


Small Business Tip #2 Terms & Conditions Website Design

Answer a few questions and you can have a quick and FREE terms and conditions page.

Your nifty web tool: TermsAndConditionsTemplate.com

You know you’ve seen them, but does your site have one? Terms and Conditions pages are not just some unseen manifesto mysteriouso.  It’s your website’s ten commandments, it’s the layout of how you lay down the law on your site Sheriff! So slap on your badge Wyatt Earp and let’s get down to business.

Using this service couldn’t be easier. Provide your website address and company name with a few details of where you are, and whatnot, and you’re finished. Easy right? They’ll email you your very own T&C in the form of html if you want to integrate it into your website’s design seamlessly, or plain text for your printing pleasure.

Terms that are explained:

  • License
  • User Comment Policy
  • User Hyperlinking
  • Content Liability
  • Reservation of Rights
  • Removal of Links Policy
  • Disclaimer

Tip: If you appreciate them scratching your back, scratch theirs with a small donation. They provide a link to do so.


Small Business Tip #3 OCR Website Design

Turn scanned business documents into new, SEO friendly, website content with a click.

Your third FREE Website improvement tool: OnlineOCR.net

Do you have filing cabinets full of miscellaneous documents that are pertinent to your trade? Things like brochures, employee handbooks, product catalogs, sales packages, flattering newspaper articles, magazine articles, company newsletters, mission statements, policies, rules and regulations, forms, outlines, tables, business cards, templates, you name it. Why not take the time to utilize this collateral and give it eternal life by including it in the “guts” of your website.

Some might be great information for visitors and some might be downloadable paperwork for employees. You might find something you can create an article about. This couldn’t be easier. Just upload a scan and go.

How does it work?

Optical Character Recognition, or OCR, is something that typesetters and printers have used for years. A lot of these services were available as software installed on your computer. Now OnlineOCR gives it to you free and with great options.

Convert scanned PDFs, jpegs, bmp files, tiffs and even a gif into editable text. The text can be exported as word documents, excel spreadsheets or plaintext and translated to one of almost 50 languages if needed. In addition, multi-page docs do need registration, but that is it. Just keep in mind that the type of font used might alter the outcome.

Tip: Always go through and fix errors after exporting and be sure to READ through the text carefully.


blog articles insert graphic, caution

Caution, webpages may be slippery.

It’s necessary to point out that having these templated policy pages on your website is a step you should take, but know there’s a minor consequence (but we have a fix for that!). That is, Google will hurt your ranking in that you have a generated template which is also white labeled to thousands of other sites. That goes against the, arguably #1, ranking factor in which your website’s development must practice the integration of unique and relevant context/content.

So how do you fix it?

You “De-Index” those pages by placing a noindex metatag….. We know, we lost you. It coooooould be easier than you think (copy/paste a small snippet into page’s html), you can read up on it here, and if you’re not sure, contact your website designer. Or give us a call. We’re glad to help.

So there ya go. A few great free online tools that go beyond your website’s design. Now take to it and remember that the pen isn’t mightier than the sword, its what’s written.