In the Spring of 2018, when the GDPR came into effect, a number of brands lost a major portion of their subscribers.
In fact, according to a Litmus poll from that time:
- 16% of the brands surveyed lost 10-25% of subscribers
- 24% of brands lost over 25%, and
- Just 19% of brands escaped the GDPR axe
As it turned out, those brands that were not affected had initiated GDPR campaigns 1-2 months prior to the deadline.
Send-preparedness can’t be underestimated.
And when it comes to legal aspects, you can’t afford to wait until the last minute. Conceptualizing, designing, and developing templates takes time. In today’s guide, our design team curates 7 send-ready GDPR-compliant email templates. Let’s get started!
1. GDPR Consent Request Email
Subject: Important! ⚠ Consent Required
Dear [Recipient’s Name],
We hope you’re doing well. In line with our commitment to transparency and compliance with GDPR regulations, we’re reaching out to ask for GDPR consent in emails so that our valued subscribers, like you, can continue receiving our communications.
Your privacy is important to us, and we want you to feel confident about how we handle your information. We use your details to share updates, exclusive offers, and content that we believe will be relevant to you. Rest assured, your data will always be managed responsibly and will never be shared with third parties without your clear permission.
If you’d like to stay connected, please confirm your consent by clicking the link below:
[Consent Link]
If you choose not to provide your consent, we’ll respect your decision and stop sending you communications. Additionally, you may withdraw your consent at any time using the unsubscribe link in our emails.
We value your time and trust. Thank you for your attention, and we look forward to keeping in touch.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
2. Data Breach Alert Email
Subject: Urgent: Breach Alert! ❌
Dear [Recipient’s Name],
We want to inform you about a recent security issue that may have impacted your personal information. At [Your Company], safeguarding your data is our top priority, and we’re truly sorry for any inconvenience this may cause.
Upon discovering the breach, we acted swiftly to secure our systems and launched a detailed investigation to assess the situation. We’ve also engaged with cybersecurity specialists and law enforcement to ensure this doesn’t happen again.
To help protect your information, we strongly recommend the following actions:
- Keep a close eye on your financial and online accounts for unusual activity.
- Update your passwords, ensuring they are strong and unique across your accounts.
- Remain cautious of unexpected messages requesting personal details.
If you have any concerns or would like further guidance, our support team is available at [Contact Information] to assist you.
We understand the concern this may cause and are committed to supporting you through this situation. Thank you for your patience and cooperation as we work to strengthen our security measures.
Sincerely,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
3. Privacy Policy Update Email
Subject: We’ve Updated Our Privacy Policy!
Dear [Recipient’s Name],
We’re reaching out to inform you that we’ve recently updated our Privacy Policy at [Your Company]. These updates are part of our ongoing commitment to being transparent about how we manage your data and to ensure you stay informed about your rights.
Here are some key updates you should be aware of:
- Expanded details on the information we collect and how it’s used.
- Clearer explanations of your rights regarding your personal data.
- New information about how we share data with trusted partners and the security steps we’ve taken to protect it.
- Improved descriptions of how we store your data and the measures in place to prevent unauthorized access.
- Updates on how long we retain your information and the criteria we use to determine data retention periods.
- Clarifications about the third-party tools and services we use to enhance your experience.
- More detailed guidance on how you can access, modify, or delete your personal data.
We encourage you to review the updated Privacy Policy to fully understand these changes. You can access the revised policy here:
[Privacy Policy Link]
By continuing to use our services after [Effective Date], you are confirming your acceptance of the updated terms. If you have any questions or concerns, please don’t hesitate to contact us at [Contact Information].
Thank you for your attention to this important update. We truly value your trust and remain committed to protecting your personal information.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
4. Data Access Request Email
Subject: Important ❗ Request for Access to My Personal Data
Dear [Recipient’s Name],
I hope this message finds you well. I am reaching out to formally request access to the personal information that [Your Company] may have on record about me, in accordance with GDPR regulations.
I would be grateful if you could provide the following details:
- A summary of the personal information you currently hold about me.
- The reasons why my data is being processed.
- Information on any parties or categories of parties with whom my data has been shared or may be shared.
- The timeframe for which my data will be retained, or if that’s unavailable, the criteria used to establish that period.
- Details regarding the source of my data, if it was obtained from a third party rather than directly from me.
- Information on any automated decision-making processes that involve my data, along with the logic behind those decisions and their potential impact on me.
- A record of any instances where my data has been transferred internationally, including the safeguards in place to protect it.
- Details about the security measures applied to ensure my personal data is protected.
- Confirmation of my right to request correction, deletion, or restriction of my personal data.
I kindly ask that this information be shared with me in a widely accessible electronic format. If you require any additional details from me to fulfill this request, please inform me at your earliest convenience.
I appreciate your prompt attention to this matter and look forward to your response.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
5. Loyalty Program Consent Renewal Email
Subject: Confirm Your Consent to Stay in Our Loyalty Program
Dear [Recipient’s Name],
We’re reaching out to ensure you remain part of our exclusive [Loyalty Program Name], where you enjoy special rewards, personalized offers, and early access to exciting promotions.
In line with our commitment to data privacy and compliance with GDPR, we kindly ask you to confirm your consent to continue receiving communications related to our loyalty program.
By confirming your consent, you’ll continue to enjoy:
- Exclusive discounts and offers
- Early access to new products and events
- Personalized recommendations tailored to your preferences
If you’d like to stay connected and keep enjoying these benefits, please click the link below to confirm your consent:
[Confirm My Consent]
If we don’t hear from you by [Deadline Date], we’ll assume you no longer wish to participate, and your information will be securely removed from our loyalty program database.
We’d love for you to remain part of our community! If you have any questions, please feel free to reach out at [Contact Information].
Thank you for your time and continued support.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
6. Welcome Email with Privacy Guidelines
Subject: Welcome, from the Founder
Dear [Recipient’s Name],
Welcome to [Company Name]! We’re excited to have you with us and look forward to providing you with the best experience possible.
We take your privacy seriously, and we want you to feel confident about how we manage your personal information. Here’s a quick overview of our privacy practices:
- Your Data is Safe: We follow strict security measures to keep your information protected.
- Transparent Data Usage: We only collect data necessary to enhance your experience, provide personalized content, and improve our services.
- Your Control Matters: You have the right to access, modify, or delete your data whenever you choose.
- Communication Preferences: You can manage your subscription settings or opt out of emails at any time by clicking the unsubscribe link in our messages.
For full details on how we handle your data, please review our Privacy Policy here:
[Privacy Policy Link]
If you have any questions or concerns, feel free to contact us at [Contact Information].
Once again, welcome aboard! We’re excited to connect with you and provide value through our updates, offers, and insights.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
7. Unsubscribe Confirmation Email
Subject: Your Unsubscribe Request Has Been Confirmed
Dear [Recipient’s Name],
This is to confirm that your request to unsubscribe from our mailing list has been successfully processed. We understand that your communication preferences may change, and we fully respect your decision.
From now on, you will no longer receive emails from [Your Company]. Please keep in mind that it may take a few days for this change to reflect across all our systems.
If you unsubscribed accidentally or decide you’d like to hear from us again, you can always rejoin our mailing list by visiting our website or reaching out to us at [Contact Information].
We’re grateful for the time you spent with us, and we’d be delighted to connect with you again in the future.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
Email Template GDPR Rules: 5 Tips
Bear these tips in mind before sending out GDPR-compliant emails to your list:
- Nail the subject line: Always differentiate urgent emails with a great subject line, so that no one misses these notifications.
- Transparency is key: We recommend you get your legal team and copywriter together to craft the email.
- Responsible data collection is a must: Make sure you’re only collecting data that you absolutely need.
- Include proof of consent: Emails following the GDPR series should include a proof of consent in the footer.
- Maintain brand identity: We recommend using the templates we shared as HTML, brand-optimized emails.
On that last tip, consider the following examples. Since most of the emails will be similar in content, brand differentiation is key.
You may send plain-text emails as well, except that in the case of non-HTML emails, you don’t get these advantages:
- A well-designed email has a visual hierarchy, which ensures that the viewer doesn’t miss important details.
- Use of prominent CTA buttons and colored links also drives the reader’s attention to the fine print.
- Images, combined with humor, also hooks the viewer.
- Typographical accents also act as a useful visual aid. Hover’s email above is a nice example.
But if you want to stick to plain-text, consider the tips shared here.
Related post: Image-only vs. Image-also Emails
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