Free template, starting point
Guest WiFi privacy notice template
A privacy notice is only honest if it lists what your portal really collects. Most templates are generic. This one starts from the fields a VoqadoWiFi portal stores, so you delete what you do not use rather than guess what you might.
Reviewed by Pierre Subeh, Founder, VoqadoWiFi · Written by the VoqadoWiFi team · Updated
What goes in a guest WiFi privacy notice?
Who you are, exactly which details the WiFi login collects, including technical data such as the device MAC address, why you use each one, the legal basis, who processes it for you, how long you keep it, and how guests can withdraw consent, access or delete their data. Marketing must rest on separate, unticked consent.
Not legal advice. This is a starting point, not legal advice. Laws on guest networks, data and marketing differ by country and state. Have it reviewed by someone qualified where you operate before you publish it. Replace everything in [square brackets] and delete anything that does not apply.
The template
[VENUE NAME] guest WiFi: privacy notice
Last updated: [DATE]
Who we are
[LEGAL BUSINESS NAME], [REGISTERED ADDRESS] ("we") is responsible for the personal data collected when you sign in to our guest WiFi. Contact: [PRIVACY CONTACT EMAIL].
What we collect when you sign in
- Your email address.
- If you choose to give them: your name, phone number and birthday.
- Technical details: your device's MAC address, the access point and network name you connected to, your device and browser type, and the date and time of each visit.
- Your choices: whether you accepted the WiFi terms, and whether you asked to receive marketing by email or text.
- If you answer them: your rating or feedback after a visit.
Why we use it
- To give you access to the WiFi and recognise your device when you return, so you do not have to sign in again for [AUTO LOGIN PERIOD]. Basis: [LEGAL BASIS, e.g. performing the service you asked for].
- To keep the network secure and fair for everyone. Basis: [e.g. legitimate interests].
- To ask how your visit went and invite you to leave a public review. Basis: [e.g. legitimate interests or consent].
- To send offers and news, only if you ticked the marketing box. Basis: consent. You can withdraw it at any time with the unsubscribe link in every message or by contacting us.
Who processes it for us
[GUEST WIFI PLATFORM, e.g. VoqadoWiFi], which runs the WiFi login and stores the data on our behalf, [EMAIL MARKETING PROVIDER IF USED] and [ANY OTHER PROCESSORS]. We do not sell your data.
How long we keep it
[RETENTION PERIOD, e.g. 24 months after your last visit], then we delete or anonymise it. Marketing preferences are kept until you change them.
Your rights
Depending on where you live, you can ask to access, correct or delete your data, object to or restrict how we use it, and receive a copy. Contact [PRIVACY CONTACT EMAIL]. You can also complain to [YOUR DATA PROTECTION AUTHORITY].
Children
Our WiFi is not intended for children under [AGE]. [ADD ANY AGE GATE OR PARENTAL CONSENT ARRANGEMENT YOU USE.]Plain text, free to copy and edit, no sign up. Last reviewed 7 October 2026.
What to change before you use it
- Update the notice when you add a field or a new use for guest data, and ask again before using an address for a purpose the guest was never told about.
- Delete every field you do not collect. If your portal only asks for an email address, the notice should say only that, plus the technical data the network always sees.
- [AUTO LOGIN PERIOD] is the Auto-Login Period in the VoqadoWiFi portal builder, 30 days unless you changed it.
- Fill in the legal bases with an adviser. The ones shown are common examples, not a recommendation for your jurisdiction.
- If you connect Mailchimp, name it as a processor. If you do not, delete the line.
- If your login does not ask for a phone number, delete the phone number and "or text". VoqadoWiFi does not send text messages, so keep them only if you text guests some other way.
- Link this notice from the WiFi login, next to the terms checkbox, so guests can read it before they sign in.
Questions
Is a MAC address personal data?
In many jurisdictions it can be. The GDPR definition of personal data (Article 4(1)) names online identifiers, and a device identifier linked to a guest falls within it. List it in the notice.
Can I keep guest data forever?
No. The GDPR says personal data may be kept no longer than necessary (Article 5(1)(e)) and that you must tell people how long you keep it (Article 13(2)(a)). Pick a period that matches how long a guest is realistically a customer, and state it.
Does VoqadoWiFi sell guest data?
No. VoqadoWiFi stores the data on the venue’s behalf, and the venue can export the guest list as CSV at any time.
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