Overview
To use two-way text messaging in MotionOps with a dedicated phone number, you'll need a clear, publicly accessible privacy policy published on your website. This isn't just a best practice — it's a requirement set by The Campaign Registry (TCR), the body that oversees business text messaging in the United States.
TCR works with mobile carriers to make sure businesses using A2P (application-to-person) messaging are transparent about how they handle customer data. If you don't provide a link to your privacy policy during your DPN application, your request will be rejected — which means you won't be able to send or receive client texts through MotionOps until it's in place.
This article is for informational purposes only and isn't legal advice. Your privacy policy should reflect your business practices and comply with applicable laws. We recommend consulting a legal professional to help prepare your privacy policy.
What a Privacy Policy Is and Why You Need One
A privacy policy is a statement on your website that explains how your business collects, uses, and protects customer information. For example, if a client texts you their address to confirm an appointment, your privacy policy tells them what you'll do with that information — whether you'll only use it for scheduling or also store it for future jobs.
One of TCR's key requirements is that every business has a publicly available privacy policy linked on their website. Without that link, your dedicated phone number application won't be approved.
What Carriers Typically Look For
Every business is different, so your privacy policy should reflect how your business operates and comply with the laws that apply to you. The items below are what carriers typically look for when reviewing your DPN application. This is not an exhaustive list.
Your business details — your business name, address, phone number, and email so customers know who's contacting them.
What customers can expect from your text messages — the kinds of messages you send (like appointment reminders, invoices, updates, or promotions) and how often customers might receive them.
What information you collect — for example, a customer's name, phone number, email, or service history.
How you use that information — for instance, sending job reminders, providing customer support, or managing their account.
How you store and protect data — a simple statement about using secure systems, restricted access, or industry-standard safeguards.
Whether you share information — if you work with third parties like payment processors or service partners, let customers know if their information may be shared and why.
Customer rights — how people can update their information or request that you remove it.
Opting out and getting help — carriers require instructions on how to unsubscribe (for example, reply STOP) or get assistance (reply HELP).
Three phrases carriers specifically check for. To pass review, your privacy policy should state that you do not share customers' mobile numbers with third parties for marketing, disclose your message frequency (for example, "up to 6 messages per month"), and include the exact phrase "Message and data rates may apply."
Share Your Privacy Policy
Once your privacy policy is written, the next step is making it publicly accessible. Carriers (through The Campaign Registry) require a link to your policy when reviewing your phone number and SMS brand application.
Here are some common ways to share it:
On your website — the easiest option is to add your privacy policy as a separate page on your website (for example, www.yourbusiness.com/privacy-policy). You can then copy and paste that link directly into your dedicated phone number application.
If you don't have a website yet — create a free page using a website builder (like Wix, Squarespace, or Google Sites) and paste your policy there, or upload your policy as a PDF or text file to a cloud service (such as Google Drive, Dropbox, or OneDrive) and make it viewable with a shareable link.
The important part is that your policy is publicly accessible so anyone with the link can view it without logging in. Always make sure your chosen method complies with the laws in your jurisdiction and meets your business's needs.
Keep it on your business domain. Carriers prefer that your privacy policy live on the same domain as your business website (for example, yourbusiness.com/privacy). A link on an unrelated third-party domain is a common reason for rejection.
MotionOps team has prepared a template for your reference which can be used as a starting point. This is for informational purposes only and isn't legal advice. Your privacy policy should reflect your business practices and comply with applicable laws. We recommend consulting a legal professional to help prepare your privacy policy. Access the Privacy Policy template here: TEMPLATE - Privacy Policy
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