Privacy Policy
What personal information we collect through spicewebmedia.com, why we collect it, who else sees it, and how to remove it.
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Who we are
Spice Web Media Inc. is a design and marketing studio in Abbotsford, British Columbia, and we are the organization responsible for the personal information described here under British Columbia’s Personal Information Protection Act. Our Privacy Officer is reachable at hello@spicewebmedia.com, or 35473 Verado Court, Abbotsford, British Columbia V3G 0G2.
This policy covers spicewebmedia.com, our inquiry and newsletter forms, and the records we keep while working for clients. It does not cover websites we build for clients, which are governed by their own policies.
What we collect
From the inquiry form: your name, email address, phone number if you give one, your company, and whatever you write in the brief. From the newsletter: your email address and first name. If you consent to analytics, Google Analytics 4 records pages viewed, an approximate region and device type, with your IP truncated before storage.
Our host keeps server logs: IP address, user agent and timestamp. Most of this comes directly from you; the rest your browser sends automatically. Occasionally a client gives us information about their own staff or customers so we can do the work, and it stays theirs.
2.1
We do not collect health, biometric, financial account or government identifiers, and ask you not to send them through the form.
2.2
We do not buy contact lists, and we do not sell or trade your information.
Why we collect it
We use personal information to answer inquiries and prepare quotes, to deliver and support contracted work, to send the newsletter to people who asked for it, to raise and collect invoices, and to keep the site secure and available.
If we ever want to use it for a purpose not listed here, we will identify that purpose and ask for your consent first.
Consent, and how to withdraw it
Analytics cookies are not set until you accept them, and the newsletter requires an express opt-in with a confirming click. We do not use pre-checked boxes, and filling in the inquiry form does not subscribe you to anything.
Withdraw at any time by emailing our Privacy Officer or using the unsubscribe link in any message; unsubscribes are actioned within ten business days, as CASL requires. Withdrawal does not affect processing already carried out lawfully.
Cookies and tracking
Strictly necessary cookies keep your form text from being lost and remember your consent choice. They carry no advertising identifier. Analytics cookies are set only after you accept them, and you can change that choice from the link in the footer.
We use no advertising, retargeting or cross-site tracking cookies of any kind.
swm_session
Keeps the contact form from losing your text. Expires with the session. Consent not required.
swm_consent
Remembers your cookie choice. Expires after 12 months. Consent not required.
_ga
Counts a returning visitor once. Expires after 14 months. Consent required.
_ga_*
Holds GA4 session state. Expires after 14 months. Consent required.
Who else sees it, and where it goes
We share personal information only with the providers listed below, only to the extent each needs it, and only under a written agreement requiring protection comparable to our own. We may also disclose it where required by law or court order, and to a purchaser in connection with a sale of the business.
While information is held outside Canada it is subject to that country’s laws and may be reachable by foreign courts and authorities. If you would rather it stayed in Canada, tell our Privacy Officer and we will explain which services that limits.
Website host
Runs and backs up spicewebmedia.com. Processes in Canada. Sees server logs.
Email platform
Sends and stores the newsletter. Processes in the United States. Sees email and first name.
Google Analytics 4
Aggregated site analytics. Processes in the United States. Sees truncated IP and page views.
Accounting software
Invoicing and tax records. Processes in the United States. Sees billing contact and invoices.
How long we keep it
Inquiry form submissions are kept for twenty-four months from last contact. Newsletter records are kept until you unsubscribe. Analytics data expires after fourteen months and server logs after thirty days.
Contracts, invoices and project files are kept for seven years, which covers the Canada Revenue Agency’s six-year record-keeping requirement and the limitation periods under British Columbia’s Limitation Act. After that, records are securely destroyed or irreversibly anonymized.
How we protect it
Information is encrypted in transit and at rest. Access is limited to staff who need it, granted individually rather than by shared login, and removed the day someone leaves. Every device is encrypted and multi-factor authentication is mandatory.
Where a breach creates a real risk of significant harm, we report it to the Office of the Information and Privacy Commissioner for British Columbia and notify you as soon as feasible, which is what PIPA requires. Where the information crossed a border in the course of commercial activity we report to the Office of the Privacy Commissioner of Canada as well. We keep a register of every confidentiality incident, reportable or not, for twenty-four months.
Your rights
On written request we will confirm what we hold about you, tell you how it has been used and to whom it has been disclosed, and give you a copy, within thirty days, at no cost. If we need an extension we will tell you in writing before that deadline.
If something is wrong you may ask us to correct it. Where we agree we amend the record and notify anyone who received the incorrect version; where we disagree we record your disagreement alongside it.
9.1
If you live outside British Columbia, the privacy law of your own province may give you further rights; tell us and we will honour them.
9.2
We may refuse access where it would reveal another person’s information, and will explain any refusal in writing.
Children, AI and other sites
This site is sold to businesses and is not directed at children; we do not knowingly collect information from anyone under sixteen. We do not make decisions about you by automated processing, and we do not profile visitors or score leads algorithmically.
We use AI-assisted tools in parts of our production work, but client personal information is not entered into them. Links and embeds take you to organizations with their own policies; anything that sets its own cookies loads only after you accept analytics.
Changes and complaints
We review this policy at least annually and whenever we add a provider or a purpose. The date at the top is the current version, and previous versions are available on request. Where a change materially affects information we already hold, we will tell affected people directly rather than relying on the posted update.
Please raise any concern with our Privacy Officer first. If you remain unsatisfied you may complain to the Office of the Information and Privacy Commissioner for British Columbia, or to the Office of the Privacy Commissioner of Canada where federal law applies to the information.
Still not sure?
Ask our Privacy Officer
If anything here is unclear, or you want your information corrected or removed, our Privacy Officer answers every request inside thirty days.
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