Privacy Policy

Privacy Policy
Oceanside Websites

Effective Date: October 1, 2016
Last Updated: July 10, 2026

Privacy Policy
Oceanside Websites, a division of CDJ Enterprize Ltd. (“Oceanside Websites,” “we,” “our,” or “us”), is committed to protecting the privacy and security of the personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, retain, protect, and otherwise process personal information when you access or use the Oceanside Websites Client Portal (“Portal”), our websites, and any related services.
This Privacy Policy is intended to comply with the Personal Information Protection Act (PIPA) of British Columbia, the Personal Information Protection and Electronic Documents Act (PIPEDA), and other applicable Canadian privacy legislation.
By accessing or using the Portal, you acknowledge that you have read and understood this Privacy Policy.

1. Scope
This Privacy Policy applies to:
The Oceanside Websites Client Portal
Oceanside Websites websites
Customer accounts
Client dashboards
Support systems
Proof approval workflows
Project management systems
Website hosting services
Domain management services
Billing and invoicing systems
File uploads
Maintenance requests
Analytics dashboards
Mobile and desktop access
APIs and integrations provided by Oceanside Websites
This Privacy Policy does not apply to third-party websites or services that may be linked from our Portal.

2. Information We Collect
Depending on how you interact with our services, we may collect the following categories of information.
Account Information
When creating or managing your account, we may collect:
Full name
Company or organization name
Job title
Mailing address
Billing address
Email address
Telephone number
Username
Password (stored in encrypted or hashed form)
Account preferences
Language preferences
Time zone

Billing Information
To process payments and maintain customer accounts, we may collect:
Billing contact information
Invoice history
Payment status
Tax information
GST numbers (where applicable)
Purchase history
Subscription details
Payment method type
We do not store complete credit or debit card numbers on our servers. Payment card information is processed by secure third-party payment providers.

Website Information
If Oceanside Websites manages your website, we may collect:
Website URLs
Hosting details
Domain information
DNS settings
SSL certificate information
Website backups
Plugin inventory
Theme information
Website performance metrics
Security scan results
Website uptime data
Error logs

Technical Information
We may automatically collect:
IP address
Device type
Operating system
Browser type and version
Screen resolution
Time zone
Language settings
Device identifiers (where applicable)
Session identifiers
Login timestamps
Logout timestamps
Authentication events
Referring pages
Usage statistics

Usage Information
While using the Portal, we may collect:
Pages visited
Features used
Support tickets created
Files uploaded
Messages sent
Proof approvals
Electronic signatures
Project comments
Dashboard activity
Login frequency
Account settings changes

Uploaded Content
The Portal may store:
Documents
Images
Logos
Videos
Marketing materials
Website content
Design proofs
Contracts
PDFs
Spreadsheets
Project files
Other content you choose to upload
Ownership of uploaded content remains with you unless otherwise agreed in writing.

3. Information Collected During Proof Approvals
When you approve or reject a design proof or project milestone, we may record:
Date and time
User account
Electronic signature
Approval decision
Revision number
Comments submitted
IP address (where available)
Browser information
Device information
These records form part of the permanent project history and may be used to demonstrate authorization for work.

4. How We Collect Information
We collect information through various methods, including:
Information You Provide
Examples include:
Creating an account
Completing forms
Uploading files
Sending messages
Opening support tickets
Making payments
Completing project approvals
Requesting website changes

Information Collected Automatically
Our systems may automatically collect information through:
Cookies
Server logs
Authentication systems
Analytics software
Security monitoring
Error reporting
Performance monitoring

Information From Third Parties
Where appropriate, we may receive information from:
Domain registrars
Hosting providers
Payment processors
Analytics providers
Google services
Microsoft services
Cloudflare
WordPress integrations
Other services you authorize us to access

5. How We Use Your Information
We use your information to:
Provide Portal access
Deliver contracted services
Manage customer accounts
Authenticate users
Process payments
Issue invoices
Deliver support
Manage projects
Review uploaded files
Complete requested website changes
Improve Portal functionality
Detect fraud
Prevent unauthorized access
Maintain security
Perform backups
Monitor system performance
Comply with legal obligations
Respond to inquiries
Communicate service updates
Maintain business records

6. Artificial Intelligence Features
Certain Portal features may use artificial intelligence to assist with:
Website copywriting
SEO recommendations
Content suggestions
Image generation
Code generation
Marketing content
Workflow automation
Information submitted to AI-powered features may be processed by approved third-party AI service providers solely for the purpose of generating the requested output, in accordance with our agreements with those providers and their applicable privacy commitments.
Users are responsible for reviewing AI-generated content before publication or implementation.

7. Cookies and Similar Technologies
We use cookies and similar technologies to:
Keep users logged in
Remember preferences
Improve performance
Maintain security
Analyze Portal usage
Detect fraud
Provide functionality
Cookies may include:
Session cookies
Persistent cookies
Authentication cookies
Security cookies
Preference cookies
Analytics cookies
Where required by law, you will be provided with options to manage your cookie preferences.

8. Legal Basis for Processing
Where applicable, we process personal information because it is:
Necessary to perform our contract with you;
Necessary to provide requested services;
Required to comply with legal obligations;
Necessary for our legitimate business interests, provided those interests are not overridden by your rights; or
Based on your consent, where consent is required.

9. Disclosure of Information
We do not sell your personal information.
We may disclose information to:
Employees
Authorized contractors
Website developers
Hosting providers
Payment processors
Domain registrars
Cloud service providers
Security providers
Technical support providers
Government agencies where legally required
Law enforcement where required by law or valid legal process
All service providers are expected to protect personal information and use it only for the purposes for which it was disclosed.

10. International Data Transfers
Some of our service providers may store or process information outside of Canada, including in the United States or other jurisdictions.
When personal information is transferred outside Canada, it may be subject to the laws of those jurisdictions. We take reasonable contractual and technical measures to ensure appropriate protection of personal information regardless of where it is processed.

11. Data Retention
We retain personal information only for as long as reasonably necessary to:
Provide services
Maintain business records
Resolve disputes
Enforce agreements
Meet legal obligations
Satisfy tax and accounting requirements
When information is no longer required, it will be securely deleted, anonymized, or destroyed in accordance with our retention practices.

12. Security
We implement commercially reasonable administrative, technical, and physical safeguards designed to protect personal information, including measures such as:
Encryption in transit using TLS/SSL
Encryption of sensitive stored data where appropriate
Secure authentication
Password hashing
Multi-factor authentication (where enabled)
Access controls
Role-based permissions
Activity logging
Firewall protection
Malware detection
Routine security updates
Backup systems
Security monitoring
No system connected to the Internet can be guaranteed to be completely secure. While we take reasonable steps to protect information, we cannot guarantee absolute security.

13. Your Privacy Rights
Subject to applicable law, you may have the right to:
Request access to your personal information;
Request correction of inaccurate or incomplete information;
Withdraw consent where processing is based on consent (subject to legal or contractual restrictions);
Request deletion of certain personal information where applicable;
Request information about how your personal information has been used or disclosed; and
Submit a complaint regarding our privacy practices.
Requests may be subject to identity verification and applicable legal limitations.

14. Children’s Privacy
The Portal is intended for business use and is not directed to individuals under the age of 19. We do not knowingly collect personal information from children. If we become aware that personal information has been collected from a child contrary to applicable law, we will take reasonable steps to delete it.

15. Third-Party Services
The Portal may integrate with third-party services including, but not limited to:
Google Workspace
Microsoft 365
Stripe
Cloudflare
WordPress
WooCommerce
OpenAI
Domain registrars
Website hosting providers
Analytics platforms
Each third-party provider maintains its own privacy practices, and your use of those services may also be subject to their privacy policies.

16. Marketing Communications
We may send service-related communications necessary to administer your account, including security notices, billing information, maintenance notifications, and support updates.
With your consent where required by law, we may also send newsletters, promotional offers, or other marketing communications. You may unsubscribe from marketing communications at any time without affecting your ability to receive essential service notifications.

17. Data Breach Response
If we become aware of a security incident involving personal information, we will investigate promptly and take appropriate steps to contain, assess, and remediate the incident.
Where required by applicable law, affected individuals and relevant regulatory authorities will be notified if there is a real risk of significant harm.

18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or business practices.
Material changes will be posted within the Portal, on our website, or communicated by other reasonable means. The “Last Updated” date at the beginning of this Policy will indicate when changes were made.
Your continued use of the Portal after the effective date of any revised Privacy Policy constitutes acceptance of those changes where permitted by law.

19. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:
Privacy Officer
Oceanside Websites
A Division of CDJ Enterprize Ltd.
Website: https://www.oceansidewebsites.ca
Email: privacy@oceansidewebsites.ca (or your designated privacy contact email)
Phone: (778) 557-2273

20. Governing Law
This Privacy Policy shall be governed by the laws of the Province of British Columbia and the applicable federal laws of Canada.
Nothing in this Privacy Policy limits any privacy rights or protections available under applicable legislation, including British Columbia’s Personal Information Protection Act (PIPA) or Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.