Shout Media is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us by visitors to our website, prospective clients, and authorized users of our digital platforms and content management systems. This Privacy Policy details our practices regarding the collection, use, disclosure, storage, and protection of information when you interact with our public website (shout-media.ca) and our managed digital solutions.

This policy applies to information collected directly by Shout Media through our website, online communications, and business interactions. In providing digital design, development, and hosting solutions—such as athletic department and collegiate websites—Shout Media operates primarily as a service provider (data processor) on behalf of our institutional clients. Institutional clients maintain operational control over their published website content and administrative user assignments.

We collect information across three main categories to deliver services, respond to inquiries, and ensure platform security:

When you contact us via email, submit an inquiry through our online contact forms, or request a service consultation, we collect the personal details you choose to provide. This typically includes:

• Full Name
• Business email address
• Phone number
• Organization or institutional affiliation
• Project scope, inquiry details, and message contents

This information is used strictly to communicate with you, evaluate technical and creative requirements, provide estimates, and conduct standard business development activities.

For authorized staff and institutional administrators accessing our managed content management systems (CMS) and staging environments, we process basic business credentials necessary to facilitate secure access, including:

• User display name
• Institutional email address
• Encrypted authentication credentials and passwords
• Role-based access permissions and audit logs of administrative changes

When you browse our website, our servers automatically log standard network traffic data to monitor infrastructure performance, diagnose server issues, and protect against malicious cyber activity. This technical data may include:

• Internet Protocol (IP) address
• Browser type, version, and language preferences
• Operating system and device platform
• Referring website addresses and exit pages
• Date, time, and duration of page requests

To improve our website functionality, analyze visitor traffic, and present rich media, we integrate select third-party services that may collect data or set tracking cookies:

Our public web solutions, athletic websites, and marketing pages are not designed or intended to collect or process sensitive or high-risk regulated data. We do not intentionally collect, store, or process:

• Confidential student educational records (e.g., FERPA / FIPPA data)
• Protected health information or personal medical data (e.g., HIPAA / PHIPA data)
• Payment card details or banking credentials (PCI-DSS regulated data)
• Government identification numbers (e.g., Social Insurance Numbers, Social Security Numbers)

Shout Media uses personal information solely for legitimate business operations and service delivery, including:

• Responding directly to sales, support, and business inquiries
• Provisioning, maintaining, and securing administrative accounts on our platforms
• Monitoring network security, troubleshooting errors, and preventing fraudulent activity
• Evaluating website traffic trends to improve navigation and user experience
• Complying with applicable legal, regulatory, and contractual obligations

We do not sell, rent, lease, or trade personal information to third parties for monetary consideration or commercial advertising.

Shout Media maintains rigorous administrative, physical, and technical security safeguards to protect personal information against loss, unauthorized access, alteration, or disclosure:

• Encryption in Transit: All web traffic and administrative sessions are encrypted using industry-standard Transport Layer Security (TLS/HTTPS).
• Access Management: Access to hosting environments, databases, and administrative consoles is strictly restricted using the principle of least privilege, multi-factor authentication (MFA), and secure credential management.
• Infrastructure Security: Staging and production servers are maintained with active firewalls, automated vulnerability scanning, and timely security patches.
• Data Residency: Data is hosted and processed in approved North American data centers that comply with relevant client contractual requirements.

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, satisfy contractual commitments, or comply with applicable legal and statutory requirements. When information is no longer needed, it is returned, permanently deleted, or securely destroyed using industry-standard digital sanitization methods.

Most modern web browsers allow you to manage cookie settings, including blocking third-party tracking cookies or prompting you before a cookie is placed. You can adjust your browser settings or install opt-out add-ons (such as the Google Analytics Opt-Out Browser Add-on) to limit tracking. Please note that blocking essential session cookies may impair the functionality of authenticated administrative CMS portals.

Under applicable Canadian privacy legislation (such as PIPEDA and provincial statutes), individuals have the right to request access to their personal information under our custody or control, request corrections to inaccurate records, or submit inquiries regarding our data handling practices.

For any privacy-related questions, data access requests, or concerns, please contact our privacy lead:

Shout Media
Email: info@shout-media.ca
Subject Line: Privacy Policy Inquiry