Policy version: November 8, 2026. Applies when published on this website.
Who we are
Northgate Digital Media is based in Maine, United States. This policy explains how we handle information collected through northgatedigitalmedia.com and related website-service inquiries. Our services are intended for customers in the United States.
For privacy questions or requests, use our Project Inquiry form and identify your message as a privacy request, or write to Northgate Digital Media, P.O. Box 1684, Auburn, Maine 04211, United States.
Information you provide
When you request a Website Health Assessment, discuss a project, ask about website care, or correspond with us, we receive the information you choose to provide. This may include your name, business name, email address, website URL, website concerns, project description, preferred care plan, and additional details. Optional information may include a phone number, estimated budget, or desired timeline.
Required and optional fields are identified on the forms. Submitting an inquiry does not purchase a service, enroll you in a care plan, or subscribe you to a marketing list.
Do not submit passwords, payment-card details, healthcare records, or other sensitive information through inquiry forms. Any access needed to provide an agreed service is arranged separately.
Technical information
Our website, hosting, and inquiry tools can record IP addresses, browser and device information, source pages, and submission timestamps. Country information may be available from hosting request headers. We use technical information to operate the website, troubleshoot problems, protect the site, and prevent spam or misuse.
How we use information
We use information to respond to inquiries, evaluate service fit, discuss scope and pricing, provide agreed services, maintain essential business records, and manage related correspondence. We also use information for security, troubleshooting, and complying with applicable obligations.
Service providers and disclosures
GoDaddy hosts our website. WordPress and Fluent Forms collect and store inquiries in the website database. FluentSMTP sends notification messages through Google Workspace; notifications and correspondence are also stored in our email system. Email delivery logs may contain sender and recipient details, subjects, message bodies, delivery status, and technical headers.
Hosting, email, and other technical service providers process information needed to provide their services under their applicable arrangements. Using WordPress or Fluent Forms as software on our server does not by itself mean that every inquiry is sent to the software vendor. Providers may process information outside the United States.
We may disclose information when required by applicable law or reasonably necessary to address fraud, misuse, security incidents, or legal claims.
We do not sell personal information or share it for targeted advertising. We do not currently operate newsletters, advertising pixels, or remarketing campaigns.
Cookies, privacy preferences, and analytics
WordPress uses authentication cookies for website administration. Browser settings can control cookies, although blocking cookies needed for a function may affect that function.
We use Google Analytics 4 (GA4) for optional website analytics only when collection is enabled and you have accepted analytics. Before acceptance, or if you reject analytics, our integration does not load the Google analytics tag or send pre-consent analytics pings.
When analytics is enabled, GA4 loads only after you accept optional analytics. Rejecting analytics will not prevent use of the website or inquiry forms. You can change your choice using the Privacy settings button. Our integration keeps analytics off when Global Privacy Control or Do Not Track is enabled.
If you make a choice, your browser stores that choice and its timestamp. The saved choice is valid for 180 days; the stored record may remain until replaced or cleared from browser storage. If storage is unavailable, your choice applies only to the current page. This preference is used to apply your privacy choice, not for advertising.
Our analytics setup is limited to website measurement and successful inquiry categories, such as assessment, project, or website care. It excludes inquiry names, email addresses, phone numbers, and message contents from analytics events. When analytics is active, Google may receive technical information such as identifiers, page paths, referral origins, browser characteristics, and general location.
Our selected settings disable Google Signals, advertising personalization, user-provided data collection, granular location/device collection, Enhanced Measurement, and optional account data sharing. No Google Ads account is linked. These choices do not mean Google receives no technical information if analytics is enabled.
The selected GA4 retention period is two months for user/event data, with reset on new activity off. This does not limit standard aggregated reports to two months. Our tag uses a 60-day cookie lifetime without renewal on each visit. Withdrawing consent stops this integration and attempts to remove its first-party analytics cookies; it does not erase information already processed by Google.
We review our policy and tracking behavior when our practices change. Google explains its processing in How Google uses information from sites or apps that use its services.
How long we retain information
Our retention schedule calls for unsuccessful inquiry form entries and related email correspondence to be deleted from active systems 90 days after the last substantive contact. If the inquiry becomes a client relationship, relevant records follow the client-record schedule instead.
- Contracts, invoices, payment records, and essential project approvals: seven years after project closure or final payment, whichever is later.
- Routine project correspondence and working files: one year after services end, unless needed for ongoing support or contractual obligations.
- Client credentials and unnecessary copies of client databases: removed promptly after handoff or when our authorized access ends.
Information may be retained longer when required by applicable law, contractual or insurance obligations, a dispute, or a legal hold. These are our chosen business schedules; they do not mean every record has the same legally required retention period.
Our target for routine backup rotation is 30 days. Backup expiry can depend on the provider and backup type; this target is not a guarantee that every provider copy is erased within 30 days. Separate recovery copies may be kept while needed for an active migration or recovery task. Copies no longer needed for recovery should be removed under the applicable retention process.
Deletion from active systems may not immediately remove backup copies. Backup information is reserved for recovery rather than ordinary business use. Applicable deletions need to be reapplied if a backup is restored. Delivery and security logs follow the retention settings and operational needs of the relevant system or provider; these are separate from inquiry and client-record schedules.
Your choices and privacy requests
You can choose not to provide optional information. Without required contact or website details, we may be unable to respond meaningfully or assess your request.
Use our Project Inquiry form, identifying your message as a privacy request, or use the mailing address below to ask about information you provided, request a correction, or request deletion. We may need information to verify your identity and locate the relevant records. Applicable rights, exceptions, and response requirements depend on the law that applies to the request.
Children
Our website and services are intended for business inquiries and are not directed to children under 13. If you believe a child submitted personal information, contact us so we can review and respond appropriately.
Security
We use measures intended to protect inquiry information and restrict access to people who need it for business operations. No website, transmission method, or storage system can be guaranteed completely secure.
Other websites and policy changes
Other websites linked from this site have their own privacy practices. Review their policies before providing information there.
We may update this policy as our website or practices change. The published version will identify its version or updated date. We will address any additional notice required by applicable law when making a material change.
Contact
Northgate Digital Media
P.O. Box 1684
Auburn, Maine 04211
United States
Privacy requests: Project Inquiry form. Please identify your message as a privacy request.