Below is a revised draft tailored to your Vancouver business and the website features we’ve built. Replace the bracketed fields and confirm the operational statements before publishing. No policy alone can guarantee compliance with every country’s laws; a BC privacy lawyer should review the final version, particularly your international sales and imported reviews.

This draft addresses BC PIPA, relevant Canadian federal requirements, and conditional international rights. BC PIPA, Canadian privacy principles

Privacy Policy

Effective date: September 25, 2026
Last updated: September 25, 2026

1. Who we are

Vintage Bike Customs is operated by [INSERT LEGAL BUSINESS OR PROPRIETOR NAME], based in Vancouver, British Columbia, Canada.

In this policy, “Vintage Bike Customs,” “we,” “us,” and “our” refer to that business.

This policy explains how we collect, use, disclose, retain and protect personal information when you visit our website, purchase products, create an account, submit an enquiry or offer, publish a review, or otherwise interact with us.

We handle personal information in accordance with British Columbia’s Personal Information Protection Act and other privacy laws that apply to our activities, including Canada’s Personal Information Protection and Electronic Documents Act where applicable.

Privacy contact: Privacy Officer, Vintage Bike Customs
Email: connect@vintagebikecustoms.com
Mailing address: [INSERT BUSINESS MAILING ADDRESS, VANCOUVER, BC, POSTAL CODE, CANADA]

You may contact our Privacy Officer with questions, requests or complaints concerning your personal information.

2. Information we collect

Depending on your interactions with us, we collect the following information:

Contact and delivery information: your name, email address, telephone number, billing address and shipping address.
Account information: account identifiers, login credentials, preferences and account activity.
Order information: products purchased, quantities, prices, order history, shipping details, returns, refunds and warranty enquiries.
Payment-related information: payment status, transaction references, payment method and information needed to administer refunds, disputes and fraud checks.
Enquiries and offers: your messages, proposed prices, requested quantities, product references, and vehicle make, model, year or fitment information.
Content you provide: reviews, photographs, measurements and other information you send to us or submit for publication.
Technical information: IP address, browser and device information, access times, search queries, pages viewed, referral information and interactions with our website.
Preference and consent records: marketing preferences, consent choices and records of privacy requests.

Please do not send payment-card security codes, account passwords, government identification or other sensitive information through ordinary contact forms, reviews or email unless we specifically request it through an appropriate secure process.

If you provide another person’s information—for example, a gift recipient’s shipping details—please ensure that you are authorized to provide it.

3. Where information comes from

We collect information:

Directly from you when you shop, contact us, submit content or manage your account.
Automatically through website operations, cookies and similar technologies.
From payment providers, shipping carriers and service providers supporting your transaction.
From marketplaces where you interact with our business, including eBay.
From publicly accessible feedback concerning our business, where collecting and reusing it is legally permitted.

Public availability does not necessarily remove privacy protections. Our use of information obtained from other sources remains subject to applicable law.

4. Why we use information

We use personal information for reasonable purposes connected with our business, including:

Processing payments and fulfilling orders.
Arranging shipping, customs documentation, returns and refunds.
Managing customer accounts and purchase records.
Responding to enquiries, reviewing offers and helping identify suitable parts.
Providing customer service, warranty assistance and order updates.
Displaying customer reviews and relevant feedback.
Remembering website preferences and supporting wishlist or comparison features.
Maintaining website functionality, accessibility and security.
Investigating fraud, misuse, payment disputes and technical problems.
Understanding website performance and improving our services.
Sending marketing communications where legally permitted.
Meeting tax, accounting, legal and regulatory obligations.
Establishing, exercising or defending legal claims.

We do not require consent to unrelated collection, use or disclosure as a condition of supplying a product or service.

Where we propose a materially different use, we will provide appropriate notice and obtain consent when required.

5. Consent and your choices

We obtain consent where required by applicable law. Depending on the circumstances and sensitivity of the information, consent may be express or implied.

For example, providing a delivery address when placing an order allows us to use that address to fulfil the order. It does not automatically authorize every unrelated marketing or advertising use.

You may withdraw consent by contacting us, subject to legal or contractual restrictions and reasonable notice. We will explain any consequences, such as being unable to complete a requested delivery without the necessary address.

Simply visiting our website does not constitute consent to every optional use of personal information.

6. Payments

Payments are processed through the payment services available at checkout.

Payment providers: [INSERT THE ACTUAL PROVIDERS ENABLED AT CHECKOUT]

The information collected and retained depends on your selected payment method and the provider’s integration. Providers may process payment credentials, billing details, device information and transaction information to authorize payments and prevent fraud.

We receive information necessary to administer your transaction, such as payment status, transaction references, refunds and dispute information.

[BEFORE PUBLISHING: CONFIRM WHETHER YOUR BUSINESS RECEIVES OR STORES FULL CARD NUMBERS OR SECURITY CODES, AND INSERT AN ACCURATE STATEMENT HERE.]

Please review the payment provider’s privacy notice for its own processing activities.

7. Cookies, local storage and website features

Our website uses cookies and similar technologies for functions such as shopping carts, account sessions, security and preferences.

Certain features, including wishlists and product comparisons, may store information in your browser’s local storage. Clearing browser storage may remove those saved selections.

Optional technologies may support analytics, translation, embedded content or advertising. Where consent is required, those technologies must not operate until the required consent has been obtained.

Cookie and technology information: [INSERT LINK TO YOUR ACTUAL COOKIE NOTICE OR SETTINGS, INCLUDING PROVIDERS, PURPOSES AND DURATIONS]

You can manage browser storage through your browser settings and use any privacy controls we provide. Blocking essential technologies may affect checkout, login or other requested functions.

Where consent is the basis for optional processing, you can withdraw it using the applicable controls or by contacting us.

8. Service providers and other recipients

We disclose personal information where necessary to organizations supporting our operations, including:

Website hosting, security, maintenance and communications providers.
Payment processors and fraud-prevention providers.
Shipping carriers, customs brokers and delivery services.
Customer-support and business-administration providers.
Analytics, translation and embedded-content providers, where enabled and legally permitted.
Professional advisers, such as accountants and legal advisers.

We limit information provided to what is reasonably necessary for the applicable purpose and use appropriate contractual or other safeguards where providers process information on our behalf.

Some recipients, including payment providers and public authorities, may also process information for their own legal or operational purposes.

Current provider details: [INSERT OR LINK TO A VERIFIED LIST OF MATERIAL PROVIDERS AND THEIR PURPOSES—INCLUDING YOUR HOSTING PROVIDER, PAYMENT SERVICES, ANALYTICS AND TRANSLATION SERVICES]

We may also disclose information when legally required or permitted, including to respond to lawful requests, protect legal rights or investigate suspected fraud.

9. WhatsApp, translation and embedded content

If you choose to contact us through WhatsApp, your telephone number, profile information and messages may be processed by WhatsApp/Meta under its privacy terms. We use the information you send to respond to your enquiry and provide support.

Website translation services may process technical information and website content needed to provide translations. Their actual data practices depend on the service and configuration we use.

Embedded videos or other third-party content may communicate information such as your IP address and browser details to the relevant provider when loaded or played.

Where legally required, we obtain consent before enabling optional third-party technologies. You may contact us by email if you prefer an alternative to a third-party messaging service.

10. Customer reviews and marketplace feedback

Reviews submitted for publication may publicly display your chosen name or username, review text and other content you submit.

We may also display feedback originally provided about our business or products on eBay or another marketplace, where we have a lawful basis to do so. This may include the reviewer’s public username, feedback text and the original reviewed product’s name.

Imported feedback may appear alongside website reviews or on pages for related products. We use product names, brands, models and other matching information to determine relevance. This matching does not mean that the reviewer purchased every product on which the feedback appears.

We retain information about the feedback’s origin. We do not treat marketplace feedback as a verified purchase through our website or invent a star rating that the reviewer did not provide.

To request a correction, raise a concern about matching, or request removal from our website, contact our Privacy Officer and identify the feedback concerned. Removing content from our website does not remove the original content from the marketplace.

11. Marketing communications

We send promotional emails or text messages only where permitted by applicable law, including Canada’s Anti-Spam Legislation.

You can unsubscribe using the mechanism in a marketing message or by contacting us. We process unsubscribe requests without delay and within the applicable legal deadline.

Withdrawing marketing consent does not prevent necessary transaction or service communications, such as order confirmations, delivery updates or responses to your enquiries.

We keep appropriate consent and suppression records to manage your preferences and demonstrate compliance.

12. International processing and shipping

We operate in Canada and may use service providers or shipping partners outside British Columbia and Canada.

Your information may be processed in other countries and may be subject to lawful access by authorities in those countries.

Relevant processing locations: [CONFIRM AND LIST MATERIAL COUNTRIES OR PROVIDE A LINK TO THE VERIFIED PROVIDER INFORMATION]

For international deliveries, we may disclose recipient and order information to carriers, customs brokers, customs authorities and other organizations involved in transporting or clearing the shipment.

We remain accountable for personal information transferred to providers for processing where applicable law requires this. We use safeguards appropriate to the information and the transfer.

Where European or UK transfer restrictions apply, we use an applicable lawful transfer mechanism. You may contact us for information about the relevant safeguards.

[BEFORE PUBLISHING: CONFIRM THE TRANSFER MECHANISMS USED WHERE REQUIRED; DO NOT ASSUME EVERY TRANSFER TO CANADA OR ANOTHER COUNTRY IS AUTOMATICALLY COVERED.]

13. How long we retain information

We retain personal information only for as long as reasonably necessary for its identified purpose and applicable legal obligations.

Retention depends on the information involved:

Orders and financial records: applicable tax, accounting, warranty and dispute requirements.
Customer accounts: the period needed to provide the account, followed by any necessary legal or administrative retention.
Enquiries and offers: the period needed to address the request and related follow-up or disputes.
Reviews and imported feedback: while relevant to the stated publication purpose, subject to periodic review and applicable removal requests.
Marketing records: the period needed to administer consent, demonstrate compliance and honour unsubscribe requests.
Security and technical records: the period necessary for security, troubleshooting and applicable legal requirements.
Backups: the applicable backup cycle, with access and restoration controls.

Where BC PIPA requires retention of information used to make a decision directly affecting an individual, we retain it for at least the required period.

When information is no longer required, we securely delete, destroy or anonymize it. Legal holds and statutory obligations may prevent immediate deletion.

[IMPLEMENTATION NOTE—REMOVE BEFORE PUBLICATION: ESTABLISH AND APPLY AN INTERNAL RETENTION SCHEDULE THAT SUPPORTS THESE STATEMENTS.]

14. Security and privacy incidents

We use reasonable safeguards appropriate to the sensitivity of the information and the risks involved, including access controls and suitable technical, administrative and physical measures.

No internet transmission or storage system is completely secure. Please use a strong, unique account password and notify us if you suspect unauthorized account activity.

If a privacy incident occurs, we investigate, take appropriate containment and remedial steps, and notify affected individuals or authorities where required by applicable law.

15. Your privacy rights and requests

Depending on applicable law, you may request:

Access to personal information we hold about you.
Information about how it has been used or disclosed.
Correction of inaccurate or incomplete information.
Withdrawal of consent where processing relies on consent.
Deletion of information where a deletion right applies.
Other rights described in the regional provisions below.

Send requests to connect@vintagebikecustoms.com with the subject “Privacy request.”

We may request information reasonably necessary to verify your identity and locate the relevant records. Authorized representatives may need to provide evidence of their authority.

We respond within the time required by applicable law. If an extension, refusal or lawful fee applies, we explain it as required. Some information may be withheld or retained to protect another person’s privacy, comply with law or preserve legal privilege.

16. Additional rights for international customers

Where the EU GDPR or UK GDPR applies, the relevant legal bases for our processing may include:

Contract: processing orders and taking steps you request before a purchase.
Legal obligation: meeting applicable recordkeeping and other legal duties.
Legitimate interests: proportionate security, fraud prevention, customer support and business administration, where your rights do not override those interests.
Consent: optional marketing or technologies where consent is required.

Any reliance on legitimate interests requires an appropriate assessment. Importing and republishing marketplace feedback also requires a separately assessed lawful basis.

Depending on the applicable law and circumstances, you may have rights to access, rectification, erasure, restriction, portability, objection and withdrawal of consent. You may object to processing for direct marketing.

You may complain to your relevant data-protection authority. Where an EU or UK representative is legally required, their contact details will be provided here:

[INSERT REPRESENTATIVE DETAILS IF REQUIRED; OTHERWISE REMOVE THIS LINE AFTER ASSESSING APPLICABILITY.]

For residents of US states or other jurisdictions with applicable privacy rights, we honour rights required by those laws. This may include access, correction, deletion, portability, appeal and opt-out rights.

[BEFORE PUBLISHING: ASSESS APPLICABLE US STATE LAWS AND ACTUAL ADVERTISING PRACTICES. ADD ANY REQUIRED SALE/SHARING/TARGETED-ADVERTISING DISCLOSURES, REQUEST METHODS AND OPT-OUT CONTROLS. THIS GENERAL PARAGRAPH DOES NOT REPLACE REQUIRED REGIONAL DISCLOSURES.]

17. Children’s information

Our store is intended for an adult audience and is not directed to children.

If you believe a child has provided personal information without appropriate authorization, contact us so we can investigate and take appropriate action.

18. Business changes

If our business is involved in a proposed or completed sale, merger or similar transaction, personal information may be disclosed or transferred only as permitted by law and subject to appropriate safeguards.

Where legally required, affected individuals will receive notice of the transfer or a material change in processing.

19. Questions and complaints

Please contact our Privacy Officer first so we can investigate and attempt to resolve your concern.

You may also contact the appropriate regulator:

British Columbia: Office of the Information and Privacy Commissioner for BC
Canada, where PIPEDA applies: Office of the Privacy Commissioner of Canada
United Kingdom, where applicable: Information Commissioner’s Office
EU/EEA, where applicable: your relevant national data-protection authority.

20. Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements.

We will update the date at the top and provide additional notice or obtain fresh consent when required for a material change.

Privacy contact: connect@vintagebikecustoms.com