Privacy Policy

1. Information We Collect

1.1 Account & Registration Data

• User Account Information: First name, last name, email address, and encrypted password (using PHP password_hash function) when creating your account
• User Profile Data: Total ratings received, average rating score (scale 0-5), and profile update history
• Authentication Data: Login session tokens, password reset requests, and account status information

1.2 Auction & Marketplace Data

• Auction Listings: Item names, detailed descriptions, categories, colors, condition assessments, starting prices, reserve prices, auction duration settings, and status
• Item Images: Uploaded photographs stored locally or via ImgBB image hosting
• Administrative Data: Admin approval/rejection notes, review timestamps, reviewer IDs, and moderation history

1.3 Bidding & Transaction Data

• Bid Information: Bid amounts, timestamps, bidding history, highest bid tracking, and bid validation data
• Auction Participation: Items you've bid on, auctions you've won, transaction completion status
• Watchlist Activity: Items added to your watchlist, watchlist timestamps, and removal history

1.4 Ratings & Trust System

• User Ratings: Ratings you provide for other users (scale 0-5) with associated item IDs and transaction context
• Received Ratings: Ratings received from other users, aggregated rating statistics, and rating trends
• Trust Metrics: Calculated reputation scores and seller/buyer performance indicators

1.5 Technical & System Data

• Server Logs: IP addresses, HTTP request headers, browser user agents, referring URLs, and access timestamps
• Session Management: PHP session IDs, login/logout timestamps, session duration, and authentication status
• Error Tracking: Database query logs, email delivery logs, and system error reports
• Performance Data: Page load times, database query performance, and system resource usage

1.6 Communications & Notifications

• Email Communications: Registration confirmations, auction notifications, bidding confirmations, auction completion notices, and support correspondence
• System Messages: In-platform notifications, alert preferences, and communication history
• Support Interactions: Customer service requests, technical support queries, and feedback submissions

2. How We Use Your Information

2.1 Core Platform Operations

• Account Management: Creating and maintaining user accounts, authentication, password management, and user profile updates
• Auction Processing: Publishing auction listings, managing bidding processes, tracking auction status, and facilitating buyer-seller connections
• Administrative Review: Admin approval/rejection of auction listings, content moderation, and platform quality control
• Transaction Facilitation: Processing bids, determining auction winners, managing post-auction communications, and enabling rating exchanges
• Watchlist Management: Saving user preferences, tracking interested items, and providing personalized auction recommendations

2.2 Communications & Notifications

• Transactional Emails: Account confirmation, auction status updates, successful bid notifications, auction completion alerts, and rating reminders
• Platform Updates: System maintenance notifications, policy changes, feature announcements, and security alerts
• Customer Support: Responding to user inquiries, technical support, account assistance, and dispute resolution
• Marketing Communications: Promotional emails about platform features (with opt-out options)

2.3 Platform Security & Integrity

• Fraud Prevention: Detecting suspicious bidding patterns, preventing fake accounts, and identifying potential scams
• System Security: Monitoring for unauthorized access, protecting against cyber attacks, and maintaining data integrity
• Content Moderation: Reviewing auction listings for compliance, removing inappropriate content, and enforcing community guidelines
• Performance Optimization: Analyzing system usage, optimizing database performance, and improving user experience

2.4 Analytics & Improvement

• Usage Analytics: Understanding user behavior patterns, popular auction categories, and platform engagement metrics
• Feature Development: Identifying needed improvements, testing new features, and enhancing platform functionality
• Quality Assurance: Monitoring system performance, tracking error rates, and ensuring platform reliability

3. Information Sharing & Disclosure

3.1 Within Platform Users

• Public Auction Data: Approved auction listings are visible to all platform users
• Winner Information: Auction sellers receive winner contact details for transaction completion
• Rating System: User ratings and average scores are publicly displayed for trust-building purposes
• Bidding Activity: Current highest bidder information is shown during active auctions

3.2 Third-Party Service Providers

• Hosting Infrastructure: InMotion Hosting (Virginia, USA) hosts our servers and databases
• Email Services: SMTP providers receive recipient email addresses and message content for delivery
• Image Hosting: ImgBB receives uploaded auction photos and metadata for storage and content delivery
• Technical Infrastructure: System administrators and developers access data for platform maintenance, security, and support

3.3 Legal & Regulatory Compliance

• Legal Requirements: Information disclosed when required by law, court orders, or regulatory investigations
• Law Enforcement: Cooperation with police investigations involving suspected fraud or criminal activities
• Safety Protection: Disclosure to protect rights, property, or safety of Pixel Auctions, users, or the public
• Terms Enforcement: Information sharing to investigate Terms of Service violations or platform abuse

3.4 Business Operations

• Corporate Changes: In merger, acquisition, or asset sale events, user information may transfer to the new entity
• Professional Services: Accountants, lawyers, consultants may access information for business operations (under confidentiality agreements)
• Authorized Personnel: System administrators, developers, and support staff access data for platform operations

3.5 What We Don't Do

• No Data Sales: We do not sell, rent, or lease personal information to marketers, advertisers, or data brokers
• No Spam: We do not share email addresses with third parties for unsolicited marketing
• No Unauthorized Access: We do not provide user data to unauthorized parties or for unrelated purposes

4. Data Storage, Security & Cross-Border Transfer

4.1 Data Location & Infrastructure

• Primary Hosting: All platform data is hosted by InMotion Hosting in secure data centers located in Virginia, United States
• Database Security: MySQL databases protected with encryption at rest, access controls, and regular security patches
• Server Environment: LAMP stack (Linux, Apache, MySQL, PHP) with current security configurations and monitoring
• Data Center Standards: SOC 2 Type II certified facilities with 24/7 monitoring, redundant power, and environmental controls

4.2 Cross-Border Data Transfer

• U.S. Hosting: Canadian personal information is transferred across the border
• Legal Implications: Data may be subject to U.S. federal and state laws, including potential access by U.S. government authorities
• Hosting Provider Access: InMotion Hosting technical staff may access server logs and metadata as part of service delivery and support
• Data Protection: We require hosting providers to maintain appropriate security standards and confidentiality measures

4.3 Security Measures

• Transmission Security: All data transmission protected by SSL/TLS encryption (HTTPS throughout platform)
• Password Protection: User passwords hashed using PHP's password_hash() function with strong algorithms and salts
• Access Controls: Administrative database access restricted to authorized personnel with unique credentials
• Session Management: Secure PHP session handling with proper timeout and regeneration protocols
• Input Validation: SQL injection prevention through prepared statements and input sanitization
• File Security: Image uploads validated for type and size, stored with restricted access permissions
• Email Security: SMTP communications use authenticated, encrypted channels

4.4 Third-Party Security

• ImgBB Image Hosting: Images uploaded to imgbb.com are subject to their privacy policy and security practices
• Email Providers: SMTP services process email content according to their security protocols
• Vendor Assessment: We select third-party services based on their security standards and data protection practices

4.5 Security Limitations & User Responsibilities

• No Absolute Security: No electronic system is 100% secure against all threats
• User Account Security: Users responsible for maintaining strong passwords, secure login practices, and device security
• Incident Response: We maintain incident response procedures and will notify users of significant security breaches as required by law
• Regular Updates: Platform security continuously updated with patches, monitoring improvements, and threat assessments

5. Data Retention & Deletion

5.1 Active Account Data Retention

• Account Information: Retained as long as account remains active
• Current Auctions: Active auction data, bids, and watchlist items retained throughout auction lifecycle
• Rating System: User ratings retained permanently to maintain platform trust and integrity
• Session Data: Authentication sessions expire after inactivity and are regularly purged from system

5.2 Historical Data Retention

• Completed Auctions: Retained for 7 years for legal compliance and dispute resolution
• Transaction Records: All bidding history, payment coordination data, and seller-buyer communications retained for 7 years
• Email Communications: System-generated emails and customer support correspondence retained for 3 years
• Server Logs: IP addresses, access logs, and technical data retained for 1 year for security monitoring and system optimization
• Administrative Records: Auction approval/rejection decisions and admin notes retained for 5 years

5.3 Inactive Account Management

• Inactivity Definition: No login activity for 24 consecutive months constitutes account inactivity
• Retention Warning: After 18 months of inactivity, users receive email notification about potential account closure
• Automatic Deletion: After 36 months of inactivity, personal account data may be automatically deleted
• Historical Preservation: Completed auction data may be anonymized and retained for platform integrity rather than deleted

5.4 User-Requested Deletion

• Account Closure: Users may request complete account deletion by contacting auctions@pixelauctions.org
• Deletion Process: Account information deleted within 30 days of verified request
• Legal Retention: Some data may be retained if required for legal compliance, fraud prevention, or ongoing disputes
• Anonymization: Historical auction participation may be anonymized rather than deleted to preserve marketplace integrity
• Third-Party Data: Images on ImgBB and emails sent through SMTP providers must be deleted separately according to their policies

5.5 Legal & Compliance Retention

• Legal Holds: Data subject to legal proceedings, investigations, or disputes retained until resolution
• Regulatory Requirements: Financial transaction records retained per Canadian anti-money laundering and tax regulations
• Fraud Prevention: Data related to fraudulent or suspicious activity may be retained longer for security purposes

6. Your Rights & Privacy Controls

6.1 Access Rights

• Data Access: You have the right to request and receive a copy of all personal information we hold about you
• Account Information: Access your account details, auction history, bid records, and ratings through your user dashboard
• Transaction History: View complete records of your bidding activity, won auctions, and seller interactions
• Data Portability: Request your data in a structured, commonly-used format for transfer to other services

6.2 Correction & Update Rights

• Profile Updates: Modify your name, email address, and other account information through account settings
• Error Correction: Request correction of inaccurate or incomplete personal information
• Auction Listings: Edit or update your auction listings before approval and during active periods
• Communication Preferences: Update email notification settings and communication preferences

6.3 Deletion Rights

• Account Deletion: Request complete removal of your account and associated personal information
• Selective Deletion: Request removal of specific data types (subject to legal and operational requirements)
• Right to be Forgotten: Request anonymization of your historical platform activity
• Limitations: Some data may be retained for legal compliance, fraud prevention, or platform integrity

6.4 Communication Controls

• Email Preferences: Opt out of promotional emails while maintaining essential transaction notifications
• Notification Settings: Control which types of platform activities trigger email notifications
• Marketing Opt-Out: Unsubscribe from marketing communications at any time through email links or account settings
• Essential Communications: Some system emails (security alerts, transaction confirmations) cannot be disabled

6.5 Privacy Control Mechanisms

• Watchlist Privacy: Your watchlist is private and not visible to other users or auction sellers
• Bidding Anonymity: Only first name and last initial displayed during active bidding
• Contact Information: Email address only shared with auction sellers after winning
• Rating Visibility: Option to discuss rating privacy concerns with customer support

6.6 Exercising Your Rights

• Contact Method: Submit privacy requests to auctions@pixelauctions.org
• Identity Verification: Requests require verification of account ownership for security purposes
• Response Timeline: Most requests processed within 30 days of verification
• Appeal Process: If unsatisfied with our response, you may file complaints with the Privacy Commissioner of Canada

7. Cookies, Tracking & Session Management

7.1 Essential Cookies & Sessions

• PHP Sessions: Server-side session cookies (PHPSESSID) maintain user authentication and login state
• Authentication Cookies: Secure cookies store login status and prevent unauthorized access
• Form Security: CSRF tokens prevent cross-site request forgery attacks
• Session Duration: Sessions expire after inactivity periods or when users log out

7.2 Functional Cookies

• User Preferences: Remember display settings, language preferences, and interface customizations
• Watchlist State: Maintain watchlist contents between sessions for logged-in users
• Search History: Temporarily store recent searches to improve user experience
• Form Data: Preserve form inputs during multi-step processes (auction creation, registration)

7.3 Analytics & Performance Tracking

• No Third-Party Analytics: We do not currently use Google Analytics, Facebook Pixel, or similar tracking services
• Server-Side Analytics: Internal tracking of page views, auction performance, and platform usage patterns
• Performance Monitoring: Database query timing and system performance metrics for optimization
• Error Tracking: Anonymous error logs for debugging and system improvement

7.4 Third-Party Cookies

• ImgBB Integration: Image hosting service may set cookies when uploading auction photos
• Email Service Tracking: Email delivery services may use tracking pixels in sent emails
• External Links: Third-party websites may set cookies when accessed through our platform
• Future Integrations: Additional third-party services may introduce cookies with notice and consent

7.5 Cookie Management

• Browser Controls: Users can manage cookies through browser settings and preferences
• Essential Cookie Notice: Some cookies are necessary for platform functionality and cannot be disabled
• Consent Withdrawal: Users may clear cookies or adjust browser settings to limit tracking
• Impact of Blocking: Disabling essential cookies may affect login, bidding, and other core platform features

8. Children's Privacy Protection

8.1 Age Restrictions

• Minimum Age: Pixel Auctions is not intended for children under 13 years of age
• Teen Users (13-17): Users aged 13-17 should obtain parental consent before registering
• Parental Responsibility: Parents/guardians are responsible for monitoring their minor children's online activities
• Account Verification: We may request age verification if we suspect underage usage

8.2 Data Collection from Minors

• No Knowing Collection: We do not knowingly collect personal information from children under 13
• Immediate Deletion: If we discover information from a child under 13, we will delete it immediately
• Parental Notification: Parents who believe their child has provided information may contact us for immediate removal
• Account Termination: Accounts created by users under 13 will be permanently deleted

8.3 Reporting & Contact

• Parent Reporting: Parents may report suspected underage accounts to auctions@pixelauctions.org
• Evidence Required: Reports should include account details and evidence of underage usage
• Response Time: We investigate and respond to child privacy concerns within 48 hours
• Legal Compliance: Our practices align with Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) requirements for children's data

9. Third-Party Links & External Services

9.1 External Website Links

• Third-Party Content: Our platform may contain links to external websites, resources, or services
• No Responsibility: We are not responsible for the privacy practices, content, or security of external websites
• Independent Policies: Third-party sites have their own privacy policies and terms of service
• User Caution: Review privacy policies of external sites before providing personal information

9.2 Integrated Third-Party Services

• ImgBB Image Hosting: Image uploads processed through imgbb.com - subject to their privacy policy and data handling practices
• SMTP Email Services: Email delivery through configured SMTP providers
• InMotion Hosting: Server infrastructure provided by InMotion Hosting in Virginia, USA
• Payment Processors: Future payment integration may involve third-party payment processors with separate privacy policies

9.3 Social Media & Sharing

• No Social Login: We do not currently integrate with Facebook, Google, or other social media login systems
• Manual Sharing: Users may manually share auction links on social media
• Future Integration: Any social media integration will be clearly disclosed with appropriate privacy notices
• Contact Information: Our official social media accounts (if any) are separate from platform data collection

9.4 Service Provider Relationships

• Data Processing Agreements: Third-party service providers operate under data processing agreements when handling user information
• Privacy Standards: We select vendors based on their privacy and security practices
• Limited Access: Third parties only access information necessary for their specific service functions
• User Awareness: Significant new third-party integrations will be disclosed through policy updates

10. Privacy Policy Changes & Updates

10.1 Policy Modification Process

• Regular Review: This Privacy Policy is reviewed and updated annually or when significant changes occur
• Material Changes: Significant modifications to data collection, usage, or sharing practices will be clearly highlighted
• Version Control: Policy versions maintained with effective dates and change summaries for transparency
• Legal Updates: Policy updated to reflect changes in Canadian privacy law, regulations, or best practices

10.2 User Notification

• Email Notification: Registered users receive email notification of significant privacy policy changes
• Website Notice: Prominent notice displayed on the platform when important changes are made
• Advance Notice: Material changes communicated at least 30 days before implementation
• Continued Use: Continued platform usage after policy changes constitutes acceptance of updated terms

10.3 Change Documentation

• Change Log: Detailed record of all policy modifications maintained for user reference
• Effective Dates: Clear indication of when policy changes take effect
• Impact Assessment: Analysis of how changes affect existing user data and privacy rights
• Historical Versions: Previous policy versions available upon request for comparison

10.4 User Options After Changes

• Opt-Out Rights: Users who disagree with policy changes may request account deletion before changes take effect
• Grandfathering: In some cases, existing users may be offered grandfathered terms for specific practices
• Feedback Process: Users may provide feedback on proposed policy changes during comment periods
• Contact for Clarification: Questions about policy changes addressed through our support channels

11. Legal Compliance & Regulatory Framework

11.1 Canadian Privacy Law Compliance

• PIPEDA Compliance: Our practices align with the Personal Information Protection and Electronic Documents Act and applicable provincial privacy legislation
• Consent Requirements: Personal information collected with appropriate consent for identified purposes
• Data Minimization: We collect only information necessary for stated platform functions
• Accuracy Obligation: Reasonable efforts made to ensure personal information accuracy and currency

11.2 Cross-Border Data Transfer Compliance

• U.S. Hosting Disclosure: All user data processed and stored on servers located in Virginia, United States
• PIPEDA Requirements: Cross-border transfer conducted with appropriate safeguards and user awareness
• U.S. Legal Framework: Data may be subject to U.S. federal and state laws, including government access provisions
• Hosting Provider Standards: InMotion Hosting maintains industry-standard security and privacy protections

11.3 Industry Standards & Best Practices

• Security Standards: Implementation of reasonable security safeguards appropriate to data sensitivity
• Privacy by Design: Platform development incorporates privacy considerations from inception
• Transparency Principles: Clear communication about data practices and user rights
• Accountability: Designated privacy officer responsible for policy implementation and compliance

11.4 Regulatory Cooperation

• Privacy Commissioner: Cooperation with Privacy Commissioner of Canada investigations and recommendations
• Law Enforcement: Appropriate response to lawful requests from Canadian and international authorities
• Legal Compliance: Adherence to court orders, subpoenas, and regulatory investigations
• Incident Reporting: Breach notification procedures aligned with applicable legal requirements

12. Contact Information & Privacy Inquiries

12.1 Privacy Contact Details

• Primary Contact: auctions@pixelauctions.org
• Subject Line: Include "Privacy Inquiry" in email subject for priority handling
• Mailing Address: Pixel Auctions Privacy Officer, Saskatoon, Saskatchewan, Canada
• Response Time: Privacy inquiries acknowledged within 48 hours, full response within 30 days

12.2 Types of Privacy Requests

• Access Requests: Request copies of personal information we hold about you
• Correction Requests: Report inaccurate information and request corrections
• Deletion Requests: Request removal of personal information (subject to legal limitations)
• Complaint Resolution: Report privacy concerns or potential policy violations
• General Inquiries: Questions about our privacy practices and data handling

12.3 External Privacy Resources

• Privacy Commissioner of Canada: www.priv.gc.ca
• Provincial Privacy Commissioners: Contact information varies by province for local privacy law questions
• Privacy Rights Organizations: Canadian Internet Policy and Public Interest Clinic (CIPPIC) and similar advocacy groups
• Legal Resources: Consult qualified privacy lawyers for complex rights questions or disputes

12.4 Business Information

• Legal Entity: Pixel Auctions operates as a web-based platform service
• Jurisdiction: Canadian federal and Saskatchewan provincial law governs our privacy practices
• Platform Status: Free-to-use online auction marketplace (non-commercial transaction facilitation)
• Data Controller: Pixel Auctions acts as data controller for all personal information collected through the platform

Acknowledgment: By creating an account and using Pixel Auctions, you acknowledge that you have read, understood, and agree to this Privacy Policy and our data handling practices as described herein.

This Privacy Policy was last updated on June 26, 2025, and reflects our current data practices and legal obligations.