Website Hosting, Security, and Maintenance Policy

Bright Orange Media

Bright Orange Media provides website hosting, website management, WordPress maintenance, security monitoring, backups, and technical support services for websites created, hosted, or managed through Bright Orange Media.

This policy explains the difference between basic website hosting and ongoing website maintenance, and sets out the requirements for websites hosted by Bright Orange Media.

1. Purpose of This Policy

The purpose of this policy is to protect:

• the integrity of the Bright Orange Media hosting environment;
• the security of client websites;
• the security of website users, members, customers, and account holders;
• website data, forms, files, databases, and communications;
• the stability and reliability of all websites hosted on Bright Orange Media servers.

WordPress websites require ongoing technical maintenance. If a website is not properly updated, monitored, backed up, and secured, it can create risks including website downtime, data loss, malware infection, plugin conflicts, broken functionality, exposed member or customer information, and security issues that may affect the broader hosting environment.

For these reasons, Bright Orange Media requires that hosted WordPress websites be properly maintained under this policy.

2. Hosting Alone

Basic website hosting includes space on a server that is connected to the internet so that a website can remain online.

Hosting alone does not include:

• WordPress core updates;
• plugin updates;
• theme updates;
• compatibility testing;
• staging website management;
• website troubleshooting;
• security monitoring;
• malware review;
• backup verification;
• offline or off-site backup management;
• form testing;
• uptime monitoring;
• content updates;
• technical support;
• repair of broken website functionality.

A website may be online because it is hosted, but that does not mean it is secure, updated, backed up, or properly maintained.

3. Required Website Maintenance

It is the policy of Bright Orange Media that all maintenance, security monitoring, software updates, backups, staging, compatibility testing, and technical management for websites hosted by Bright Orange Media be performed by Bright Orange Media.

This policy is required so that maintenance is completed by a qualified technician, updates are properly tested before being applied to live websites, security procedures are followed consistently, and the hosting environment is protected from preventable issues.

Bright Orange Media does not permit unmanaged WordPress websites within its hosting environment where those websites may create security, performance, compatibility, or data protection risks.

4. WordPress Updates and Compatibility Testing

WordPress websites rely on several layers of software, including WordPress core, themes, plugins, form systems, security tools, and server-side services.

Bright Orange Media will manage updates in a controlled way, which may include:

• reviewing available WordPress core updates;
• reviewing plugin and theme updates;
• identifying known compatibility issues;
• applying updates to a staging website where appropriate;
• testing important website functions before applying updates to the live website;
• applying updates to the live website;
• checking the website after updates are completed;
• correcting update-related issues where required.

Updates are not simply applied without review. Failed updates, plugin conflicts, outdated software, and insecure plugins can result in website downtime, broken forms, data loss, malware infection, or security issues.

5. Security Monitoring and Protection

Bright Orange Media requires active security management for hosted websites in order to protect the hosting environment and website data.

Security management may include:

• monitoring for known WordPress, plugin, and theme vulnerabilities;
• reviewing security alerts;
• applying critical security updates;
• checking for suspicious activity;
• reviewing administrator access;
• protecting login areas where appropriate;
• monitoring for malware or unauthorized file changes;
• hardening website settings where appropriate;
• responding to urgent security issues.

Where an urgent security issue is identified, Bright Orange Media may take immediate action to protect the website, the hosting server, and other websites in the hosting environment.

6. Backups and Recovery

Bright Orange Media requires hosted websites to have proper backup procedures in place.

Backup procedures may include:

• regular website file backups;
• regular database backups;
• backup verification;
• off-site or offline backup storage where appropriate;
• backup restoration when required;
• backup review before major updates or technical changes.

Backups are required to reduce the risk of permanent data loss in the event of a failed update, user error, website compromise, server issue, or other technical problem.

7. Staging Websites

Where appropriate, Bright Orange Media may maintain a staging version of a website for testing updates, troubleshooting problems, and reviewing technical changes before those changes are applied to the live website.

A staging website helps reduce the risk of breaking the public website during updates or technical work.

8. Uptime and Functionality Monitoring

Bright Orange Media may monitor hosted websites for uptime, performance, form functionality, and technical issues.

Monitoring may include:

• checking whether the website is online;
• reviewing website errors;
• checking important forms;
• monitoring email delivery from website forms;
• reviewing broken functionality after updates;
• responding to website outages or technical failures.

Website monitoring is intended to reduce downtime and help identify technical problems before they become larger issues.

9. Client Access and Content Updates

Clients may be provided with access to update normal website content, depending on the website setup and service agreement.

Normal content updates may include editing text, adding posts, updating photos, or making minor page changes.

Clients must not perform technical maintenance unless specifically authorized by Bright Orange Media. This includes installing plugins, deleting plugins, changing themes, editing code, modifying security settings, changing DNS settings, altering backup systems, or changing hosting-level settings.

If a client makes unauthorized technical changes that cause website issues, downtime, data loss, or security concerns, Bright Orange Media may bill additional time to inspect, repair, restore, or secure the website.

10. Member, Customer, and User Information

Many websites collect or transmit information through forms, accounts, registrations, directories, payment systems, training records, membership records, or other website features.

Where a website contains or processes member, customer, or user information, proper maintenance is required to help protect that information.

Bright Orange Media’s maintenance requirements are intended to reduce the risk of:

• exposed personal information;
• compromised website accounts;
• lost form submissions;
• broken login systems;
• broken member areas;
• malware infection;
• unauthorized access;
• preventable data loss.

11. Security and Maintenance Fees

Security and Maintenance fees are separate from basic hosting fees.

Basic hosting provides server space connected to the internet. Security and Maintenance fees cover the work required to keep the website updated, monitored, backed up, secured, tested, and technically maintained.

Security and Maintenance fees may vary depending on the size, complexity, and risk level of each website. Websites with member areas, custom forms, training systems, private data, custom development, or higher security requirements may require a higher level of maintenance.

12. Example Security and Maintenance Rates

Bright Orange Media’s Security and Maintenance pricing is based on the time, responsibility, technical skill, and ongoing risk management required to properly maintain WordPress websites.

Example monthly rates may include:

• Standard WordPress website maintenance: starting at $100 per month;
• Larger WordPress website maintenance: starting at $200 per month;
• Websites with member areas, training systems, custom forms, private data, or added technical requirements: priced according to scope.

These rates are separate from hosting fees unless otherwise stated in a written agreement.

13. Emergency Security Action

Bright Orange Media reserves the right to take immediate action if a hosted website creates a security risk, hosting risk, data protection risk, malware risk, or performance issue.

Emergency action may include:

• disabling a vulnerable plugin;
• applying a critical security update;
• temporarily restricting access;
• restoring from backup;
• removing malware;
• disabling compromised user accounts;
• suspending a website that creates a serious risk to the hosting environment.

Emergency action is taken to protect the website, the hosting server, other hosted websites, and any affected website data.

14. Administrative Access

Bright Orange Media requires an administrator account on any website it hosts, maintains, secures, or technically manages.

Administrative access is required so Bright Orange Media can perform the work necessary to protect the website, the hosting environment, and any website data. This may include, but is not limited to, the services listed above, including WordPress updates, plugin and theme updates, security monitoring, backup management, staging website management, compatibility testing, troubleshooting, malware review, uptime checks, and emergency security action.

Clients must not remove, disable, downgrade, or restrict Bright Orange Media’s administrator access without written approval. Removing or restricting administrative access may prevent Bright Orange Media from performing required maintenance and security work, and may create risks to the website, website data, and the broader hosting environment.

If administrative access is removed, restricted, or changed without approval, Bright Orange Media may suspend maintenance services, delay support, or take any reasonable action required to protect the hosting environment.

15. Policy Requirement

Continued hosting through Bright Orange Media requires compliance with this policy.

Websites hosted by Bright Orange Media must be properly maintained, secured, backed up, and technically managed in a way that protects the integrity of the hosting environment and the security of website data.

Bright Orange Media requires that maintenance, updates, backups, staging, security monitoring, compatibility testing, and technical management for hosted websites be performed by Bright Orange Media.

16. Policy Updates

Bright Orange Media may update this policy from time to time to reflect changes in technology, security standards, WordPress requirements, hosting requirements, or business practices.