Hosting, Maintenance & Support Terms and Conditions

Last Updated: May 5, 2026

CODEC Prime provides hosting, maintenance, security monitoring, updates, and related support services to help keep client websites stable, protected, and professionally maintained. These services are designed to reduce technical risk, improve reliability, and give clients a managed support structure for their website, domain, email, and related online systems.

At the same time, every website depends on many moving parts, including hosting infrastructure, WordPress, plugins, themes, third-party platforms, internet providers, payment processors, email systems, DNS, and user access credentials. Because of this, no provider can guarantee that a website will always be uninterrupted, error-free, immune from attack, or protected from every possible issue.

These Terms explain what CODEC Prime provides, what the client remains responsible for, and the limits that apply to hosting, maintenance, security, backups, email, domain, and support services. They are intended to keep expectations clear and to allow CODEC Prime to provide reliable service without assuming unlimited liability for events outside its control.

By purchasing, subscribing to, approving, or continuing to use any hosting, maintenance, website support, email, domain, DNS, security, backup, or related service from CODEC Prime, Inc. (“CODEC,” “we,” “us,” or “our”), the client (“Client,” “you,” or “your”) agrees to these Terms.

These Terms apply unless a separate written agreement signed by both parties states otherwise.

1. Services Provided

CODEC may provide one or more of the following services, depending on the Client’s selected plan, proposal, invoice, or written agreement:

• Website hosting
• WordPress hosting and maintenance
• Theme, plugin, and WordPress core updates
• Conflict review and reasonable update-related troubleshooting
• SSL certificate setup or renewal
• DNS setup and management
• Domain registration or renewal, if included in the selected plan
• Domain privacy, if included in the selected plan
• Basic business email accounts, if included in the selected plan
• Firewall, malware, vulnerability, and attack monitoring
• Server-level, domain-level, and WordPress-level security configuration
• Website backups, when included in the selected plan
• Website migration
• Caching and performance configuration
• Analytics or traffic segmentation, when included in the selected plan
• General support related to the services provided

The exact services included depend on the selected plan, proposal, invoice, or written agreement. Services not expressly included are not included.

2. Security

CODEC uses reasonable professional efforts, tools, monitoring, firewalls, backups, software updates, and security practices to help protect hosted websites and related systems.

However, no website, server, plugin, theme, software, email account, DNS configuration, firewall, or internet-connected system can be guaranteed to be completely secure.

Client understands and agrees that CODEC does not guarantee that:

• The website will never be hacked, infected, compromised, defaced, altered, spammed, blacklisted, or taken offline
• Data will never be accessed, stolen, leaked, corrupted, deleted, encrypted, or lost
• Malware, vulnerabilities, bots, brute-force attacks, DDoS attacks, plugin exploits, theme exploits, server exploits, password leaks, phishing attacks, or third-party breaches will never occur
• Backups will always be complete, current, usable, restorable, or free from corruption
• Email will never be filtered, rejected, blacklisted, delayed, spoofed, hacked, or marked as spam
• Third-party plugins, themes, APIs, payment processors, booking systems, CRMs, analytics tools, or other integrations will always remain secure or functional

Security services reduce risk but do not eliminate risk.

3. Client Responsibility for Website Content and Data

Client is solely responsible for all content, data, materials, products, services, claims, offers, images, text, forms, customer data, user data, order data, payment-related data, medical-related data, legal-related data, financial-related data, personal information, and other information published, collected, stored, processed, transmitted, or made available through Client’s website or systems.

Client is responsible for ensuring that the website and its data practices comply with all applicable laws, regulations, industry rules, privacy obligations, accessibility requirements, consumer protection laws, advertising rules, email marketing rules, and data protection requirements.

CODEC is not responsible for reviewing, verifying, approving, monitoring, or guaranteeing the legality, accuracy, security, privacy compliance, or regulatory compliance of Client’s content, business practices, website forms, user submissions, stored data, or customer communications.

4. Sensitive Data

Unless CODEC expressly agrees in writing, Client must not use CODEC-hosted services to store or process highly sensitive regulated information, including but not limited to:

• Full credit card numbers or payment card data outside approved payment processors
• Protected health information requiring HIPAA compliance
• Social Security numbers
• Government identification numbers
• Sensitive legal, medical, financial, or insurance records
• Password lists, private keys, or access credentials not required for site operation

Client is responsible for notifying CODEC in writing before using any website, form, plugin, integration, or database to collect or store sensitive or regulated data.

CODEC does not provide HIPAA, PCI-DSS, financial compliance, legal compliance, medical compliance, or regulated data compliance services unless expressly agreed in a separate written agreement.

5. Third-Party Software, Plugins, Themes, APIs, and Services

Many websites rely on third-party software and services, including but not limited to WordPress, themes, plugins, payment processors, form plugins, booking plugins, ecommerce plugins, CRMs, analytics tools, email providers, DNS providers, Cloudflare, hosting infrastructure providers, payment gateways, and other external platforms.

Client understands that CODEC does not own or control third-party software or services.

CODEC is not responsible for damages, losses, downtime, data loss, data breach, business interruption, security issue, compatibility issue, pricing change, feature removal, policy change, license issue, update failure, vulnerability, outage, or malfunction caused by any third-party product or service.

6. Updates and Maintenance

CODEC may perform updates to WordPress core, themes, plugins, server software, PHP versions, security tools, and other website components when reasonably necessary or appropriate.

Client understands that updates may occasionally cause layout changes, plugin conflicts, broken features, checkout problems, form issues, speed changes, or other website behavior changes.

CODEC will use reasonable efforts to resolve update-related conflicts included within the selected maintenance plan. However, major rebuilds, custom development, redesigns, replacement of abandoned plugins, paid plugin renewals, third-party support fees, emergency recovery, malware cleanup, and large compatibility repairs may require additional fees unless expressly included in Client’s plan.

7. Backups

If backups are included in Client’s plan, CODEC will use reasonable efforts to maintain backups according to the plan, server setup, or backup system in place.

Backups are provided as a recovery convenience, not as a guarantee against data loss.

Client understands and agrees that:

• Backups may fail
• Backups may be incomplete
• Backups may become corrupted
• Backups may not include every file, email, log, order, form entry, or database change
• Restoring a backup may result in loss of newer data
• Some third-party systems may store data outside the website backup
• Email backups may not be included unless expressly stated

Client is responsible for maintaining its own independent backups of important business data, customer data, order data, form submissions, email data, and other critical information.

CODEC is not liable for lost data, lost orders, lost leads, lost email, lost revenue, lost business, lost files, lost content, or any other loss resulting from backup failure, restore failure, hacking, malware, server failure, third-party failure, accidental deletion, software conflict, or other cause.

8. Uptime, and Availability

CODEC uses reasonable efforts to provide reliable hosting and maintenance services.

However, Client understands that websites, servers, email, DNS, SSL, databases, third-party systems, plugins, and internet services may experience downtime, delays, errors, outages, attacks, degraded performance, or maintenance interruptions.

Unless a separate written service-level agreement is signed by both parties, CODEC does not guarantee uninterrupted service, specific uptime, specific speed, specific search ranking, specific conversion results, or continuous availability.

CODEC is not liable for damages, losses, lost revenue, lost profits, lost leads, lost orders, lost rankings, reputational harm, advertising waste, customer claims, or business interruption caused by downtime, service interruption, server issue, DNS issue, SSL issue, email issue, third-party issue, cyberattack, maintenance, or other technical failure.

9. Website Access and Credentials

Client is responsible for keeping all usernames, passwords, administrator accounts, email accounts, domain registrar accounts, DNS accounts, payment processor accounts, CRM accounts, and other credentials secure.

Client must not share administrative access with unauthorized users or insecure third parties.

Client is responsible for all activity performed through accounts, users, passwords, API keys, or credentials provided by or controlled by Client.

CODEC is not liable for compromise, deletion, malware, data breach, downtime, content change, unauthorized access, or other damage caused by weak passwords, reused passwords, leaked credentials, phishing, insecure devices, third-party users, former employees, client-side malware, unauthorized developers, or access granted by Client.

10. Email Services

If email hosting is included in Client’s plan or separately purchased, CODEC may provide mailbox setup, basic email hosting, DNS records, SPF, DKIM, DMARC, webmail, IMAP, SMTP, and related configuration.

Client understands that email deliverability is affected by many factors outside CODEC’s control, including sender reputation, recipient filters, blacklists, spam rules, DNS propagation, user behavior, email content, third-party providers, mailbox limits, password security, and device configuration.

CODEC does not guarantee email deliverability, inbox placement, uninterrupted email service, spam-free operation, blacklist removal, or recovery of deleted email.

Client is responsible for securing email passwords, avoiding spam behavior, complying with email laws, and keeping local copies or backups of important email data.

11. Domain Names and DNS

If domain registration, renewal, DNS setup, or domain privacy is included in Client’s plan, CODEC may manage those items on Client’s behalf.

Client remains responsible for providing accurate domain ownership information, approving renewals when required, and maintaining any domain-related obligations.

CODEC is not liable for domain expiration, DNS outage, nameserver issue, registrar issue, propagation delay, transfer delay, loss of access, third-party registrar failure, or email/website interruption caused by domain or DNS issues outside CODEC’s reasonable control.

If Client cancels services or fails to pay, CODEC may stop renewing or managing Client’s domain, DNS, or related services.

12. Resource Usage and Acceptable Use

Client may not use CODEC services for:

• Spam, phishing, malware, scams, or deceptive activity
• Illegal, infringing, abusive, defamatory, or harmful content
• Excessive CPU, RAM, disk, bandwidth, database, email, or server resource usage
• Cryptocurrency mining
• Mass email abuse
• Bot activity, scraping, or automated abuse
• Hosting files unrelated to the website
• Activities that threaten server stability, security, reputation, or other clients

CODEC may suspend, limit, throttle, isolate, remove, or terminate any website, account, mailbox, file, script, plugin, or service that creates a security risk, legal risk, performance issue, abuse complaint, blacklist risk, malware risk, or excessive resource burden.

13. Incident Response

If Client’s website is hacked, infected, blacklisted, defaced, redirected, spammed, or otherwise compromised, CODEC may take reasonable action to protect the server, website, other clients, and infrastructure.

This may include disabling plugins, changing passwords, blocking traffic, restoring backups, suspending the website, removing malicious files, limiting access, disabling email, or taking the site offline.

Unless Client’s plan expressly includes malware cleanup, advanced recovery, forensic investigation, legal reporting, customer notification, regulatory response, reputation repair, blacklist cleanup, or emergency incident response, those services may require additional fees.

CODEC does not guarantee full recovery from malware, hacking, data breach, defacement, blacklist, SEO spam, database corruption, stolen data, or other compromise.

14. Billing

Client agrees to pay all fees according to the selected plan, invoice, proposal, subscription, or written agreement.

Monthly services are billed in advance unless otherwise stated.

Failure to pay may result in suspension or termination of services, including hosting, maintenance, backups, email, domain management, DNS management, support, or other related services.

CODEC is not responsible for downtime, data loss, domain expiration, email interruption, backup deletion, or other issues resulting from non-payment, expired payment method, failed payment, chargeback, cancelled subscription, or Client’s failure to keep billing information current.

15. Cancellation

Client may cancel services by providing written notice.

Unless otherwise stated in a separate written agreement, cancellation requires at least thirty (30) days’ written notice.

Fees already paid are non-refundable unless CODEC agrees otherwise in writing.

Upon cancellation, termination, non-payment, or expiration of services:

• CODEC may stop providing hosting, maintenance, support, backups, email, DNS, domain, and related services
• Client is responsible for downloading, exporting, transferring, or backing up all website, email, domain, and business data before termination
• CODEC may delete website files, databases, backups, email accounts, logs, staging sites, and other data after service termination
• CODEC is not responsible for preserving data after termination unless expressly agreed in writing

Migration assistance after cancellation is not included unless expressly agreed and paid for separately.

16. No Business, Revenue, SEO, or Legal Guarantee

CODEC does not guarantee that hosting, maintenance, security, speed, uptime, analytics, or website support services will produce any specific business result.

CODEC does not guarantee:

• Sales
• Leads
• Revenue
• Search rankings
• Advertising performance
• Conversion rate
• Customer retention
• Website traffic
• Reputation protection
• Legal compliance
• Privacy compliance
• Accessibility compliance
• Security compliance
• Insurance compliance
• Regulatory compliance

Client remains solely responsible for its business operations, website content, customer relationships, legal obligations, and financial outcomes.

17. Limitation of Liability

To the fullest extent permitted by law, CODEC Prime, Inc., its owners, officers, employees, contractors, vendors, and affiliates shall not be liable for any indirect, incidental, special, consequential, exemplary, punitive, or business-related damages, including but not limited to:

• Lost profits
• Lost revenue
• Lost sales
• Lost leads
• Lost orders
• Lost customers
• Lost data
• Lost email
• Lost files
• Lost business opportunity
• Lost advertising spend
• Loss of goodwill
• Reputational harm
• Business interruption
• Website downtime
• Email downtime
• Data breach
• Security incident
• Hacking
• Malware
• Phishing
• Spam
• Blacklisting
• Search ranking loss
• Payment processing issue
• Regulatory claim
• Customer claim
• Third-party claim
• Cost of replacement services
• Cost of data recovery
• Cost of legal, forensic, notification, credit monitoring, or regulatory response

This limitation applies whether the claim is based on contract, tort, negligence, strict liability, warranty, statute, or any other legal theory, even if CODEC was advised of the possibility of such damages.

To the fullest extent permitted by law, CODEC’s total cumulative liability for all claims arising out of or related to the services shall not exceed the amount Client actually paid to CODEC for the affected hosting or maintenance service during the three (3) months immediately preceding the event giving rise to the claim.

If Client paid no fees for the affected service, CODEC’s total liability shall be $0.

18. Disclaimer of Warranties

Services are provided on an “as is” and “as available” basis.

To the fullest extent permitted by law, CODEC disclaims all warranties, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted operation, error-free operation, data security, data preservation, legal compliance, and suitability for Client’s business purpose.

19. Indemnification

Client agrees to defend, indemnify, and hold harmless CODEC Prime, Inc., its owners, officers, employees, contractors, vendors, and affiliates from and against any claims, damages, losses, liabilities, costs, expenses, settlements, penalties, fines, and attorney fees arising out of or related to:

• Client’s website
• Client’s business
• Client’s content
• Client’s products or services
• Client’s customers or users
• Client’s collection, storage, use, or transmission of data
• Client’s violation of law
• Client’s violation of these Terms
• Client’s infringement of third-party rights
• Client’s privacy practices
• Client’s email or marketing practices
• Client’s use of third-party software, plugins, themes, APIs, or services
• Client’s employees, contractors, users, administrators, or agents
• Any claim made by Client’s customers, users, vendors, regulators, partners, or third parties

20. Force Majeure

CODEC is not responsible for failure or delay caused by events outside its reasonable control, including but not limited to cyberattacks, DDoS attacks, malware outbreaks, internet outages, power failures, data center issues, cloud provider outages, registrar outages, DNS outages, software vulnerabilities, zero-day exploits, natural disasters, labor disruptions, war, terrorism, civil unrest, government action, payment processor outages, third-party platform outages, or other events beyond CODEC’s reasonable control.

21. Client Cooperation

Client agrees to provide timely access, credentials, approvals, information, content, payment, and cooperation required for CODEC to perform services.

CODEC is not responsible for delays, downtime, errors, missed deadlines, failed migrations, incomplete work, security risks, expired services, or other issues caused by Client’s failure to provide required access, information, approvals, or payment.

22. Changes to Services or Terms

CODEC may update services, tools, software, infrastructure, vendors, plans, features, pricing, and these Terms from time to time.

Updated Terms may be posted on CODEC’s website. Continued use of services after updated Terms are posted or provided constitutes acceptance of the updated Terms.

23. Governing Law and Venue

These Terms are governed by the laws of the State of New York, without regard to conflict of law rules.

Any dispute arising out of or related to these Terms or CODEC’s services shall be brought in the state or federal courts located in New York, unless otherwise required by law.

24. Entire Agreement

These Terms, together with any applicable proposal, invoice, statement of work, service plan, or written agreement, represent the entire agreement between Client and CODEC regarding the services.

If there is a conflict between these Terms and a signed written agreement, the signed written agreement controls only to the extent of the conflict.

25. Contact

For questions about these Terms or CODEC services, contact:

CODEC Prime, Inc.
68 Airport Rd, Huguenot, NY 12746
Phone: 845-672-6332
Website: codecprime.com/contact