(A Plain-Language Guide for Small Businesses)
If you run a business in Ontario, you’ve probably been told that your website “needs legal pages” — but what does that actually mean?
Do you really need a Privacy Policy? Are Terms & Conditions mandatory? What about a Cookie Policy, or an Accessibility page for AODA?
The short answer: there isn’t one single law that says “every website must have these exact three pages.” But there are Canadian and Ontario laws that require certain information to be available and easy to find — and most businesses use dedicated legal pages on their website to meet those obligations.
Let’s break this down in plain language.
1. Privacy Policy – the one page almost everyone needs
If your website has:
A contact form
A newsletter sign-up
An intake form or quote request
Analytics tools that can identify users
…then you are collecting personal information in the course of commercial activity.
That means Canada’s federal private-sector privacy rules apply to you, and they expect you to be open about:
What you collect
Why you collect it
How you use, store, and share it
How people can contact you, access their information, or file a complaint
The easiest way to do that is with a clear, easy-to-find Privacy Policy.
At minimum, your Privacy Policy should:
Explain what personal information you collect (for example, name, email, IP address, form data).
Explain how you use it (responding to inquiries, sending newsletters, improving the site, and so on).
Name any third-party tools that receive data (email service providers, analytics, CRM, booking tools).
Explain how someone can contact you, request access, or ask to delete or update their information.
If your website takes in any personal information at all, treat a Privacy Policy as non-negotiable.
2. Terms & Conditions – not technically required, but very smart
Unlike a Privacy Policy, there is no statute that literally says “you must have Terms & Conditions on your website.”
But they are still one of the most important pages you can add.
Good Terms & Conditions (or “Terms of Use”) help you:
Set rules around how visitors can use your site
Clarify intellectual property (your content, logo, images, etc.)
Limit your liability (no guarantees, no professional advice, use at your own risk)
Specify governing law and jurisdiction (for most of us, the Province of Ontario, Canada)
Think of this page as ground rules for your website. If you’re providing any kind of advice, resources, or tools online, you really want this in place.
3. Cookie and tracking disclosure – transparency wins
Canada doesn’t have a big, flashy cookie banner law like the GDPR. But if you’re using things like:
Google Analytics
Advertising pixels
Retargeting or tracking tools
…you’re likely collecting data that’s tied to identifiable visitors.
You have two options:
1. Put your cookie and tracking information inside your Privacy Policy, or
2. Create a separate Cookie Policy and link to it from the footer (and, if you like, a cookie notice banner).
Either way, you should explain:
What types of cookies you use (essential, analytics, advertising, etc.)
Why you use them
How visitors can change their browser settings or opt out
If you get a meaningful number of visitors from the EU or UK, a proper cookie banner with consent options can also be worth adding.
4. Accessibility and AODA – especially important as you grow
Ontario’s accessibility rules expect many organizations to make their public-facing websites conform with WCAG accessibility standards.
Right now, the strict web rules apply mainly to:
Public sector organizations
Large private and non-profit organizations with 50 or more employees
If you’re a small business under 50 employees, that specific web standard may not apply to you yet — but accessibility still matters:
It’s simply good customer service
It can improve SEO and usability for everyone
It positions you as a business that’s thinking ahead
A great way to show this is to add an Accessibility page that:
States your commitment to accessible experiences
Mentions any steps you’ve taken (for example, alt text, keyboard navigation, readable colours)
Provides a simple way for visitors to contact you about barriers
If you’re in the web, design, or public-facing service space, this page is both good practice and good branding.
5. If you sell online in Ontario: extra pages you may need
If your website allows customers to pay online (for products, services, subscriptions, and so on), you may be entering “internet agreement” territory under Ontario’s consumer protection rules.
In simple terms, that means before someone clicks Buy, you need to clearly show:
Your business name and contact details
A description of the goods or services
Itemized pricing and the full total (including taxes, fees, and any extra charges)
Key terms, conditions, and cancellation rights
Most businesses meet these requirements with a combination of:
Terms of Sale or Online Purchase Terms
A clear Refund / Return / Cancellation Policy
A Shipping / Delivery Policy for physical products
If your site is more “request a quote” or “book a consult” than “add to cart,” you may not be in full internet-agreement land yet. But if you plan to add e-commerce, it’s smart to build these pages into your roadmap.
6. Don’t forget email consent and unsubscribe rules
If you’re sending commercial emails (newsletters, promotions, nurture sequences, and similar campaigns), Canada’s anti-spam rules apply.
They expect you to:
1. Get valid consent (express or properly documented implied)
2. Clearly identify who you are
3. Include a working unsubscribe link in every message
Most of this lives inside your email platform, but your website forms and Privacy Policy should support it with:
Clear consent language on opt-in forms
A short explanation of how you use email addresses and how to unsubscribe
Quick checklist for your Ontario business website
Here’s a simple self-audit you can run on your own site:
A Privacy Policy that’s easy to find
Terms & Conditions or Terms of Use
Cookie and tracking explanation (page or section)
An Accessibility page or statement (strongly recommended)
Clear business name, address, and contact information
For e-commerce: Terms of Sale, Refund / Return, and Shipping information
For email marketing: consent wording on forms and a proper unsubscribe process
If you’re missing one or more of these, you’re not alone. Most small businesses are still catching up.
Need help sorting this out?
If you’d like a second set of eyes on your website, we can:
Review your current site structure
Flag any missing or unclear legal-related pages
Work with you (and your lawyer, if needed) to create plain-language pages that align with Canadian and Ontario expectations
Your website doesn’t have to be perfect, but it should be clear, honest, and easy to understand. That’s good for the law, good for your visitors, and good for your business.
Friendly note (not legal advice)
This post is for general information only and does not replace legal advice. For anything high-risk or heavily regulated, always speak with a lawyer who practises in Ontario.