Privacy Policy

Overview

This Privacy Policy explains how information is collected, used, and disclosed by IceGuard, Inc. ("IceGuard") and applies to information collected when you use or access our website at www.iceguard.io (the "Website") or when you use the services we offer (our "Platform") (together with the Website, the "Service"). We respect your privacy rights and recognize the importance of protecting information collected about you.

Please read the following carefully to understand how we collect, use, and maintain your personal information. It also describes your choices regarding the collection, use, access, and correction of your personal information.

Our Role: Controller and Service Provider

This Policy describes our practices in two distinct capacities:

Where we act as a controller / business. For personal information we collect about visitors to our Website, account administrators and users who interact directly with us, prospective customers, marketing contacts, and job applicants, we determine the purposes and means of processing. This Policy governs that information.

Where we act as a processor / service provider. When our customers use the Platform, they may submit or make available personal information about their own personnel, customers, or other individuals ("Customer Data"). For Customer Data, the customer is the controller and we process that information solely on the customer's behalf and under our subscription agreement and data processing addendum. If you are an individual whose information is included in Customer Data, this Policy does not govern that processing; please direct your privacy requests to the relevant customer (the organization that uses our Platform), and we will assist them as required by our agreement and applicable law.

In short, this Policy does not apply to Customer Data we process on behalf of our customers through the Platform, except to describe our role as a service provider/processor; that processing is governed by our agreement with the relevant customer.

Changing Our Policy

We may change this Privacy Policy from time to time. If we make changes, we will revise the "Last Updated" date below and, in some cases, provide additional notice (such as a statement on our homepage or an email notification). If there are material changes, we will provide more prominent notice (or obtain consent where required by law) before the change becomes effective. We encourage you to review this Policy periodically.

Information Collected

We may collect certain user information (including personal information and, in limited cases, sensitive personal information) in the following ways.

Information You Provide to Us. We collect information you provide directly to us, including when you visit the Website or use our Platform. For example, we collect information when you enter into an agreement with us as a customer, create or modify your profile and account, access and use the Service (including when you upload, download, or share information), participate in interactive features, submit a contact form, participate in a survey or event, apply for a job, request customer support, or communicate with us. The types of information we may collect directly from you include your name, email address, postal address, phone number, account preferences, employer name, job title, and transactional information (including services purchased or subscribed to and billing address), as well as any other information you choose to provide. We also store information you upload to the Service in order to provide its features and functionality.

Information Your Employer or Our Customers Provide to Us. We collect information about individual users from our corporate customers. For example, if your employer is one of our customers, they may provide to us, directly or through an integration with their systems, personal data about you such as your name, email address, work address, phone number, and job title. As described above, where we process such information on a customer's behalf, the customer is the controller.

Information We Collect Automatically When You Use the Service. When you access or use the Service, we may automatically collect information about you, including:

Usage, Log, and Device Information. We collect information from your use of the Service, such as system activity, hardware settings, browser type, browser language, the date and time of your visit, and the referral URL. We may collect information about the features you use, the content you upload, download, share, or access, and actions taken in connection with your use of the Service.
Cookies and Similar Technologies. A cookie is a small file containing a string of characters sent to your device when you visit a website, allowing the site to recognize your browser on return visits. We and our service providers use cookies and similar technologies (such as pixels and local storage) to operate and secure the Service, remember your preferences, understand usage, and - where applicable - for analytics and advertising. You can set your browser to refuse cookies or to indicate when a cookie is being sent, but some features may not function properly without them.

Use of Information

We may use the information collected through the Service for purposes including:

Provide, operate, maintain, secure, and improve the Service;
Enable you to access and use the Service and process and complete transactions;
Send technical notices, updates, security alerts, and support and administrative messages;
Respond to your comments, questions, and requests and provide customer support;
Communicate with you about services, features, surveys, offers, promotions, and events, and provide other news or information about us (subject to your choices);
Monitor and analyze trends, usage, and activities in connection with the Service;
Detect, investigate, and prevent fraud, unauthorized access, and other illegal activity, and protect the rights and safety of us, our users, and others;
Personalize and improve the Service and provide content and features matching your interests;
Generate anonymized and aggregated analyses, benchmarks, and statistics; and
Comply with our legal obligations and for other purposes about which we notify you.

Legal Bases for Processing (EEA and UK)

If you are in the European Economic Area, the United Kingdom, or Switzerland, we collect and process information about you only where we have a legal basis to do so. The bases we rely on are:

Performance of a contract - to register you, operate and support the Service, and protect its safety and security;
Legitimate interests - to market and promote the Service, improve and secure our products, and protect our legal rights, where not overridden by your interests, rights, and freedoms;
Legal obligation or legal claims - to comply with applicable law and respond to lawful requests, judicial orders, or subpoenas; and
Consent - for specific purposes such as certain marketing communications, where consent is required.

Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal. Where we rely on legitimate interests, you may object to that processing, though in some cases this may mean you can no longer use the Service.

We do not sell your personal information. We will not share personal information about you or any of your content with third parties except as described in this Policy or as set out in an agreement with us. We may share personal information as follows:

Service Providers. With vendors, consultants, and other service providers who work on our behalf and need access to perform that work - for example, cloud hosting, payment processing, analytics, and customer-support tools. They are authorized to use the information only as necessary to provide services to us and are bound by appropriate confidentiality and data-protection obligations.
Compliance and Protection. To a third party where we believe disclosure is reasonably necessary to (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our agreements and policies; (c) protect the security or integrity of the Service; (d) protect us, our customers, or the public from harm or illegal activity; (e) respond in good faith to an emergency involving the risk of death or serious bodily injury; or (f) as otherwise directed by you.
Business Transfers. In connection with, or during negotiations of, any merger, financing, sale of company assets, or acquisition of all or a portion of our business. We will require the recipient to honor this Policy or provide notice of any material change.
Aggregated or De-identified Data. We may share aggregated or de-identified information that does not reasonably identify you.

Artificial Intelligence and Machine Learning

We do not use Customer Data to train general-purpose artificial intelligence or machine-learning models, except as authorized in our agreement with the relevant customer. We may use aggregated or de-identified data to develop, test, and improve the Service, subject to our agreements and applicable law.

Cookies and Do Not Track

Most browsers accept cookies by default. You can usually set your browser to remove or reject cookies or to prompt you before accepting one; if you do, some features of the Service may not function properly.

Do Not Track. Because no common industry or legal standard for "Do Not Track" (DNT) signals has been adopted, we do not respond to DNT signals at this time.

Your Choices

Account Information. You may update, correct, or delete your account information at any time by logging into your account or by emailing us at privacy@iceguard.io. We will respond to your request within the period required by applicable law. If you wish to deactivate your account, contact us at the same address; note that we may retain certain information as required by law or for legitimate business purposes, including cached or archived copies.

Promotional Communications. You may opt out of promotional emails by following the unsubscribe instructions in those emails or by emailing privacy@iceguard.io. If you opt out, we may still send non-promotional messages, such as security alerts and messages about your account or our ongoing business relationship.

Cookies. See the Cookies section above and any cookie settings made available on the Website.

U.S. State Privacy Rights

Depending on your state of residence, you may have some or all of the following rights with respect to your personal information, subject to legal exceptions:

The right to know/access the categories and specific pieces of personal information we have collected, the sources, the purposes for collecting it, and the categories of third parties to whom we disclose it;
The right to delete personal information we have collected from you;
The right to correct inaccurate personal information;
The right to opt out of the sale or sharing of personal information (including sharing for cross-context behavioral advertising);
The right to limit the use and disclosure of sensitive personal information;
The right to appeal a denial of your request, where provided by applicable state law; and
The right not to receive discriminatory treatment for exercising any of these rights - we will not deny you services, charge different prices, or provide a different level or quality of service.

Sale / Sharing. We do not sell your personal information and do not share it for cross-context behavioral advertising, in each case as those terms are defined under applicable law, without your consent.

How to Exercise Your Rights. To make a request, contact us at privacy@iceguard.io. We will verify your request as required by law before responding.

Authorized Agents. You may designate an authorized agent to make a request on your behalf. We will require the agent to submit proof of authorization (such as a valid power of attorney or written permission signed by you) and may require you to verify your identity directly.

California-Specific Disclosures

Categories of personal information. In the preceding 12 months, we may have collected the following categories of personal information:

Category	Examples	Collected? (Y/N)
Identifiers	Real name, alias, postal address, email, account name, IP address, unique identifiers	Y
Customer records (Cal. Civ. Code § 1798.80)	Name, address, telephone number, employment, financial/payment information	Y
Protected classifications	Age, gender, and similar characteristics (if any)	N
Commercial information	Products or services purchased or considered; usage/transaction history	Y
Internet/network activity	Browsing/search history, interactions with the Service and ads	Y
Geolocation data	General location derived from IP address	Y
Audio/electronic information	Recordings of support calls; communications content	Y
Professional/employment information	Employer, job title, work contact details	Y
Sensitive personal information	Contents of communications where treated as sensitive under applicable law; other sensitive personal information only if expressly collected by the Service	Y
Inferences	Profiles reflecting preferences and characteristics	N

California "Shine the Light." California residents may request information about our disclosure of personal information to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their own direct marketing purposes.

Under California Civil Code § 1789.3, California residents may file complaints with the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs, 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834, or by phone at (800) 952-5210.

International Data Transfers

Your personal information may be transferred to, and processed in, countries other than the country in which you reside, including the United States, where our Service is hosted. These countries may have data-protection laws different from those in your country.

Where we transfer personal information from the EEA, UK, or Switzerland to a country that has not received an adequacy decision, we implement appropriate safeguards, such as the European Commission's Standard Contractual Clauses, the UK International Data Transfer Agreement (or Addendum), and other lawful transfer mechanisms. You may contact us for more information about these safeguards.

Data Retention

We retain personal information for as long as we have an ongoing legitimate business or legal need to do so. In certain cases we will retain information after our relationship ends - for example, to comply with legal obligations, resolve disputes, protect rights and property, and for litigation or regulatory matters. The criteria we use to determine retention periods include:

How long the information is needed to provide the Service and operate our business (including maintaining performance, security, and appropriate business and financial records);
Whether the information is sensitive, in which case a shorter retention period is generally appropriate;
Whether you have consented to a longer retention period; and
Whether we are subject to a legal, contractual, or similar obligation to retain the data (such as mandatory retention laws, preservation orders, or litigation holds).

When we no longer have a legitimate need to process your personal information, we will delete or de-identify it or, if that is not possible (for example, because it is stored in backups), securely store and isolate it from further processing until deletion is possible. We retain Customer Data as directed by the relevant customer and our agreement with them.

Security

We implement appropriate technical and organizational measures designed to protect personal information against unauthorized or unlawful processing and against accidental loss, destruction, or damage. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Links to Third-Party Websites

The Service may contain links to third-party websites. When you click such a link, your activity on the linked site is governed by that site's policies, not ours. We encourage you to review the privacy and other policies of any third-party site you visit.

Our Policy Toward Children

The Service is not directed to individuals under 18, and we do not knowingly collect personal information from them. If you become aware that a child has provided us with personal information, please contact us at privacy@iceguard.io. If we learn that we have collected personal information from a child under 18, we will take steps to delete it.

Contacting Us

Questions about this Privacy Policy should be addressed to privacy@iceguard.io.

Last Updated: 06/22/2026