Privacy Policy

1. Introduction

Annual Software Ltd., which does business as Icey ("we", "us", or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use IceySoftware ("the Service"). By using the Service, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, and company details when you register. If you tap "Use my location" while creating your company, your device's location is rounded to about 1 km before it leaves the device (we never receive the exact spot) and sent to Google Maps to find your town, which fills in your town (saved as your company's address), province or state, and time zone. We keep the town, province or state and country, not the location itself. We also look up your company's name on Google Maps near there and keep what that finds (the business name, its address, how far away it is and whether Google lists it as open), so our team can check that new companies are real. You can change the filled in details before you continue.
• Business Data: Client records, site information, job details, crew assignments, contracts, quotes, invoices, and other operational data you enter
• Communications: Messages, support tickets, and feedback you send to us
• Payment Information: Billing details processed through our third-party payment provider

2.2 Information Collected Automatically

• GPS and Location Data: While a crew member is on an active route or has a job open, the app records their phone's location: every few seconds while a job is open at a site, and every few minutes between sites. In the Icey phone app this continues in the background, with the screen locked, when the phone's location permission allows it; in a web browser it records only while Icey is open on the screen. It stops when their route is finished and no job is left open. We use it for job records, proof of service, live crew maps and route planning. See section 8.
• Device Information: Browser type, operating system, device type, and screen resolution
• Usage Data: Pages visited, features used, actions taken, timestamps, and session duration. While you are signed in to the app we also keep a usage record: which pages you open (the page's address only, without any search terms or link codes), which steps of signing up you reach, when you open help, a guide, a tour, a video, Ask Icey or the support chat, when you start a new quote and whether you saved it, when a page shows you an error or a plan limit stops you, and how many minutes each day you were actively using the app (a minute counts only when you click, type or scroll in it). It never includes what you type. We use it to see where people get stuck so we can help them. Icey staff only can see it; other people in your company's account cannot.
• Screen Recordings: While you are signed in, we record what happens on your screen in the app, so we can help you and fix problems. See section 9.
• Photos and Media: Job site photos uploaded through Field Mode for documentation and quality assurance purposes
• Log Data: IP address, access times, and error logs for system monitoring

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process your transactions and manage your subscription
• Enable GPS tracking and route optimization for field operations
• Generate reports and analytics for your business
• Send you service-related notifications, updates, and alerts
• Provide customer support and respond to your inquiries
• Monitor and analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Within Your Organization: Data is shared among users within the same company account based on their assigned roles and permissions
• Service Providers: We use the companies listed in section 4.1 to run the Service. These providers only access data necessary to perform their services
• Contract Recipients: When you send contracts for e-signature, the recipient can view the contract details and signing page
• Legal Requirements: We may disclose information if required by law, court order, or governmental authority
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction

4.1 Service Providers

These are the companies that receive information from the Service, and what each one gets:

• Supabase: our database, sign-in and file storage, in Canada. Everything you put into Icey is stored there, including photos, documents and screen recordings.
• Render: hosts the app and its background jobs, in the United States, so everything you send to Icey passes through it.
• SendGrid: sends Icey's emails (the recipient's name and address and the email itself: quotes, contracts, invoices, reports and notifications) and receives the emails sent to a company's Icey address.
• Twilio: text messages and calls where they are used: phone numbers, the text of each message, and voicemails and their transcripts on a company's Icey phone number, including texts to Icey staff about support chat messages.
• Google: maps, address search, weather for your sites, drive times between sites and satellite images of a property (Google Maps Platform), which receive addresses and map locations; push notifications to the phone app (Firebase Cloud Messaging), which receive the notification and the phone it goes to; Google sign-in, if you use it; and Gmail, if your company connects a mailbox to Icey.
• Google Ads: only for someone who reaches iceysoftware.com from one of our Google ads. Google's ad tag stores a cookie recording the ad click. If a company is then created, we tell Google the click led to a sign-up, with a random company number and the email address used to sign up, which is scrambled (hashed) in your browser before it is sent, so Google can match the sign-up to the ad click ("enhanced conversions"). No name or anything else typed is sent. Ad personalization and Google signals are switched off. The tag never runs inside the app, the phone app, or any page a company sends to its clients.
• Google Analytics: visits to every page of iceysoftware.com's public website, sign-up pages included: the pages viewed (without anything after the "?" in their address except campaign tags), the website that sent the visitor, how they used each page (how long they stayed and how far down they scrolled), their browser, device and approximate location, with a cookie that recognizes a returning browser. Google signals and ad personalization are switched off. It never runs inside the app, the phone app, or any page a company sends to its clients.
• Apple: Sign in with Apple, if you use it, and delivery of push notifications to iPhones.
• Stripe: payments: your Icey subscription, and invoices your clients pay online where your company offers that. Card details are typed into Stripe's secure form, on Stripe's own page or built into Icey's, and go straight to Stripe, never to Icey. Where your company offers it, a client's card is saved with Stripe so invoices can be charged to it automatically.
• Anthropic: the AI features described in section 4.2: job photos, replies to Icey's own emails, and, where your company uses them, the emails, texts and voicemail transcripts your company receives, the sent mail of a connected mailbox (to match your writing style), lead tracking (the name, email address, website visits and quote activity of people who gave your company their email), property images, site addresses, routes, trucks and crew (by code, not name) for AI storm plans and routes, and questions to Ask Icey.
• OpenAI: turns a crew member's voice note into text when they record one. The recording itself is not kept.
• Cloudflare: the check that you are a person when you sign up, create a company, request a walkthrough, use the pricing calculator or ask for an emailed copy from one of our free tools (Turnstile), which sees your IP address and browser.
• Upstash: limits on how often a request can be made, by IP address and account, and the queue that holds emails and other work until it is done, including recipients’ names and addresses.
• Sentry: error monitoring: details of errors in the app, and the replays described in section 9.
• Slack: alerts to Icey staff about support chat messages and errors, when we route them there.
• Intuit: only if your company connects QuickBooks: the clients (names, contact details, addresses and notes), invoices and payments Icey copies into your QuickBooks, and Icey reads your QuickBooks tax settings.
• ipinfo: an IP address, to say which network it belongs to, in two cases: a visit to a company's own website, only for a company that adds Icey's visitor tracker to it; and the opening of a quote, agreement, signing or subcontractor link sent from Icey (or any other link Icey emails), so that a mail scanner opening the link on its own is not taken for the person it was sent to. For a link, this check stores nothing: the network's name is held in memory for a few hours.
• CARTO and OpenStreetMap: map images: the backup map on crew phones and the map on the Sites page. They see your IP address and the area of the map on screen.
• openrouteservice, Esri ArcGIS and public map-data services: site locations (never a name) when Icey draws the roads between a route's stops for the offline map, or measures a property from map data.

4.2 AI Features

Some features send information to Anthropic's AI models, through Anthropic's commercial API:

• Job photos, for every company: when a crew member adds photos to a job, the photos and the site's name are checked, so the crew can be told to retake one that is blurry, too dark or does not show the work, and a manager can see whether a job's photos show the work was done.
• Where your company turns them on: reading the quote requests and emails sent to your company's Icey address; sorting the texts and voicemail transcripts that reach your company's Icey phone number, and the emails from people who are not yet your clients in a mailbox a teammate connects to Icey; drafting replies to these for you to review; reading a sample of the sent mail in your company's mailbox, with email addresses, phone numbers and street addresses taken out, so drafted replies match how your company writes; measuring a property from satellite and map images for a quote; drafting storm plans and routes for you to approve, from your sites' street addresses, map locations, services, priorities and usual visit lengths, your yard's location, routes, trucks, past storms, the weather forecast and drive times, and each crew member's role, skills, the vehicles they may drive, recent hours, past routes and whether they are free tonight, but no client, site or crew names, notes, gate codes or contact details; and answering the questions you ask Ask Icey.
• Lead tracking, where your company uses it: for each person who gave your company their email address (on its quote form or by emailing it) or holds a quote from it, their name, email address and property address, the pages they viewed on your company's website and how they found it, how far they got on its quote form, how often they opened your quote emails and viewed the signing page, and when your company last contacted them, so each one can be scored for how ready they are to buy. Visits to your company's website from a business's network are scored too, with the network's name and the pages viewed, and no one named.
• Error reports from the app, so we can work out what went wrong.
• Replies to Icey's own emails: when someone writes back to an email we sent them and our rules cannot tell what the reply means, its subject and first lines (not the email it quotes) are checked, so a request to stop is honoured and the reply is sorted for us to answer.
• Icey's own team tools: to help us spot problems and sign-ups that need a closer look, and to answer our team's questions about them, summaries of account activity are checked, with email addresses, phone numbers and street addresses taken out: each company's name, plan and setup progress, its sign-up check results and their reasons, counts of the emails it sends, its bounces, clients, quotes and signed sites, its visits not yet on an invoice and its unpaid shift hours, its crews' open routes and visits (never their locations), our own notes about it, Icey's error reports, and the subject and first lines of its support messages.

Under Anthropic's commercial terms, what we send is not used to train its models.

5. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption in transit (TLS/SSL) and at rest
• Row-Level Security (RLS) policies ensuring data isolation between companies
• Role-based access controls within your organization
• Regular security audits and monitoring
• Secure authentication with session management via HTTP-only cookies

While we strive to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your company's account is active or as needed to provide the Service. We may retain certain data longer as required by law or for legitimate business purposes such as resolving disputes.

• Screen recordings are deleted automatically 90 days after they are made (see section 9).
• Usage records (the pages you opened, the features you used and your active minutes each day, section 2.2) are deleted automatically 13 months after they are made.
• If your company's account is closed, we keep its data for 30 days so the account can be recovered, after which it may be permanently deleted.
• When you delete your own user account, your sign-in is removed and, straight away, we erase your name, email address, phone number and photo, delete your screen recordings and your usage records, and remove the IP addresses and browsers from your sign-in history. The record of the work you did for your company (jobs, routes, location history, time records and the log of what was done in its account) stays with your company, without your name on it. Messages you sent and documents you signed for your company keep the name and address they went out with. If you are the only member of a company you own, deleting your account also closes that company: nobody can sign in to it, its Icey subscription is cancelled, and its data is kept as for any closed company (above).
• To have data deleted sooner, contact us at the address in section 7.

7. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Data Portability: Request an export of your data in a machine-readable format
• Withdrawal of Consent: Withdraw consent for data processing where consent is the legal basis
• Objection: Object to processing of your personal data in certain circumstances

To exercise any of these rights, please contact us at privacy@iceysoftware.com.

8. GPS and Location Data

Icey records the location of crew members' phones while they work, so a company can see where its crews are, prove when and where work was done, and plan routes. Key points about location data:

• When: while a crew member is on an active route or has a job open, not just because they are signed in. It stops when their route is finished and no job is left open.
• How often: every few seconds while a job is open at a site, and every few minutes between sites.
• With the screen off: in the Icey phone app, location keeps being recorded in the background, with the screen locked or another app open, when the phone's location permission is set to allow it ("Always" on iPhone). In a web browser it is recorded only while Icey is open on the screen.
• What the crew member sees: Field Mode shows whether GPS is on, and the phone shows its own location indicator while the app is using location.
• Who can see it: people in the company whose role allows it can see crews on the live map while they work, and the location history afterwards.
• How long it is kept: location history is kept with the company's jobs and routes as its record of the work. It is not deleted on a schedule. When a person deletes their account, their location history stays with the company without their name on it.
• Subcontractors working a stop from their Icey link share their location about once a minute while that visit is open and the page is on screen.
• At sign-up: only if the owner taps "Use my location" while creating a company, once. It is rounded to about 1 km on the device, used once to fill in the town, province or state, and time zone and to look up the business on Google Maps, and then dropped. Section 2.1 says what is kept. It is not recorded again.

9. Screen Recordings in the App

While you are signed in to Icey, on the web or in the phone app, we record what happens on your screen. Key points about screen recordings:

• What is recorded: the pages you open and what they show, where you click and scroll, and what you type. Pages you visit while signed out are not recorded this way.
• What is hidden: password fields are masked, so what you type into them is never recorded, and so is any part of the app we mark as private. Card numbers are entered in our payment provider's own secure form, which is never part of a recording.
• Why: to help you when you ask for support, and to find and fix problems in the Service. Recordings are never used for advertising and never sold.
• Who can watch them: Icey staff only, and only to help you or to fix problems in the Service. Other people in your company's account cannot. Recordings are stored with our database provider, Supabase.
• How long we keep them: 90 days. Recordings are then deleted automatically. The record that you signed in (when, from which device and browser, and the IP address) stays in your account's sign-in history.
• Deleting them sooner: email privacy@iceysoftware.com from the address you sign in with and we will delete your recordings. Deleting your account also deletes them.

Separately, our error-monitoring provider, Sentry, keeps a replay of some visits to our website and app, signed in or not, and of any visit where something goes wrong. These replays hide all text, everything you type and all images. They show the layout of each page, the page addresses and where you clicked, along with technical details of the app's network requests, console messages and errors. Sentry keeps them for up to 90 days.

10. Cookies and Tracking

Essential cookies. We use cookies for sign-in and session management. The Service cannot work without them.

How you found us. On your first visit to our website, your browser keeps a note of the page you landed on, the website that sent you and any campaign tags in the link (for example "utm_source"). If you create a company, that note is saved with it so we know which of our marketing works. It never holds anything you type.

Google Ads. To measure our own ads, our public website and sign-up pages use Google's ad tag, only if you arrived from one of our Google ads. It sets cookies (such as _gcl_aw and _gcl_au) that record the ad click, so Google can tell us when a click led to a sign-up. When a company is created, the tag also sends Google the email address used to sign up, scrambled (hashed) before it leaves your browser, so Google can match the sign-up to the ad you clicked. It does not run inside the Icey app or the Icey phone app, or on quotes, contracts, invoices or any other page a company sends to its clients. If your browser sends a Global Privacy Control or Do Not Track signal, it does not load. You can also turn off personalized ads in Google's My Ad Center and clear these cookies in your browser at any time.

Google Analytics. To see how people find and use our website, every page of our public website, including the sign-up pages, uses Google Analytics. It sets cookies (such as _ga) that tell Google when the same browser comes back, and it sends Google the pages you view, the website that sent you, how you use each page (for example, how long you stay on it, how far down it you scroll and which links you click), your browser and device type, and your approximate location, which Google works out from your IP address. Page addresses are sent without anything after the "?" except campaign tags such as "utm_source". Google signals and ad personalization are switched off. It does not run on the sign-in page, inside the Icey app or the Icey phone app, or on quotes, contracts, invoices or any other page a company sends to its clients, and it stops when you go from our website into the app. If your browser sends a Global Privacy Control or Do Not Track signal, it does not load. You can also clear these cookies in your browser at any time.

Our free tools, such as the pricing calculator, record without cookies or your IP address which options you choose, whether you start typing an email (never what you type), and which buttons you click; nothing is recorded if your browser sends Global Privacy Control or Do Not Track.

We do not use any other advertising cookies or tracking pixels, and we do not sell your personal information.

11. Children's Privacy

The Service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete that information promptly.

12. International Data Transfers

Your data may be processed and stored in servers located in Canada and the United States. Our database is in Canada; our hosting and most of the providers in section 4.1 are in the United States. By using the Service, you consent to the transfer of your data to these jurisdictions, which may have different data protection laws than your country of residence.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: