1. Introduction
IceySoftware Inc. ("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
- 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: When using Field Mode, we collect real-time GPS coordinates for job tracking, route optimization, and crew management. Location data is only collected while the Field Mode feature is actively in use.
- Device Information: Browser type, operating system, device type, and screen resolution
- Usage Data: Pages visited, features used, actions taken, timestamps, and session duration
- 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 third-party services including Supabase (database and authentication), Google Maps (geocoding and mapping), Resend (email delivery), and Render (hosting). 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
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 account is active or as needed to provide the Service. If you terminate your account, we will retain your data for 30 days to allow for account recovery, after which it will be permanently deleted. We may retain certain data longer as required by law or for legitimate business purposes such as resolving disputes.
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
Our Field Mode feature collects GPS location data from crew members' devices to enable real-time tracking, route optimization, and job verification. Key points about location data:
- Location tracking is only active when Field Mode is in use
- GPS data is associated with specific jobs and routes for operational purposes
- Location history is retained as part of job records for documentation and reporting
- Company administrators can view crew locations during active shifts
- Crew members are informed when location tracking is active via the Field Mode interface
9. Cookies and Tracking
We use essential cookies for authentication and session management. These cookies are necessary for the Service to function and cannot be disabled. We do not use third-party advertising cookies or tracking pixels.
10. 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.
11. International Data Transfers
Your data may be processed and stored in servers located in Canada and 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.
12. 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.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at: