Privacy Policy
Last updated on October 13, 2026
ICE is committed to protecting your privacy. This Privacy Policy describes how we collect, use, store, share, and protect personal information when you use the ICE Platform, including our website, mobile application, and related services.
Please read this policy carefully.
By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy. Where consent is required under applicable law, we will obtain it before processing your personal data for the relevant purpose. If you do not agree with this Privacy Policy, please discontinue use of the Platform.
This Privacy Policy is intended to comply with the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023, applicable rules, and other relevant laws in force in India, to the extent applicable.
1. INFORMATION WE COLLECT
A. Information You Provide to Us
Registration information: Name, email address, mobile number, employee identification details, job title, department, designation, company name, profile picture, and other information required to create and manage your account on the ICE website or mobile application.
Employee onboarding information: Information submitted through onboarding forms, employee introduction forms, confirmation forms, and other onboarding activities. This may include professional details, interests, personal introductions, photographs, videos, and other information voluntarily provided as part of employee onboarding and engagement initiatives.
Photos, videos, and media: Photographs, introduction videos, employee testimonials, event photographs, and other media submitted by you or uploaded by authorised company representatives for internal communication and employee engagement purposes.
Employee engagement information: Information relating to your participation in workplace activities, internal campaigns, employee engagement programmes, surveys, polls, quizzes, events, recognition initiatives, and other interactive features available on the Platform.
Communications and feedback: Messages, feedback, survey responses, support requests, queries, and other communications submitted through the website, mobile application, or our customer support channels.
Content and submissions: Content voluntarily submitted through the Platform, including employee introductions, achievements, suggestions, comments, feedback, and other information shared as part of internal communication and employee engagement activities.
B. Information We Collect Automatically
Device information: IP address, device type, operating system, browser type, app version, technical identifiers, and other information required to maintain the security and functionality of the website and mobile application.
Usage information: Pages viewed, screens accessed, features used, activities completed, links clicked, session duration, and interactions with the Platform. This information helps us understand how users interact with ICE and improve the user experience.
Log and security information: Login records, access timestamps, technical logs, crash reports, and related information used for security monitoring, troubleshooting, system administration, and prevention of unauthorised access.
Cookies and similar technologies: We may use cookies and similar technologies on the website and, where applicable, tracking or diagnostic technologies in the mobile application to maintain sessions, remember preferences, improve functionality, and analyse Platform usage.
Push notification information: If push notifications are enabled in the mobile application, we may process relevant device or notification identifiers to send service-related announcements, reminders, updates, and other permitted communications. You may manage notification permissions through your device settings.
Camera and media permissions: If the mobile application supports features that require camera access, photo uploads, or video recording, we may request the relevant device permissions to enable those features. You can manage these permissions through your device settings.
C. Information from Third Parties
Employer or organisation information: If your organisation provides access to ICE, we may receive relevant employee information from your employer or an authorised organisation administrator. This may include your name, work email address, mobile number, employee identification details, department, designation, company name, and account access information.
Third-party authentication services: If the Platform supports login through a third-party service, such as Google or another authentication provider, we may receive information you authorise that service to share with us, such as your name, email address, and profile picture.
Service providers and technology partners: We may receive limited technical or operational information from third-party providers that support our hosting, analytics, authentication, communication, and Platform administration functions.
We will collect and process personal information for legitimate and specified purposes, subject to applicable law and the permissions or consent required for the relevant processing.
2. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
a. To provide, operate, maintain, and improve the ICE website, mobile application, and related services.
b. To create and manage user accounts and provide authorised users with access to the Platform.
c. To facilitate employee onboarding, introductions, internal communication, and workplace engagement activities.
d. To enable employees to participate in surveys, polls, quizzes, events, recognition programmes, internal campaigns, and other engagement initiatives.
e. To display employee profiles, photographs, videos, introductions, achievements, and other submitted content to the intended audience, subject to applicable permissions and access controls.
f. To send onboarding updates, announcements, reminders, activity notifications, push notifications, and other service-related communications through the website, mobile application, email, or other supported communication channels.
g. To provide technical support, respond to queries, resolve issues, and improve the user experience.
h. To analyse Platform usage and participation patterns to improve features, services, communication, and employee engagement activities.
i. To generate relevant engagement and participation reports for authorised organisational users, where supported by the Platform.
j. To maintain Platform security, monitor access, detect unauthorised activity, prevent misuse, and enforce our applicable terms and policies.
k. To comply with applicable laws, respond to lawful requests, maintain necessary records, and protect the rights and security of ICE, its users, and other relevant parties.
l. To communicate changes to the Platform, this Privacy Policy, or other applicable terms and conditions.
m. To use employee-submitted content for internal communication and other specifically authorised purposes in accordance with the applicable permissions and consents.
We will not use employee photographs, videos, testimonials, or other personal content for public marketing or promotional purposes unless the necessary permission or other lawful basis has been established.
3. HOW WE SHARE YOUR INFORMATION
We may share your personal information in the following circumstances:
a. With employers and organisations: Where ICE is provided through your employer or organisation, relevant information may be accessible to authorised administrators or representatives for account management, onboarding, internal communication, and employee engagement activities.
b. With other authorised users: Certain employee profile information, introductions, photographs, videos, achievements, and engagement submissions may be visible to colleagues or other authorised users, depending on the Platform's features, audience settings, and access permissions.
c. With service providers: We may share information with third-party service providers that assist us with website and mobile application hosting, cloud storage, technical maintenance, authentication, analytics, communication delivery, push notifications, and customer support. These providers are expected to protect the information and process it only as necessary to provide their services, subject to applicable contractual and legal requirements.
d. With technology and integration partners: Where the Platform integrates with third-party systems or services, limited information may be shared to enable the requested functionality, subject to applicable permissions and legal requirements.
e. For legal and regulatory purposes: We may disclose information where required by applicable law, court order, governmental authority, or other lawful process, or where reasonably necessary to protect the rights, property, safety, and security of ICE, our users, or others.
f. In connection with a business transfer: In the event of a merger, acquisition, restructuring, or sale of assets involving the entity operating ICE, relevant information may be transferred as part of the transaction, subject to applicable legal requirements and appropriate safeguards.
g. With your permission: We may share information for other purposes where you have provided the necessary consent or where another lawful basis permits such sharing.
We do not sell your personal data to third parties for their independent commercial purposes.
4. DATA RETENTION
We retain personal information for as long as necessary to provide the Platform, maintain user accounts, facilitate employee engagement activities, fulfil contractual obligations, and comply with applicable legal and regulatory requirements.
Where ICE is provided through an employer or organisation, certain information may be retained for the duration of the organisation's use of the Platform or in accordance with applicable contractual arrangements and organisational instructions.
When an employee leaves an organisation, an account is deactivated, or an organisation discontinues its use of the Platform, the relevant personal information will be handled in accordance with applicable contractual arrangements, organisational instructions, legal requirements, and our retention practices.
Photographs, videos, employee introductions, and other submitted content may be retained for as long as necessary for the relevant engagement activity or authorised purpose.
When personal information is no longer required, we will take reasonable steps to delete or anonymise it, subject to applicable law and legitimate retention requirements.
Certain records may need to be retained for longer periods where required by law, for security purposes, or to establish, exercise, or defend legal claims.
5. DATA SECURITY
We implement reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss, destruction, or misuse.
Depending on the Platform's implementation, these measures may include access controls, authentication mechanisms, secure data transmission, restricted administrative access, monitoring, backups, and periodic security assessments.
Access to personal information is intended to be limited to authorised individuals and service providers who require it for legitimate operational purposes.
We take reasonable steps to protect information accessed or processed through both the ICE website and mobile application. However, no method of electronic transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.
Users are responsible for keeping their login credentials confidential and for protecting access to their devices and accounts.
In the event of a personal data breach, we will take appropriate steps to investigate and address the incident and provide notifications as required under applicable law.
6. CHILDREN'S PRIVACY
The ICE Platform, including the website and mobile application, is primarily intended for workplace communication and employee engagement. It is not designed for independent use by children.
We do not knowingly collect personal information from children in violation of applicable law. Where the Platform's use involves individuals under the age of 18, the collection and processing of their personal information will be handled in accordance with applicable legal requirements and necessary permissions.
If you believe that personal information has been collected from a child in violation of applicable law, please contact us using the details provided in the Contact Us section so that we can review the matter and take appropriate action.
7. YOUR RIGHTS
Subject to applicable law, including the Digital Personal Data Protection Act, 2023, and relevant rules, you may have the following rights in relation to your personal data:
Right to access information: You may request information about the personal data we process about you, subject to applicable law.
Right to correction: You may request the correction of inaccurate or incomplete personal information.
Right to erasure: You may request the erasure of your personal data, subject to applicable legal, contractual, and other lawful retention requirements.
Right to withdraw consent: Where processing is based on consent, you may withdraw your consent in accordance with applicable law. Withdrawal will not affect the lawfulness of processing carried out before the withdrawal.
Right to grievance redressal: You may raise a complaint or concern regarding the processing of your personal information through our designated grievance contact.
Right to nominate: Where applicable under the law in force, you may nominate another individual to exercise your rights in the event of your death or incapacity.
If ICE is provided through your employer or organisation, certain requests may need to be coordinated with the relevant organisation administrator, particularly where the organisation controls the employee information or account.
To exercise your rights, please contact us using the details provided in the Contact Us section. We will handle requests within the timeframes prescribed by applicable law.
8. COOKIES AND TRACKING TECHNOLOGIES
We use cookies and similar tracking technologies on the ICE website and, where applicable, similar technologies in the mobile application to operate the Platform, maintain user sessions, remember preferences, improve functionality, analyse usage patterns, and support security.
Cookies may help us understand how users navigate the website and identify areas for improvement. Similar technologies used in the mobile application may help us understand application performance, diagnose technical issues, and improve the user experience.
You may manage or disable certain cookies through your browser settings. Where required, we will provide appropriate options for managing consent to non-essential cookies or similar technologies.
Please note that disabling certain cookies or device permissions may affect the functionality of some Platform features.
We will use cookies and similar technologies in accordance with this Privacy Policy, your applicable preferences, and relevant legal requirements.
9. GRIEVANCE OFFICER
In accordance with applicable privacy and information technology laws, users may contact our designated Grievance Officer regarding privacy-related queries, requests, or complaints.
The contact details are provided below:
We will acknowledge and address privacy-related complaints within the timelines prescribed by applicable law.
10. THIRD-PARTY LINKS AND SERVICES
The ICE Platform, including the website and mobile application, may contain links to or integrations with third-party websites, applications, or services.
This Privacy Policy does not apply to independent third-party websites or services. We are not responsible for their content, security, privacy policies, or data handling practices.
Where you access a third-party service through the Platform, that service may collect and process information in accordance with its own privacy policy and terms.
We encourage users to review the privacy policies of third-party services before sharing personal information or using their services.
11. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our Platform, mobile application, data processing practices, legal obligations, or business operations.
When material changes are made, we will take reasonable steps to notify users through the website, mobile application, email, or another appropriate communication channel, where required.
The revised Privacy Policy will indicate the updated revision date. Where renewed consent is required by law, we will obtain it before undertaking the relevant processing.
We encourage users to review this Privacy Policy periodically to remain informed about how their personal information is collected, used, stored, and shared.
12. CONTACT US
If you have any questions, concerns, requests, or complaints regarding this Privacy Policy or our data processing practices, please contact us at: