Privacy Policy

1. Introduction

Easy Ice, LLC ("Easy Ice," "we," "us," or "our") operates this client portal (the "Portal") to allow our customers to manage billing preferences, payment methods, and account information. This Privacy Policy explains how we collect, use, disclose, and protect information when you use the Portal.

2. Information We Collect

We collect information in the following ways:

• Account information — your name, email address, and company affiliation as stored in our Salesforce CRM.
• Payment data — tokenized payment method details (card type, last four digits, ACH routing references) processed through ChargEnt. We never store raw card numbers or full banking credentials.
• Usage data — pages visited, actions taken in the Portal, browser type, and IP address, collected automatically when you use the Portal.
• Communications — when you submit a bug report or contact us, we retain the content of that communication.

3. How We Use Your Information

• To authenticate your identity via one-time passcode (OTP) sent to your registered email.
• To display your account details, service locations, and payment methods.
• To process and record changes to payment authorizations.
• To investigate and resolve bug reports and support requests.
• To maintain the security and integrity of the Portal.
• To comply with legal obligations.

4. Third-Party Services

We use the following third-party services to operate the Portal:

• Salesforce — stores contact records, account relationships, and service location data.
• ChargEnt / NMI — processes and tokenizes payment methods. Payment data transmitted to ChargEnt is subject to their PCI-DSS-compliant environment.
• Supabase — hosts our Portal database, which stores session data, payment method records, and bug reports.
• Resend — delivers OTP authentication emails on our behalf.

Each provider has its own privacy practices. We encourage you to review their policies if you have questions about their data handling.

5. Cookies and Session Storage

The Portal uses a single HTTP-only session cookie to maintain your authenticated session. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. No cookie consent banner is displayed because we only set strictly necessary cookies.

6. Data Retention

We retain your account and payment data for as long as you have an active service relationship with Easy Ice. Bug reports and session logs are retained for up to 12 months for diagnostic purposes. You may request deletion of your data by contacting us at the address below.

7. Security

We implement industry-standard safeguards including TLS encryption in transit, server-side session validation, and role-based access controls. Payment credentials are never transmitted through our servers — tokenization occurs client-side via ChargEnt's hosted iframe.

8. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete personal information we hold about you. To make a request, contact us at privacy@easyice.com. We will respond within 30 days.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy with an updated effective date. Continued use of the Portal after changes are posted constitutes your acceptance of the revised policy.

10. Contact Us

Easy Ice, LLC
Attn: Privacy
privacy@easyice.com