Privacy Policy

This Privacy Policy describes how Ice Joy Platform (the "Service") handles information in connection with an organization's use of the Service, and information about the individual people your organization creates accounts for.

The Service collects and stores, on behalf of each organization:

• Account information: name, email, phone, or username used to sign in, and role assignments.
• Business operational data your organization enters: shops, products, prices, inventory movements, staff collections and closings, remittances, purchase orders, and reports.
• Billing-related references: which plan your organization is subscribed to, invoice records, and a payment provider's own transaction reference, never full card numbers or bank credentials, which the Service never receives or stores at all (card/mobile-money payments are handled directly by our payment processor, Paystack).
• Standard technical logs (e.g. request identifiers, timestamps) used for security and diagnosing problems.

Information is used to operate the Service for your organization: providing the features your organization has subscribed to, securing accounts, sending operational and billing notifications within the product, and diagnosing technical issues.

Each organization's data is logically isolated from every other organization's. One organization can never read another's business records, users, or billing information through the Service.

Passwords are stored using a salted one-way hash (Argon2), never in plain text. Administrative actions and business-sensitive changes are recorded in an audit trail. Access to platform-level administrative functions is restricted to a small number of authorized personnel.

PlaceholderA complete, formal description of security practices (e.g. encryption in transit/at rest, incident-response process, sub-processor list) for a security-questionnaire-style disclosure is pending legal/security review.

The Service uses only what it needs to keep you signed in and to work when your connection is poor. It does not use analytics, advertising, or tracking cookies or scripts of any kind, and it does not share anything about your browsing with advertisers. Because nothing here is optional tracking, the site shows no cookie banner.

• Sign-in cookie (ij_rt): where your browser and the Service share a site, a single secure cookie, not readable by page scripts, keeps your session going. It is removed when you sign out or the session expires.
• Browser storage: where that cookie is not used, your sign-in session is kept in your browser's local storage instead. The browser also stores your menu preference, copies of recently opened screens so they still open without a connection, and any entries you made offline that are waiting to be sent. Signing out clears the session and the offline copies.
• Offline files: the Service keeps its own pages and files in your browser so it can open without a connection.

You can clear any of this at any time from your browser's settings; you will simply be signed out.

Live location is off for every organization until its Owner switches it on. When it is on, staff and shop managers are asked to agree before anything is shared, and nothing is shared without that agreement.

• What is collected: the position of your phone (latitude, longitude and how precise it is) and the time it was taken. It is collected only while the app is open on your phone, only during the working hours your company has set, and not at all outside them. From these positions your company also keeps, for each working day, totals: how far you moved, when you first and last moved, and your longest stay in one place. The totals hold no route.
• Who can see it: only people whose role allows it, and only for the shops they oversee: by default the Owner, Company Admin, Regional and Zone Managers, and the manager of your shop. Each time someone looks, the Audit Log records that they did.
• How long it is kept: only your latest position is kept, replaced by each new one. There is no trail. It is removed when you pause sharing, when your company switches the feature off, and in any case when it is more than a day old. The daily totals are kept for 60 days and are removed when your company switches the feature off.
• Your choice: you can pause sharing at any time from the bar at the top of the app, and your phone or browser can refuse location altogether. The time you agreed, and any pause, is recorded.

PlaceholderThe lawful basis, the employer's own notice to its employees and any consent wording required by the law that applies to your organization (for example Ghana's Data Protection Act) are pending legal review. Organizations remain responsible for telling their employees before they switch this on.

To run the Service we use these providers, each only for the purpose shown: Paystack processes card and mobile-money subscription payments; Resend delivers emails such as password-reset links and invitations; Vercel serves the website; Render runs the application server and hosts the PostgreSQL database where your organization's records are stored; and Cloudflare manages the domain name and stores uploaded files such as receipts and attachments in its R2 object storage.

PlaceholderA complete statement of exactly which data each provider handles, and where each provider keeps it, is pending legal review before publication.

See the separate Data Export & Retention document for how long data is kept, including after a subscription is cancelled. In short: an organization's records are kept for as long as its account exists, its authorized users can export reports as CSV at any time, and an organization's Owner can permanently delete a shop's or a user account's history after seeing a preview of exactly what would be removed. No organization record is deleted automatically, apart from live-location data (section 7): positions are never kept past a day and daily totals past 60 days.

We may update this Policy from time to time. PlaceholderThe specific notice mechanism for material changes is pending a business and legal decision.

Questions about this Policy can be sent to privacy@icejoyplatform.com.