ICE India privacy notice
This notice tells you what personal data ICE India collects through www.iceindia.biz and while planning events, why we collect it, who sees it, how long we keep it, which cookies the site uses, and how to ask us about your data.
1. What we do with your data
Personal data is anything that identifies a person: a name, phone number, email address or passport number.
The organisation that decides how your data is used (the "data fiduciary" in Indian law) is ICE India, a partnership firm. In this notice, "we" means ICE India.
- Registered office: HD-155, WeWork K. Raja Platinum, Sag Baug Road, Off Andheri-Kurla Road, Mumbai, Maharashtra 400059.
- Office: Office no. 534, 5th Floor, A-Wing, Symphony IT Park, Plot No. 1, Off Raheja Vihar Road, Chandivali, Mumbai, Maharashtra 400072.
- We collect information you give us and limited technical information when you use the site.
- We do not sell or rent personal data, and we do not send marketing messages.
- We share details with hotels, airlines, venues and other suppliers only when a booking needs them.
- You can ask to see, correct or delete your data, or withdraw your consent, at any time. See your rights.
1.1 What we collect, and why
- When you send the enquiry form
- Your name, work email, mobile number (optional), what you are planning, and the page you sent it from. We use it to reply and to prepare a proposal.
- When you use "Email me this plan"
- The email address you type, the plan from the tool you used, and the page it came from. If you use "Email me this plan", we send it to you and keep a copy as an enquiry, and ICE India may contact you about your event, as the box you tick says. We do not store your IP address with it.
- When you email, call or WhatsApp us
- Your contact details and whatever you tell us. We use it to answer you. If you tap the WhatsApp button, the chat runs on WhatsApp, which has its own privacy policy.
- When you visit the website
- Your IP address and basic technical details, such as browser type and the pages requested. Our host, Cloudflare, processes these to deliver the site and keep it secure. If you accept analytics, Google Analytics also counts visits and the pages people use. See cookies.
- When we plan an event
- Details of the people attending, as the client sends them: names, contact details, travel dates, passport and visa details, and dietary or access needs. We use them only to deliver that event: flights, hotels, visas, venues, transport and meals.
- When you apply for a job
- The CV and details you send to careers@iceindia.biz. We use them to consider you for roles.
We receive information from you, from event organisers who send us a guest list, and through the website. We use it for the purpose above. We do not use it for anything else without asking you first.
1.2 Guest lists, passports and dietary needs
When a client sends us its guests' details, we decide how they are used: only to run that event. We ask for the least each booking needs. Passport and visa details go only to the airline, visa agent, hotel or partner that needs them to confirm a booking. If a guest list includes anyone under 18, we ask the client to confirm that a parent or guardian has agreed.
If you are a guest at an event we run, you can write to us about your details directly. You do not need to go through the client.
1.3 Who we share it with
- Hotels, venues, airlines, transport operators and other suppliers, for your booking.
- Vetted local partners in the country where an event takes place. They get only what they need for the event.
- Cloudflare, which hosts this website, handles the enquiry form and the tool emails, and keeps a backup copy of each enquiry or tool email for 90 days. When you use a form, Cloudflare Turnstile checks that you are a person and not a bot, using technical details from your browser (Turnstile privacy addendum (opens in a new tab)).
- Resend, the service that sends your enquiry to our inbox as an email, and the tool plans to the address you gave.
- Google, if you accept analytics cookies.
- The email provider we use for our mailboxes, and an AI assistant we use internally for drafting and organising work. The assistant never sees passports, visa documents or other identity documents.
- Government authorities, when the law requires it.
We never sell or rent personal data.
1.4 Data that leaves India
Many of our events are abroad. For those, we send guest details to hotels, airlines and partners in the destination country. Cloudflare, Resend and Google run servers in several countries, so data you send through this site may be processed outside India. India's data protection law allows this, subject to any restriction the Government of India sets.
1.5 How long we keep it
- Enquiries that do not go ahead: 24 months. This includes a plan you asked us to email you. The backup copy held by Cloudflare is deleted after 90 days.
- CVs: 12 months.
- Passport and visa copies: deleted 90 days after the event, unless the law requires us to keep them longer.
- Contracts, invoices and event accounts: eight years, which covers the periods Indian income-tax and GST law require.
We delete data sooner if you ask and no law or open booking requires us to keep it.
1.6 How we protect it
We limit who can open guest documents and enquiries, and we use reasonable security safeguards on the systems that hold them. If a breach puts your data at risk, we will tell you and the Data Protection Board of India, as the law requires.
1.7 Children
This website is for businesses. It is not meant for children, and we do not knowingly collect data from them through it.
1.8 Language
This notice is in English. If you would like it in Hindi or another language listed in the Eighth Schedule to the Constitution of India, write to privacy@iceindia.biz.
1.9 Changes to this notice
When we change this notice, we update the date at the top of the page. If a change affects how we use data you already gave us, we will tell you.
1.10 The law behind this notice
We follow the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011. We also follow the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025, which are being brought into force in stages up to 13 May 2027.
3. Your rights and complaints
3.1 What you can ask us to do
- Show you the personal data we hold about you and how we use it.
- Correct, complete or update it.
- Delete it, unless we need it for an open booking or the law requires us to keep it.
- Withdraw your consent. This is as easy as giving it: email us and we stop. It does not undo what we did before you withdrew.
- Name someone to exercise these rights for you if you die or cannot act yourself.
3.2 How to ask
Email privacy@iceindia.biz with the subject "Data request". Tell us the email address or phone number you used with us, so we can find your record. We may ask you to prove it is you. We reply within 30 days.
3.3 Who answers your questions and complaints
Hasina Dahodwala, Partner
Email: privacy@iceindia.biz
Phone: +91 93219 98361
Address: HD-155, WeWork K. Raja Platinum, Sag Baug Road, Off Andheri-Kurla Road, Mumbai, Maharashtra 400059
Write to Hasina with a question, a request or a complaint about your data. We acknowledge a complaint within two working days and resolve it within one month of receiving it.
3.4 If you are not satisfied
If we have not resolved your complaint, you can complain to the Data Protection Board of India, once the Board's complaint process is open. Please raise it with us first.