Deice

Legal

Privacy Policy

Last updated: February 13, 2026

1. Introduction

Deice ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, store, and share information when you use our aircraft deicing operations management platform ("Service"), including our web applications, mobile applications, and APIs.

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

  • Name and username
  • Email address
  • Organization name and details
  • Role and permission assignments
  • Authentication credentials (passwords are hashed and never stored in plain text)

2.2 Operational Data

In the course of using the Service, you and your organization create operational data including:

  • Deice season plans, amendments, and approval records
  • Fluid quality check records (RI/Brix values, freeze points, visual inspections)
  • Truck and equipment records, refill logs, and status updates
  • Storage container inventory and delivery acceptance records
  • Refractometer device records and verification checks
  • Flight data and schedule information
  • Deicing form records and dispatch data

2.3 Location Data

If your organization enables GPS tracking features, we collect location data from mobile devices and equipment, including:

  • GPS coordinates (latitude and longitude)
  • Altitude, speed, and heading
  • Location accuracy metrics
  • Timestamps associated with location updates

GPS tracking is an optional feature controlled by your organization's administrator. Location data is collected only when this feature is enabled and the mobile application is actively in use.

2.4 Third-Party Data

We receive data from third-party providers to enhance the Service:

  • Flight schedule and status data from aviation data providers (e.g., AirLabs)
  • ADS-B flight position data (aircraft ICAO24 identifiers, positions, speed, heading)
  • Airport, airline, and country reference data

2.5 Usage & Technical Data

We automatically collect technical information when you use the Service:

  • IP address and device information
  • Browser type and operating system
  • Pages visited and features used
  • Session duration and interaction patterns
  • API usage logs and request metadata
  • Error logs and performance data

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Authenticate users and enforce role-based access control
  • Process and store operational records as directed by your organization
  • Deliver flight data, GPS tracking, and other real-time features
  • Generate reports and analytics for your organization
  • Maintain audit trails for compliance and regulatory purposes
  • Send transactional communications (account verification, security alerts, service notifications)
  • Provide customer support and respond to inquiries
  • Detect and prevent fraud, abuse, and security incidents
  • Comply with legal obligations and enforce our Terms of Service

4. Data Sharing & Disclosure

We do not sell your personal information or Customer Data. We may share information in the following circumstances:

4.1 Within Your Organization

Data you create in the Service is accessible to other members of your organization based on their assigned roles and permissions. Organization administrators control user access and visibility settings.

4.2 Service Providers

We work with third-party service providers who assist in operating the Service, including cloud hosting providers, database services, and analytics platforms. These providers are contractually obligated to protect your data and use it only as necessary to provide their services to us.

4.3 Legal Requirements

We may disclose information if required by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect the rights, property, or safety of our users, the public, or our company.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your data.

5. Data Security

We implement comprehensive security measures to protect your data:

  • Encryption in transit (TLS/HTTPS) and at rest
  • Role-based access control with granular permissions
  • Complete audit logging of all operational actions
  • Secure authentication with session management
  • API key scoping for programmatic access
  • Regular security assessments and monitoring
  • SAML SSO integration available for Enterprise customers

While we take reasonable measures 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. Specific retention periods depend on your subscription plan:

  • Starter plans: up to 1 year of data retention
  • Professional plans: up to 3 years of data retention
  • Enterprise plans: custom retention periods as specified in your service agreement

Upon account termination, we make your data available for export for 30 days, after which it may be deleted. Some data may be retained longer if required by law or for legitimate business purposes (e.g., audit trail records required by aviation regulations).

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • 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, subject to legal retention requirements
  • Portability: Request your data in a machine-readable format
  • Objection: Object to certain processing of your data
  • Restriction: Request restriction of processing in certain circumstances

To exercise any of these rights, please contact us at privacy@deice.andrewhicks.dev. We will respond to your request within 30 days.

8. Cookies & Tracking

We use cookies and similar technologies for:

  • Essential cookies: Required for authentication, session management, and security
  • Preference cookies: Remember your settings such as theme preference (light/dark mode)
  • Analytics cookies: Help us understand how the Service is used to improve performance and features (optional, Enterprise plans only)

Essential and preference cookies are necessary for the Service to function properly. Analytics cookies are used only when explicitly enabled by your organization.

9. Children's Privacy

The Service is intended for use by aviation industry professionals and is not directed at children under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will take steps to delete that information.

10. International Data Transfers

The Service is operated from the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. We take appropriate measures to ensure your data is protected in accordance with applicable data protection laws.

11. 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 this page and updating the "Last updated" date. For significant changes, we may also provide notification through the Service or via email.

12. Contact

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: