Who we are
This Privacy Policy explains how ICE Luxury Weddings & Events ("ICE," "we," "us") collects, uses, and protects information across every way you might reach us: our website, Facebook and Instagram (including Lead Ads), Calendly bookings, Zoom consultations, and direct inquiries. It also covers ICE CRM, the internal system our team uses to manage those conversations.
Information we collect
We collect information in the following ways:
- Information you provide directly — name, email address, phone number, wedding or event details (date, venue, guest count), and any message you send us through an inquiry form, email, or phone call.
- Information from Facebook / Instagram Lead Ads — if you submit an instant-form lead ad on Facebook or Instagram expressing interest in our services, Meta shares the information you entered in that form (typically name, email, and phone number) with us so we can follow up. Some of these fields may already be pre-filled by Facebook or Instagram from your profile before you submit the form — you can review and edit them before sending.
- Information from scheduling and meeting tools — if you book a call with us via Calendly, or join a Zoom meeting with us, we receive your name, email, the meeting time, and — where recording/transcription is enabled and disclosed at the time — a transcript of that meeting.
- Website browsing information — when you visit our website, Google Analytics and the Meta Pixel automatically collect technical information such as your IP address, browser and device type, pages viewed, and which ad or link brought you to the site. See Cookies & advertising technologies below.
- Account information for our team — team members who use ICE CRM sign in with Google; we receive their name, email address, and profile image from Google to create their account.
Cookies & advertising technologies
Our website uses the following tracking technologies:
- Google Analytics (GA4) — helps us understand how visitors use our site, so we can improve it.
- Meta Pixel — records when you visit our site and which pages you view. We use this to measure how well our Facebook and Instagram ads are performing and, where enabled in our Meta advertising account, to show ads to people who have previously visited our site.
These run automatically when you visit our site, with no separate consent prompt today. You can limit this tracking through your browser's cookie settings, or opt out of interest-based advertising through Meta's Ad Preferences, Google Analytics' opt-out browser add-on, Your Online Choices (EU), or the Digital Advertising Alliance (US).
Separately, ICE CRM — our internal team tool — uses a single essential cookie to keep a signed-in team member securely authenticated. That cookie is not used for tracking or advertising, and is not set on our public website.
How we use your information
- To respond to inquiries and follow up on leads about our services.
- To schedule, confirm, and prepare for consultations and meetings.
- To manage our relationship with you throughout the planning process.
- To generate internal summaries of client conversations using AI (Anthropic's Claude), solely to help our team stay organized — never to make decisions about you automatically.
- To send transactional emails related to your inquiry or booking.
- To measure and improve our website and advertising, as described above under Cookies & advertising technologies.
- To maintain the security and proper functioning of our systems.
We do not sell your personal information.
How we share information
We share information only with service providers who help us operate, and only to the extent needed for them to provide that service:
- Meta (Facebook/Instagram) — receiving lead information you submit through a Lead Ads form, and operating the Meta Pixel on our website for ad measurement and, where enabled, retargeting.
- Google — Analytics for our website, and authentication/calendar/email for our team.
- Calendly — scheduling consultations.
- Zoom — hosting video consultations.
- Anthropic — generating internal AI summaries of client notes.
- Resend — delivering transactional emails.
We do not share your information with any other third party except where required by law.
Data security
We use industry-standard safeguards to protect your information, including encrypted (HTTPS) connections between your device and our systems, encrypted session credentials, and access to client data restricted to authorized ICE team members who need it to do their work. No method of transmission or storage is perfectly secure, but we work to protect your information appropriately.
Data retention
We retain client and lead information for as long as needed to respond to your inquiry, deliver our services, and maintain business records afterward. You can request deletion at any time using the contact details below.
Your rights
You may ask us to access, correct, or delete the personal information we hold about you, withdraw any consent you've given, or stop contacting you, at any time by emailing us at the address below. We aim to respond within 30 days.
If you are located in the European Economic Area, the United Kingdom, or a jurisdiction with similar data protection laws, we process your information based on our legitimate interest in operating our business and communicating with prospective clients, or based on your consent where required by local law.
Children's privacy
Our services are intended for adults planning weddings and events. We do not knowingly collect information from children.
Changes to this policy
We may update this policy from time to time. The "Effective" date above reflects the most recent revision — please check back periodically.
Contact us
Questions about this policy, or requests regarding your information, can be sent to hello@ice-luxury.com.