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Privacy Policy

PRIVACY POLICY

Last updated September 26, 2026

This notice explains how Institute of Academic Excellence, doing business as ICE Academy ('we', 'us' or 'our'), collects, uses, shares and protects your personal data when you visit https://iceacademy.in, get in touch with us, or enrol in one of our courses. It follows India's Digital Personal Data Protection Act, 2023 (the 'DPDP Act', together with the DPDP Rules, 2025 as they come into force) and the Information Technology Act, 2000. Please also read our Terms & Conditions, our Refund & Cancellation Policy and our Cookie Policy, which apply alongside this notice.

1. WHO WE ARE

Institute of Academic Excellence, doing business as ICE Academy, is the 'Data Fiduciary' under the DPDP Act for the personal data described in this notice, meaning we decide why and how it is processed. You can reach us by email at info@iceacademy.in, by phone, or in person at either of our centres: Ballygunge Centre (3rd floor, 227A, Rash Behari Ave, Ballygunge, Kolkata - 700019, +91 98044 12898); Sealdah Centre (2nd floor, 4/3, Mahatma Gandhi Rd, Sealdah, Kolkata - 700009, +91 70449 81821). We are open Monday - Sunday: 10:30 - 19:30.

2. WHAT WE COLLECT

What you give us

  • Contact form. Your name, email address, phone number, the course you're interested in (or 'General enquiry'), and your message.
  • Request a callback. Your name, email address, phone number and message, together with the course whose page you requested a callback from.
  • Enrolling in a course. Your name, email address, phone number and the mode (online or classroom) you choose, so we can create your order and confirm your seat.
  • Newsletter. Your email address only.
  • Calls, WhatsApp, email or a centre visit. If you contact us by phone, our site-wide WhatsApp chat button, email, or in person at a centre, we receive whatever you tell us, such as your name, contact details and the reason for reaching out, and, for WhatsApp, your WhatsApp number and messages.
  • After you enrol. Once you are a student, we may collect further details described in our Terms & Conditions, such as your postal address if study material is couriered to you, your exam category, and login details for any platform or account we give you.

We also run a honeypot field and, on the contact, callback and enrolment forms, Cloudflare Turnstile, to tell a genuine visitor apart from a bot; see 'How we protect it' below and our Cookie Policy.

What we receive about a payment

When you enrol, checkout itself opens in a window run by our payment partner Razorpay, not by us, and it is Razorpay that collects your card, UPI or net-banking details directly. We never receive or store your full card number or its security code. What we do receive from Razorpay, to create your order and confirm your payment, is: the order and payment IDs, the amount and currency, the payment status and method (for example 'card', 'UPI' or 'netbanking'), and, depending on the method you use, your UPI ID or the bank you paid from, a bank or UPI reference number for that payment, and the email address and phone number you entered inside the Razorpay checkout window, which can differ from what you gave us. This is recorded against your enrolment together with the name, email and phone number you gave us.

What we collect automatically

  • Server and hosting logs. Our host, Google Firebase Hosting, automatically logs standard information about each request, such as your IP address, browser type and the pages you visit, for security and to keep the site running. When you enrol, your name, email and phone number are also briefly logged by our order-creation service on Google Cloud in the United States as part of creating your order, then deleted under Google Cloud's default log retention, typically around 30 days.
  • Analytics and advertising. Google Analytics 4, Google Ads and the Meta Pixel, all loaded through Google Tag Manager, and Microsoft Clarity, record how visitors use the site (pages viewed, clicks, scrolling, and, for Clarity, session recordings and heatmaps) and, when you complete an enrolment, the course, price and payment reference, so we can measure and improve the site and our advertising. The Meta Pixel may also send Meta an email address you type on a page, in hashed (scrambled) form, so Meta can match your visit to a Facebook or Instagram account. See our Cookie Policy for the full list.
  • A local purchase marker. After a successful payment, your browser stores a small marker containing your payment reference, purely so the same purchase is not counted twice in our analytics. It stays on your device until you clear site data and is never sent to us.

3. HOW AND WHY WE USE IT

We use your personal data to:

  • answer your enquiries and callback requests;
  • process your enrolment and payment, confirm your seat, and get in touch with your batch and study-material details;
  • send course updates to students who have enrolled, and our newsletter to those who subscribed to it;
  • prevent spam, fraud and abuse of our forms and checkout;
  • measure and improve the website and our advertising campaigns; and
  • meet our legal obligations, for example under tax, accounting and consumer-protection law, or to respond to a lawful request from an authority.

We send marketing messages, such as course updates and offers, only to people who have subscribed to our newsletter, enrolled in a course, or otherwise asked us to keep them informed, and you can opt out of these at any time using the unsubscribe link in any such email or by contacting us. In other situations, the DPDP Act lets us process your personal data without asking for fresh consent each time: when you voluntarily give us your details for a specific purpose, such as an enquiry, a callback request or an enrolment, we use them for that purpose; and where the law requires us to keep or disclose records, for example for tax.

Where we do rely on your consent, for example for the newsletter, you can withdraw it at any time using the contact details in 'Contact us' below, or unsubscribe using the link in any such email. Withdrawing consent does not affect anything we did lawfully before the withdrawal, and it may mean we can no longer send you the communications that depended on it.

5. WHO WE SHARE IT WITH

We do not sell your personal data. We share it only with the service providers who help us run the website and our courses, each acting on our instructions, and with authorities when the law requires it:

  • Google: Firebase Hosting and Cloud Functions (where the site and our order-creation service run) and Cloud Firestore (where your enrolment and payment records are stored), Google Analytics, Google Ads and the Google Maps embed on our Contact page. See Google's privacy policy.
  • Microsoft: Clarity, for session recordings and heatmaps. See the Microsoft Privacy Statement.
  • Cloudflare: Turnstile, to keep spam and bots out of our forms. See Cloudflare's privacy policy.
  • Razorpay: our payment gateway. We share your name, email, phone number and the course you are buying with Razorpay to create your order, and it processes your payment and handles your card, UPI and bank details directly, as described in 'What we collect' above. See Razorpay's privacy policy.
  • Meta: the Meta Pixel on our site sends Meta the pages you visit, some of the buttons you click and, where available, a hashed email address, so we can measure and target our Facebook and Instagram ads (see Meta's privacy policy). And if you message us through the WhatsApp chat button on our site, or we contact you on WhatsApp, Meta processes that message as the platform operator (see WhatsApp's privacy policy).
  • Other service providers. Where relevant to your course, this may include an SMS provider for batch updates, a courier company if study material is posted to you, or the platform we give you access to for online classes.
  • Our technology provider. Enquiries, callback requests, enrolment leads and newsletter sign-ups are forwarded, through an automation our technology provider runs for us, to our lead-management system, so our admissions team can follow up with you.
  • Authorities. Where the law requires it, for example a court order or a lawful request from a government authority, or where necessary to establish, exercise or defend a legal claim.
  • A business transfer. If ICE Academy were ever to merge with, or transfer part of its business to, another organisation, your data may transfer with it, subject to the same protections described in this notice.

6. COOKIES AND SIMILAR TECHNOLOGIES

We and the service providers listed above use cookies and similar technologies, such as browser local storage, for things like keeping our forms and checkout secure, remembering that you have already been counted for a purchase, and measuring how the site is used. Full details of every category we use, who sets it and how to control it are in our separate Cookie Policy.

7. WHERE WE PROCESS IT

ICE Academy is based in Kolkata, India. Your enrolment and payment records are stored in Google Cloud Firestore in Mumbai, India. Your enquiry, callback, enrolment-lead and newsletter details are processed on our technology provider's automation server and then held in our lead-management system. Some of the service providers listed in 'Who we share it with' above, including Google, Meta, Microsoft, Cloudflare and Razorpay, may process data on servers located outside India as part of running their global services; in particular, creating your order briefly passes your name, email and phone number through our order-creation service and its logs on Google Cloud in the United States. The DPDP Act allows such transfers except to a country the Central Government specifically restricts, and we rely on each provider's own security and contractual safeguards for data they process on our behalf.

8. HOW LONG WE KEEP IT

  • Enquiries, callback requests and newsletter data. Until you ask us to delete it, or for up to 2 years after our last contact with you, whichever is earlier.
  • Enrolment and payment records. For as long as Indian tax and accounting law requires us to keep them, currently up to 8 years. An order that is never paid for, such as an abandoned checkout, does not create a tax record; we are reviewing how quickly to delete those.
  • Analytics and advertising data (Google Analytics, Google Ads, the Meta Pixel, Microsoft Clarity) is kept according to each provider's own retention settings, which are typically a matter of months.
  • Server, hosting and order-creation logs are kept for a limited period under Google Cloud's default settings, typically around 30 days, then deleted automatically.

These are the periods we work to today; if you would like specifics for your own data, contact us using the details in 'Contact us' below.

9. HOW WE PROTECT IT

We use reasonable technical and organisational measures to protect your personal data, including encrypting traffic to and from the website (HTTPS), restricting who on our team can access enquiry and order records, and using Cloudflare Turnstile and other checks to keep spam and abuse out of our forms and checkout. Your payment details are handled by Razorpay under their own security standards, not by us. That said, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

10. YOUR RIGHTS

As a Data Principal under the DPDP Act, you have the right to:

  • access a summary of the personal data we hold about you and how we process it;
  • correction and completion of personal data that is inaccurate or incomplete;
  • erasure of personal data we no longer need for the purposes it was collected for, subject to what the law requires us to keep;
  • grievance redressal, meaning a timely response from us to any complaint about how we handle your personal data; and
  • nominate another individual to exercise these rights on your behalf in the event of your death or incapacity.

To exercise any of these rights, email us at info@iceacademy.in or call us on +91 98044 12898 (Ballygunge) or +91 70449 81821 (Sealdah). We acknowledge a request within 48 hours and aim to resolve it within one month. If you are not satisfied with our response, you have the right to complain to the Data Protection Board of India through its online complaint portal.

11. CHILDREN

If you are under 18, a parent or guardian must complete your enrolment and consent, on your behalf, to the processing of your personal data as described in this notice, consistent with our Terms & Conditions. We do not knowingly collect personal data directly from a child without that consent, and we do not knowingly use analytics or advertising to monitor or target children with behavioural tracking or targeted advertising.

12. CALLS, WHATSAPP, SMS AND EMAIL

We may contact you by phone call, WhatsApp, SMS or email about an enquiry or callback request you made, or about a course you have enrolled in, including batch details, schedule changes and payment confirmations. You can opt out of our newsletter and marketing messages at any time, using the unsubscribe link in an email or by contacting us; service messages about a confirmed enrolment, such as your batch details, are not marketing and continue regardless, since they are how we deliver the course you paid for.

13. CHANGES TO THIS NOTICE

We may update this notice from time to time, for example to reflect a change in our tools, our payment provider or the law. The 'Last updated' date at the top of this page shows when it was last revised. If a change affects how we use personal data you have already given us on the basis of your consent, we will let you know and, where the law requires it, ask for your consent again.

14. CONTACT US

If you have questions about this notice or how we handle your personal data, please email us at info@iceacademy.in, call us on +91 98044 12898 (Ballygunge) or +91 70449 81821 (Sealdah), or write to us or visit us at one of our centres: Ballygunge Centre (3rd floor, 227A, Rash Behari Ave, Ballygunge, Kolkata - 700019); Sealdah Centre (2nd floor, 4/3, Mahatma Gandhi Rd, Sealdah, Kolkata - 700009). We are open Monday - Sunday: 10:30 - 19:30.