Privacy Policy

IceQuake Studios (“we”, “our”, “us”) operates icequakestudios.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of our site.

1. Introduction

IceQuake Studios is a Texas-based managed production support company. We are committed to protecting your personal information and your right to privacy. This policy applies to all information collected through our website, contact forms, network applications, and any related services.

2. Information We Collect

Information you provide directly:

• Full name, email address, and phone number
• City or market location
• Website URL and Instagram handle
• Professional information submitted via our network application (roles, experience, specialties, equipment you own, availability, transportation, FAA Part 107 status for drone operators, bio)
• Portfolio links submitted during network applications, which we check against known unsafe-site lists before a person reviews them
• How you heard about us, and the name of anyone who referred you, so referral rewards can be credited
• The phone number you give us for an interview call, and the interview time you choose
• Messages and project details submitted via our contact and inquiry forms (project type, dates, location, scope)
• Client contact details on a booking, and the partner assigned to it
• Files uploaded as deliverables for a booking, by a Network Partner or by us on their behalf, and the notes recorded with them
• Signatures and signing details on agreements sent for e-signature (name, email, IP address, time signed)
• Professional Membership billing details, handled by Stripe; we never see or store full card numbers

Business contact information we research:

Separately from the information above, we build lists of businesses and production professionals we think our services may suit, and we contact them once to introduce ourselves. These are business contact details (name, business email address, company, job title, city, and business website), gathered from public sources and from our data enrichment provider, Clay. We do not build these lists from our website forms, and being on one does not mean you have an account, an application, or any relationship with us.

Every such email says why you are receiving it, carries our postal address, and includes a one-click link that removes you permanently. If you use it, we stop contacting you and keep only the record of your address needed to make sure we never contact you again. You can also ask us to remove you at any time using the contact details at the end of this policy.

Information collected automatically:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent, and referring URLs
• Device type and screen resolution
• Sign-in attempts to the partner portal, including failed ones, with the address used, IP address and time
• Each download of a deliverable through a link we issue: the file, time, IP address and browser, kept as our record that the work was delivered

Cookies and tracking technologies:

We use cookies and similar tracking technologies to enhance your experience. See our Cookie Policy for full details.

3. How We Use Your Information

• To respond to inquiries and contact form submissions
• To process and evaluate network applications from crew and vendors, including scheduling and reminding you about interviews
• To recommend which approved Network Partners fit a booking (role, city, verified capabilities, rating and tenure); a person confirms every assignment, nothing is assigned automatically
• To send booking confirmations and production support updates
• To send agreements for electronic signature and keep the signed copies
• To store deliverables and give clients a secure link to download them
• To administer Professional Membership billing and referral rewards
• To protect the platform: verifying email addresses at sign-up, screening forms for automated abuse, and detecting account sharing or unauthorized access
• To send promotional emails (only with your explicit consent)
• To improve our website, services, and user experience
• To analyze website traffic and usage patterns
• To comply with applicable legal obligations
• To detect, prevent, and address technical issues or fraud

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties for their marketing purposes. We may share your information only in the following circumstances:

• Service providers: Resend (email delivery), Neon (database storage), Cloudflare (hosting, security, bot screening on our forms, and file storage for deliverables and documents), SignWell (electronic signature of agreements), Stripe (Professional Membership payments), Calendly (booking and scheduling), Google Analytics (site traffic analysis), Clay (business contact data enrichment for the outreach lists described in section 2). Each processes information only to provide its service to us.
• Email delivery and engagement tracking: emails we send include a small tracking image, and links in them are routed through Resend, so we can tell whether an email was delivered, bounced, opened or clicked, and when. We use this to confirm that important messages (application decisions, agreements, interview details) reached you and to stop sending to addresses that reject our mail. Opens are recorded as indicative only, since some mail clients load images automatically. Resend processes the related IP address and browser details on our behalf and does not use them for its own purposes.
• Legal requirements: We may disclose your information if required by law, court order, or governmental authority
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred
• With your consent: We may share your information for any other purpose with your explicit consent

5. Data Retention

• Contact form submissions: Retained for 2 years from date of submission
• Partner Network applications: Retained for 3 years from date of application
• Lead captures and email subscribers: Retained until you unsubscribe or request deletion
• Booking records: Retained for 5 years for business and tax purposes
• Deliverables: Retained until the client or the Network Partner who owns the booking asks us to delete them, as set out in the Platform Infrastructure & Professional Membership Addendum; we will give advance notice before introducing any retention limit
• Download and delivery records: Retained with the booking record as our record that the work was delivered
• Signed agreements: Retained for the life of the relationship and for 5 years after it ends
• Email delivery records: Retained with the message they relate to, for the same period as that record

After the applicable retention period, we will securely delete or anonymize your personal information. A Partner Network application that does not proceed (an unsigned agreement or a missed interview after our final notice) is deleted earlier than the period above, after the applicant is told.

6. Your Rights

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

• Right to access: Request a copy of the personal information we hold about you
• Right to correct: Request correction of inaccurate or incomplete information
• Right to delete: Request deletion of your personal information, subject to legal obligations
• Right to opt out: Unsubscribe from marketing emails at any time via the unsubscribe link or by contacting us
• Right to portability: Request your data in a structured, machine-readable format

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

7. Cookies

• Essential cookies: Required for core website functionality including security and session management
• Analytics cookies: Help us understand how visitors interact with our website so we can improve it
• Preference cookies: Remember your settings, such as whether you have dismissed the lead popup

You can disable cookies in your browser settings at any time. Note that disabling essential cookies may affect website functionality. For full details, see our Cookie Policy.

8. Third-Party Links

Our website may contain links to third-party websites including Instagram, Calendly, and others. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policy of every website you visit.

9. Children's Privacy

Our services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately and we will take steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the “Last updated” date. For material changes, we will also send an email notification to affected users where feasible. Your continued use of our services after any changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us: