Privacy Policy

MyIceGuide ("we", "us", or "our") operates the MyIceGuide platform at myiceguide.com, a secure digital vault and collaboration platform that helps vault owners in the Netherlands and Belgium store important life and estate information, manage trusted contacts, and work with approved professionals and organizations.

MyIceGuide is not a password manager, financial service, or provider of legal advice. We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Dutch and Belgian data protection laws.

Data controller: Anchor Labs, Van Wesembekestraat 113, 3132 XW Vlaardingen, Nederland. KvK: 92264514. VAT: NL004946495B59. Contact: support@myiceguide.com, tel. 085-0607073.

When you create and use a MyIceGuide account, we may collect and process:

We do not intentionally collect full payment card numbers. Payment processing, when enabled, is handled by our payment provider according to their own privacy policy.

• Account information: email address, securely hashed password, subscription and billing status, language preference, and registration consent timestamps.
• Verification and recovery data: email verification tokens, password reset tokens, two-factor authentication settings, and one-time recovery codes.
• Vault content: titles, categories, descriptions, and version history for items you store in your encrypted vault.
• Digital Account Vault entries: account URLs, usernames, passwords, recovery codes, and access instructions you choose to store.
• Estate Toolkit data: structured estate planning fields and metadata for documents you register.
• Estate documents: uploaded files stored in encrypted form on our servers, plus filenames, types, and upload metadata.
• Trusted contact details: names, email addresses, optional phone numbers, invitation status, and portal access activity.
• Released vault access: tokens and access events when a vault is released to trusted contacts after verification or Dead Man's Switch.
• Dead Man's Switch data: inactivity settings, countdown timestamps, check-in activity, second-contact confirmation status, and release events.
• Security data: login events, active session records, audit logs, vault health scores, lifecycle reminder preferences, and suspicious-activity signals.
• Feedback and surveys: feedback submissions, feature requests, bug reports, optional screenshots, Net Promoter Score (NPS) responses, and administrator replies.
• Monitoring and operations: operational logs, webhook processing records, cron execution metadata, and service health events (without vault content).
• Technical data: session cookies, server logs, IP addresses, and user-agent strings needed to operate and secure the service.
• Professional profile data: name, professional title, email, onboarding status, security settings, and professional account activity.
• Professional organization data: organization name, membership, roles, team assignments, and internal collaboration records.
• KVK verification data: KVK numbers, registered business names, addresses, and verification status submitted or retrieved for organization identity checks.
• Collaboration data: client invitations, professional invitations, approved access permissions, document requests, uploaded documents, secure messages, client dossiers, tasks, notes, and workflows visible within granted access.
• Activity and timeline data: events related to vault use, professional collaboration, organization actions, and security-relevant access changes.

We use your personal data to:

We do not sell your personal data. We do not use your vault content for advertising profiling.

• Create and manage your account.
• Send verification emails and essential service communications.
• Provide encrypted storage of your vault content and trusted contact records.
• Authenticate your session and protect your account from unauthorized access.
• Process your subscription and provide customer support.
• Process feedback, feature requests, bug reports, and satisfaction surveys.
• Operate Dead Man's Switch, trusted contact, and vault release workflows.
• Maintain security, prevent abuse, and improve reliability of the platform.
• Comply with legal obligations.
• Enable permission-based collaboration between vault owners, professionals, and organizations.
• Process client and professional invitations, document requests, uploads, and secure messaging.
• Verify organization identity through KVK or manual review.
• Maintain audit records of access changes, collaboration activity, and security events.

When you register, we send a verification link to your email address. The link contains a unique token that expires after 24 hours. We store the token temporarily to validate your email before activating your account.

Once verification is complete, the token is deleted. If verification fails or the link expires, you can request a new verification email from the resend verification page.

Vault item descriptions and sensitive guidance content are stored in encrypted form on our servers. Encryption helps protect your information if storage systems are accessed without authorization.

You are responsible for the accuracy and appropriateness of the information you store. MyIceGuide does not verify the correctness of vault entries and does not provide legal, financial, or emergency-response advice based on stored content.

When you store Digital Account entries, we process account URLs, usernames, passwords, recovery codes, and access instructions that you enter.

Purpose: to encrypt, store, and display this information for you, and for trusted contacts when your vault is released according to your settings. Legal basis: performance of a contract. Retention: until you delete the entry, delete your account, or your approved deletion request is completed.

The Estate Toolkit stores structured estate planning information. Uploaded estate documents are stored in encrypted form on our servers.

Purpose: to help you organize estate-related information and make it available to trusted contacts when your vault is released. Legal basis: performance of a contract. Retention: until you delete the document or registry data, delete your account, or your approved deletion request is completed.

You may add trusted contacts, send invitations, and configure how they may request or receive access to your vault. When a vault is released, trusted contacts may receive access links and view released content according to our processes.

You must only add contact details for individuals who have given you permission. Purpose: to operate trusted contact and emergency access features. Legal basis: performance of a contract and, where required, consent from the contact person. Retention: until you remove the contact, delete your account, or your approved deletion request is completed; access logs may be retained longer for security and dispute resolution.

Trusted contact features are described further in our Terms of Service.

If you enable Dead Man's Switch, we process inactivity settings, countdown timestamps, check-in activity, second-contact verification, and release events.

Purpose: to detect prolonged inactivity and initiate your pre-configured release workflow. Legal basis: performance of a contract. Retention: until you disable the feature, delete your account, or your approved deletion request is completed; release-related audit records may be retained for security and legal purposes.

MyIceGuide supports professional users who work with vault owners only with explicit approval. Professionals and organizations only receive access after explicit approval by the vault owner. The vault owner remains in control of who may access their information.

When you use MyIceGuide as a professional, accept a professional invitation, or collaborate with a professional as a vault owner, we may process:

• Professional profile and account data.
• Invitations sent or received between vault owners and professionals.
• Access permissions granted, changed, or revoked by the vault owner.
• Client dossiers, timeline entries, and activity visible within approved access.
• Document requests, uploaded documents, and related status information.
• Secure messages exchanged between vault owners and professionals.

Purpose: to provide permission-based professional collaboration. Legal basis: performance of a contract and, where required, consent from the vault owner. Retention: until access is revoked, the related content is deleted, your account is removed, or as described in the Data retention section.

Organizations such as notary offices, funeral organizations, and advisory practices may register on MyIceGuide. Organization verification may use KVK register data or manual review to confirm organization identity.

KVK data may be used to verify organizations. Verification confirms organization identity only — it does not grant access to any client vault. Organizations do not gain automatic access to vault data.

We may process organization membership, roles, verification requests, verification outcomes, internal notes, tasks, assignments, and organization audit records.

Purpose: to operate organization accounts, confirm identity, and support internal team collaboration. Legal basis: performance of a contract and legitimate interests in preventing impersonation and abuse. Retention: until the organization account or related records are deleted, or as described in the Data retention section.

Vault owners may invite professionals, accept professional invitations, send or receive document requests, upload documents, exchange messages, and manage client dossiers according to the permissions they approve.

Access can be revoked at any time by the vault owner. We record access changes and relevant collaboration activity for security, support, and dispute resolution.

We act as data controller for account and platform data described in this policy. Service providers that help us host, email, bill, or analyze the service act as processors where required by GDPR.

We record login events, active sessions, security settings (such as two-factor authentication), audit logs, vault health scores, lifecycle reminder preferences, and signals of suspicious activity.

Purpose: to authenticate you, protect your account, detect abuse, and provide security visibility in Trust Center. Legal basis: performance of a contract and legitimate interests in platform security. Retention: session records typically expire after seven days or when revoked; login and audit logs are generally retained up to 24 months unless a longer period is required for security investigations or legal obligations.

You may submit feedback, feature requests, bug reports, optional screenshots, and Net Promoter Score (NPS) responses. Authorized administrators may review submissions and send one-way replies for product improvement and customer support.

Purpose: to improve MyIceGuide and respond to your reports. Legal basis: legitimate interests in product development and customer support, and performance of a contract where feedback relates to your account. Retention: typically until your account is deleted or up to 24 months after submission, whichever is earlier, unless retention is required to resolve an ongoing support matter.

We maintain operational logs for hosting, webhook processing (for example Stripe billing events), scheduled job execution, email delivery, and internal monitoring. These logs do not include decrypted vault content.

Purpose: to operate, secure, and troubleshoot the service. Legal basis: legitimate interests and legal obligation where applicable. Retention: generally up to 12 months unless needed longer for incident investigation or legal compliance.

MyIceGuide uses essential cookies for secure account access, login sessions, trusted contact portal sessions, and platform security. These cookies are necessary for the service to function and are not used for third-party advertising.

With your consent, we use Google Analytics 4 (GA4) to understand how the website and app are used — for example page views and key steps such as registration or subscription checkout. GA4 cookies are only placed after you enable analytics in the cookie banner or on our Cookie Settings page (/cookie-settings). We use Google Consent Mode v2: analytics storage remains denied until you grant consent. Analytics is disabled until you grant consent.

We do not use marketing or advertising cookies. You can review, enable, or withdraw analytics consent at any time in Cookie Settings. Withdrawing consent stops GA4 from loading on future page views.

You can manage or delete cookies through your browser settings. Removing essential cookies may log you out or prevent secure access to your account.

For a full list of cookies, categories, and retention periods, see our Cookie Policy.

Depending on the activity, we rely on one or more of the following legal bases:

• Performance of a contract — to provide the service you subscribe to, including vault storage, trusted contacts, professional collaboration, billing, and account features.
• Legitimate interests — to secure the platform, prevent fraud, improve reliability, and analyze aggregated service usage, balanced against your rights.
• Legal obligation — where we must retain or disclose data under applicable law.
• Consent — where required, for example analytics cookies (Google Analytics 4), and where you accept the Terms of Service and Privacy Policy at registration.

We retain personal data only as long as necessary for the purposes described in this policy:

When you request account deletion in Privacy Center, we create a deletion request for administrator review. After approval, an administrator executes permanent account destruction from the admin panel. Deletion request records may be retained as proof of processing.

Verification and password-reset tokens are deleted after use or expiry. Session records typically expire after seven days or when revoked.

• Accounts and subscription records — while your account is active and for a reasonable period after cancellation for billing, tax, and dispute resolution.
• Vault items, digital account entries, and estate toolkit data — until you delete them or your account is removed.
• Estate document files — until you delete the document or your account is removed.
• Death certificates submitted for access requests — encrypted at rest; retained for the duration of the review and release process, then deleted when your account is destroyed or according to legal requirements.
• Audit logs and login history — generally up to 24 months for security monitoring.
• Feedback, screenshots, and NPS responses — typically until account deletion or up to 24 months after submission.
• Monitoring and operational logs — generally up to 12 months.
• Deletion requests — retained as proof of GDPR processing, typically up to 24 months after completion.
• Professional invitations and access permissions — until revoked, deleted, or your account is removed.
• Document requests, uploaded collaboration documents, and secure messages — until deleted by an authorized user, access ends, or your account is removed.
• Organization notes, tasks, and workflows — until deleted or the related organization access ends.
• Professional and organization audit events — generally up to 24 months for security monitoring, unless a longer period is required for investigations or legal obligations.

We may share personal data with trusted service providers who help us operate MyIceGuide, such as:

These providers process data only on our instructions and under appropriate data processing agreements where required by GDPR.

Google Analytics 4 (Google Ireland Limited / Google LLC) processes usage data only after you grant analytics consent via the cookie banner or Cookie Settings. GA4 uses cookies such as _ga and _ga_* and receives a measurement ID configured for our property. You can disable analytics at any time in Cookie Settings.

We may also disclose data if required by law, court order, or to protect the rights, safety, and security of users and the public.

• Cloud hosting and database providers.
• Email delivery providers (for verification, service, and notification emails).
• Payment processors (Stripe) when billing is enabled.
• Google Analytics 4 — website analytics (consent-based only).

Our infrastructure and subprocessors may be located within or outside the European Economic Area (EEA). Where data is transferred outside the EEA, we implement appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms as required by GDPR.

If you are in the EU/EEA, including the Netherlands and Belgium, you have the following rights regarding your personal data:

To exercise these rights, use Privacy Center in your account or contact support@myiceguide.com. We aim to respond within one month, as required by GDPR.

• Access — request a copy of the personal data we hold about you (also available via Export in your account).
• Correction — request correction of inaccurate or incomplete data.
• Deletion — request deletion of your data from Privacy Center in Trust & Compliance; an administrator will review your request before permanent removal.
• Restriction — request limited processing in certain circumstances.
• Portability — receive your data in a structured, commonly used format where applicable.
• Objection — object to processing based on legitimate interests.
• Withdraw consent — where processing is based on consent, withdraw it at any time (for example analytics cookies in Cookie Settings).

We apply technical and organizational measures designed to protect personal data, including encryption of vault content, estate documents, and feedback screenshots, hashed passwords, secure session handling, and access controls. No online service can guarantee absolute security; please use a strong, unique password and keep your login credentials confidential.

MyIceGuide is intended for adults. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us so we can take appropriate action.

We may update this Privacy Policy as MyIceGuide evolves. We will post the updated version on this page and adjust the "Last updated" date and version number. Where changes materially affect your rights, we will provide additional notice as required by law.

For privacy questions or requests, email support@myiceguide.com or visit our contact page.