Privacy Policy

1. Who we are

Fire & Ice Sauna operates a sauna and recovery facility and provides digital tools for booking, waivers, memberships, operations, and social media analytics. Our public application is available at https://app.fireiceco.com/.

Contact for privacy questions or data requests: info@fireiceco.com.

2. What information we collect

We collect information that you provide directly, information generated when you use our services, and information we receive from third-party platforms you connect or that process bookings on our behalf.

2.1 Information you provide

• Name, email address, phone number, and date of birth
• Gender/sex (when collected for locker room or facility assignment)
• Waiver signatures and related acknowledgements
• Booking and visit details (date, time, product/pass type, notes)
• Group event or quote request details (group size, preferred times, interests)
• Messages or forms you submit to us (for example giveaways or special event entries)
• Staff account credentials and activity for authorized employees

2.2 Information collected automatically

• Device and browser information (such as user agent and general technical logs)
• IP address and approximate request metadata needed for security and diagnostics
• Usage logs for our application (pages accessed, errors, timestamps)
• Cookies or similar session technologies required to keep you signed in or complete forms

2.3 Information from third parties

• Shopify / e-commerce: order, customer, and product information needed to fulfill passes, memberships, and related purchases
• Wellhub and similar partners: check-in or eligibility data when you use partner access products
• Meta (Facebook / Instagram): when we use our Meta app FireAndIceSauna or Meta APIs for our business accounts, we may receive Instagram/Facebook professional account identifiers, usernames, profile metadata, media/content metadata, engagement metrics, and insights that Meta makes available to authorized business tools (for example followers, reach, plays, saves, likes, comments)
• Other service providers that host email, cloud infrastructure, analytics, or support tools

3. How we process information and why

We process personal information for the following purposes:

• Provide our services: create and manage guest profiles, bookings, memberships, waivers, locker assignments, and facility operations
• Customer support and communications: respond to requests, confirm visits, and send service-related messages
• Safety and compliance: maintain signed waivers, validate identity when required for facility rules, and protect our guests and staff
• Business operations: reporting, staffing, inventory, revenue tracking, and internal administration
• Social media and marketing analytics: for our own brand accounts, measure content performance (including Instagram Reels and related Meta insights), plan outreach, and improve our marketing. This is for Fire & Ice Sauna business use; we do not sell personal data
• Security and integrity: detect abuse, troubleshoot errors, and protect our systems
• Legal obligations: comply with applicable laws, enforce terms, and respond to lawful requests

Where we process Meta platform data through FireAndIceSauna, we use that data only to operate and improve Fire & Ice Sauna’s own social media management and analytics features, consistent with Meta Platform Terms and any permissions granted.

4. How we share information

We may share information with:

• Service providers who host our application, email, payments/e-commerce, or infrastructure (for example cloud hosting and Shopify), under contractual obligations to protect data
• Partners you interact with when you redeem partner access (for example Wellhub), limited to what is needed for that service
• Meta Platforms when you or we use Meta products (for example logging into Instagram/Facebook features or using Meta APIs); Meta processes data under its own policies
• Professional advisors or authorities when required by law or to protect rights, safety, and security

We do not sell your personal information. We do not use Meta user data to build unrelated advertising profiles for third parties.

5. Data retention

We retain personal information for as long as needed to provide services, maintain business records (including waivers and booking history), comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer required, we delete or de-identify it in accordance with our operational practices, subject to backup and legal hold limitations.

6. Security

We use administrative, technical, and organizational measures designed to protect personal information, including access controls for staff systems, encrypted transport (HTTPS), and restricted handling of API credentials. No method of transmission or storage is completely secure; we work to protect data and improve our safeguards over time.

7. How to request deletion of your data

You may request that we delete personal information we hold about you by contacting us at:

info@fireiceco.com

Please include:

• Your full name
• The email address(es) associated with your bookings or account
• A clear request to delete your data

We will verify the request as reasonably necessary and process it within a reasonable time, unless we must retain certain information for legal, safety, fraud-prevention, or legitimate business recordkeeping reasons (for example signed liability waivers we are required to keep). If your request relates to data controlled by Meta or another platform, you may also need to use that platform’s own privacy tools.

Step-by-step deletion instructions (including Meta app data) are published at User Data Deletion Instructions .

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of personal information, or to object to certain processing. To exercise these rights, email info@fireiceco.com. You may also unsubscribe from marketing emails using the link in those messages (service messages related to bookings may still be sent when necessary).

9. Children

Our services are directed to adults and facility guests who meet our age and safety policies. We do not knowingly collect personal information from children in a manner that is prohibited by law. If you believe a child has provided personal information, contact us so we can take appropriate action.

10. Meta / Instagram app (FireAndIceSauna)

Our Meta developer application FireAndIceSauna is used by Fire & Ice Sauna to connect our professional Instagram (and related Meta) business assets for content and insights analytics inside our operations tools.

• Data collected via Meta APIs may include: Instagram user/business IDs, username, profile fields Meta exposes to the app, media identifiers and captions metadata, permalinks, timestamps, and performance insights (for example plays, reach, saves, shares, likes, comments).
• Purpose: operate our internal Social Media hub, sync brand content metrics, and support marketing decisions for Fire & Ice Sauna only.
• Access: limited to authorized staff systems and service infrastructure; tokens and secrets are stored as configuration/secrets, not in public source control.
• Deletion: to request deletion of data obtained through this Meta app, email info@fireiceco.com with subject line “Meta App Data Deletion Request.” We will delete app-stored social metrics and related records we control, subject to legal retention needs.

11. International processing

We may process and store information in the United States or other locations where our service providers operate. If you access our services from another country, your information may be transferred across borders subject to appropriate safeguards and applicable law.

12. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will change when we do. Continued use of our services after an update means you acknowledge the revised policy. For material changes, we may provide additional notice when appropriate.