Privacy Policy

About Ice Cold Case

Ice Cold Case is a virtual case specialist company headquartered at 407 N Ardmore Ave, Unit 203, Los Angeles, CA 90004. We provide virtual case assistants, legal researchers, and investigation coordinators to attorneys, law firms, and businesses across the United States.

This Privacy Policy describes how we collect, use, and protect personal information of our clients, prospects, employees, and website visitors.

Information We Collect

• Contact Information — Name, email, phone number, company name, and job title.
• Service Inquiry Data — Information you provide when requesting a consultation or plan quote.
• Billing Information — Payment data processed securely by PCI-DSS compliant partners.
• Technical Data — IP address, browser type, device information, and pages visited.
• Communication Records — Emails, support tickets, and interactions with our team.
• SMS Consent — If you opt in to receive text message communications from us.

How We Use Your Information

• Respond to service inquiries and match you with the right specialist.
• Process subscriptions, invoices, and service agreements.
• Send account updates, onboarding materials, and service communications.
• Send promotional emails and newsletters (with your consent).
• Improve our platform, matching process, and client experience.
• Comply with applicable legal obligations.
• Prevent fraud and ensure secure business operations.

Sharing Your Information

Ice Cold Case does not sell personal information. We share data only as follows:

• Matched Specialists — With the virtual professional assigned to your account under confidentiality agreements.
• Service Providers — CRM, billing, and email platforms under data processing agreements.
• Legal Authorities — When required by law, court order, or government authority.
• Business Transfers — In connection with a merger, acquisition, or sale of assets.

Cookies & Tracking

• Essential Cookies — Required for site functionality. Cannot be disabled.
• Analytical Cookies — Track usage patterns to improve our site (e.g., Google Analytics).
• Marketing Cookies — Serve relevant ads. Enabled only with your consent.

Data Retention

• Client records: duration of engagement plus 5 years per business obligations.
• Billing records: 7 years per IRS requirements.
• Analytics data: 26 months.
• SMS consent: duration plus 4 years.
• Marketing opt-ins: until revoked or 3 years.

Your Privacy Rights

• Access — Request a copy of your personal data.
• Correction — Request corrections to inaccurate information.
• Deletion — Request deletion, subject to legal retention requirements.
• Opt-Out of Marketing — Unsubscribe from emails or SMS at any time.
• Do Not Sell — We do not sell personal information; no opt-out required.
• CCPA Rights — California residents have additional rights under the California Consumer Privacy Act.
• CalOPPA — We honor Do Not Track signals where technically feasible.

Data Security

• SSL/TLS encryption across all pages and intake forms.
• PCI-DSS compliant payment processing partners.
• Role-based access controls limiting data to authorized personnel.
• NDAs and confidentiality agreements for all specialists and staff.
• Incident response plan with timely notification procedures.

Third-Party Links

Our site may link to third-party platforms including payment processors, scheduling tools, and legal databases. We are not responsible for the privacy practices of those sites. We recommend reviewing each site's privacy policy before providing personal information.

Changes to This Policy

We may update this Policy periodically. Registered clients will be notified by email at least 15 days before material changes take effect. The updated date above will reflect the most recent revision. Continued use of our services constitutes acceptance.

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