Security & Encryption

ICEMAN holds the operating record of a rental business — what you own, where it is, who has it, what it bills and what it earns. This page describes, in plain terms, how that record is protected.

It is a description of our current practices, not a contractual warranty. Contractual commitments are in the Terms of Service. If you need this information on letterhead for a procurement review, write to info@theiceman.in.

• The Service runs on Amazon Web Services in the Asia Pacific (Mumbai) region, ap-south-1. Customer data is stored and processed in India.
• Databases run in private subnets with no direct route from the public internet. Only load balancers are internet-facing.
• Infrastructure access is restricted to named engineers, over authenticated sessions, with multi-factor authentication required.
• Environments are separated: development and staging never contain live customer data.

Most breaches of an operational system are not intrusions — they are someone internal seeing what they should not. ICEMAN is built around that.

• Seventy-nine permission toggles across roles such as warehouse helper, project manager, accountant and director.
• Masked financials — crew and warehouse logins can complete a dispatch or a return without ever seeing rates, margins or client billing.
• Audit logs on deletions and on sensitive changes, recording who, what and when.
• Multi-branch separation, so a branch sees its own warehouse and transfers rather than the whole company.
• Single sign-on (SSO) supported for customers who run a central identity provider.
• Session pins for pairing handheld and gate readers, scoped to a session rather than a permanent device credential.

• Automated daily encrypted backups, retained on a rolling 35-day window.
• Point-in-time recovery for the primary database.
• Restores are tested periodically; a restore is not treated as working until it has been exercised.
• Recovery targets: RPO 24 hours, RTO 8 hours for a full region-level failure. In practice most incidents are resolved well inside that.

Warehouses lose connectivity, usually at the worst moment. Handheld and gate applications cache reads locally and continue scanning through an outage, then synchronise when the connection returns. Cached data on the device is held in application-private storage.

Because that cache lives on the device until it syncs, a device that is lost, wiped or uninstalled before syncing can lose unsynced reads. Sync as soon as connectivity allows, and do not uninstall the app with unsynced scans pending.

• Changes go through code review before release.
• Dependencies are monitored for known vulnerabilities and patched on a risk-ranked basis.
• Input is validated and output encoded; queries are parameterised against injection.
• Anti-CSRF tokens on state-changing requests; strictly necessary cookies only.
• Rate limiting and lockout on authentication endpoints.
• Administrative access to production requires multi-factor authentication and is logged.

We use a small number of third parties to run the Service. Each is bound by contract to process data only on our instructions and to protect it.

Where you pay by direct bank transfer instead of through Razorpay, your bank and ours act as independent controllers of that transaction under banking regulation — they are not our sub-processors, and we never see or store your account credentials.

We will give notice before adding a sub-processor that materially changes how customer data is handled.

You can export your inventory, customers, orders, invoices and scan history in CSV and Excel format from inside the product at any time, without raising a support ticket and without charge. Retention and deletion after termination are covered in the Terms.

We maintain a documented incident process: detect, contain, assess, notify, remediate, review.

If a personal data breach occurs, we will notify the Data Protection Board of India and every affected person in the manner and within the timelines required by the DPDP Act, 2023 and the rules under it. Affected customer administrators are notified directly with what we know, what we have done, and what they should do.

After any significant incident we complete a written review and share the relevant findings with affected customers.

Security is shared. We secure the platform; you control who inside your company can see what.

• Give each person their own login. Shared logins destroy the audit trail.
• Review roles when people join, change job or leave — particularly seasonal crew.
• Use the masked-financials roles for warehouse and crew accounts rather than granting broad access for convenience.
• Keep handhelds and phones locked with a device passcode.
• Tell us immediately at info@theiceman.in if you suspect an account is compromised.