Privacy notice

Who is responsible

Ice to Fire is an independent expedition and media project in its foundation phase. The legal entity that will operate the expedition is being established; until that is complete, enquiries are handled by the project desk at hq@icetofire.live.

This notice will be updated with the registered entity, its address and, where required, a data protection contact once incorporation is finalised.

What we collect

• Convoy applications: your name, contact details, country, nationality, languages, licence and driving experience, and your vehicle's technical details.
• Partnership enquiries: your name, company, position, work email, headquarters country, category of interest, indicative budget range and your message.
• Crew applications: your name, email, application category, portfolio link and the experience you describe.
• Newsletter and live alerts: your email address, your consent record and, where you registered interest in a country, that country.
• Technical data needed to serve the site securely, such as the page a submission came from.

What we do not collect on public forms

We do not collect medical details, emergency contact details, passport scans, payment details or identity documents through public forms on this website. If an application progresses, that information is requested separately through a private channel and only when it is genuinely needed for safety.

Why we use it

• To assess and answer your application or enquiry.
• To carry out screening for convoy participation, including documents, insurance and vehicle suitability.
• To send the updates you asked for, until you unsubscribe.
• To keep an internal record of decisions, so applicants receive consistent answers.

Legal basis and consent

Where you send an application or enquiry, we process your information to respond to your request and to pursue the legitimate interest of running a safe expedition. Newsletter and alert emails are sent on the basis of the consent you give when you sign up, and you can withdraw it at any time.

Storage, access and retention

Submissions are stored in a secured database with access restricted to the project desk. Access is limited to named reviewers, and every status change is recorded with a timestamp.

We keep applications for as long as the selection process for the relevant stage is open, and no longer than three years after the expedition ends, unless you ask us to delete them sooner.

Sharing

We do not sell your information. We share it only with the people who need it to answer you: the project desk, the relevant country coordinator, and technical providers who host the site and database under contract. Where an activation involves a partner, we ask for your agreement before sharing anything that identifies you.

Your rights

• Ask what we hold about you and receive a copy.
• Ask us to correct anything inaccurate.
• Ask us to delete your data, unless we must keep it for legal reasons.
• Withdraw consent for marketing emails at any time.
• Object to processing or ask us to restrict it.

How to contact us

Write to hq@icetofire.live with the subject line 'Privacy request' and the email address you used. We aim to answer every request, and we will confirm what action we have taken.