At icyvibes, dessert should be the only thing on your mind — not what happens to your personal information. This Privacy Policy explains, in plain language, what we collect, why we collect it, who we share it with, and the rights you have over it. We've written it to line up with Quebec's Act respecting the protection of personal information in the private sector (commonly called Law 25) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).
1. Introduction & our role
icyvibes is a crèmerie & chocolaterie brand operated by ICYVIBES GROUP INC. ("icyvibes," "we," "us," or "our"), a company based in the Province of Quebec, Canada. ICYVIBES GROUP INC. is the organization responsible for the personal information collected through everything we run.
This policy covers your personal information wherever it touches icyvibes, including:
- Our two physical stores in Dollard-des-Ormeaux and Sainte-Anne-de-Bellevue (dine-in and takeout purchases);
- Our website at icyvibes.ca (menu browsing, contact and booking forms, gift-card information, newsletter signup);
- Our mobile app for iOS and Android, which is the home of the Vibes Club loyalty program;
- Online ordering, currently powered by our third-party provider Mealsy (onlineordering.mealsy.ca) and transitioning to Silverware POS in the future;
- Third-party delivery marketplaces — DoorDash, Uber Eats, and SkipTheDishes;
- Gift cards, events & catering bookings, made-to-order items, careers and franchising enquiries, and our Softy merchandise and free coloring pages.
By using our website, app, or online ordering, or by taking part in the Vibes Club, you're agreeing to the practices described here. If you don't agree, please don't use those services — though of course you're always welcome to visit us in store.
2. Person in charge of privacy (our Privacy Officer)
Law 25 requires every organization to name a person responsible for protecting personal information. At icyvibes, that role is our Privacy Officer. The Privacy Officer oversees how we handle your information, answers your questions, and processes your requests to access or correct your data.
You can reach our Privacy Officer at privacy@icyvibes.ca, by phone at 514-500-9797, or by mail at the address in the "Contact us" section at the bottom of this page.
3. What personal information we collect
The information we collect depends on how you interact with us. Here's the full picture:
Vibes Club account
- Your name and email address;
- Your birthday (month and day only) so we can send you a free birthday treat;
- Your points balance and transaction history (visits, points earned, and rewards redeemed).
Order & purchase information
- What you ordered, along with the date, time, and store or channel — whether in store, online through Mealsy (later Silverware), or via a delivery marketplace;
- Details needed to fulfil made-to-order items (custom ice-cream cakes, macarons, sharing platters, coated strawberries, knafeh, and the like), which require 1–2 days' notice;
- We do not store your full credit or debit card number. Payments are handled by our payment processors and the ordering or delivery platform you use; we only receive confirmation and limited transaction details.
Forms you submit
- Careers: your name, contact details, and the information in your CV/resume and any cover message;
- Events & catering: your name, contact details, and event details;
- Franchising: your name, contact details, and background or business information you choose to share;
- Contact and gift-card enquiries: your name, email, and the content of your message.
Newsletter signup
- Your email address and, optionally, your first name.
Device, usage & location data
- Device and usage data and app diagnostics (device type, operating system, app version, crash logs, and general activity that helps us keep things working);
- Approximate location when you use the store finder to see which location is nearest — you can decline location access and still use the app;
- Cookies and analytics data collected through our website and app (see Section 8).
Wallet pass data
- When you add your Vibes Club card to Apple Wallet or Google Wallet, limited pass data (such as your membership identifier and points balance) is used to create and update the pass on your device.
Please only send us the information we actually need. We ask that you don't include sensitive details (such as health, financial, or government ID information) in free-text fields or resumes unless we specifically request them.
4. How we collect it
We collect personal information in three main ways:
- Directly from you — when you create a Vibes Club account, place an order, fill out a form, sign up for the newsletter, buy a gift card, or contact us;
- Automatically — through our website and app as you use them, using cookies, analytics tools, and app diagnostics;
- From our service providers and partners — such as our online-ordering provider and the delivery marketplaces, which pass us the order and contact details needed to prepare and hand off your order.
5. Why we use it (our purposes)
We use your personal information only for clear, legitimate purposes:
- To run the Vibes Club — create your account, sign you in with a one-time code, track points, apply rewards (redeem 500 points for $5 off), and send your free birthday treat;
- To take, prepare, fulfil, and deliver your orders, including made-to-order and catering items;
- To respond to your careers, events, franchise, gift-card, and contact enquiries;
- To keep our services secure and prevent fraud, abuse, and misuse of rewards;
- To understand what our customers love and improve our products, menu, website, and app;
- To send you marketing emails and newsletters where you've consented, and to personalize offers based on your activity;
- To meet our legal, accounting, and regulatory obligations.
We won't use your information for a new purpose that's unrelated to the ones above without letting you know and, where required, getting your consent.
6. Consent — how we get it and how you can withdraw it
In most cases we rely on your consent to collect and use your personal information, and we make sure that consent is clear and appropriate to how sensitive the information is. Depending on the situation, consent may be:
- Express — for example, when you tick a box to join the newsletter or opt in to marketing;
- Implied — for example, when you place an order and we use your details to prepare and fulfil it.
You can withdraw your consent at any time, subject to legal and contractual limits (for instance, we still need certain records to complete a transaction you've already started). To withdraw consent:
- Marketing emails: click "unsubscribe" at the bottom of any marketing email, or email privacy@icyvibes.ca;
- Vibes Club: ask us to close your account by contacting our Privacy Officer;
- App permissions: turn off location or notifications in your device settings at any time.
Withdrawing consent may mean we can no longer provide certain features (for example, we can't award loyalty points without an active Vibes Club account).
7. Sharing & disclosure
We do not sell your personal information. We share it only with service providers who help us operate, and only for the purposes described in this policy. These providers are required to protect your information and use it only on our instructions. The main categories are:
| Service provider / partner | What they help us do |
| Google Firebase | Account authentication, database, hosting, and cloud functions for the app and website |
| Resend | Sending transactional and marketing emails, including your one-time sign-in codes |
| Mealsy (later Silverware) | Online ordering, and gift cards as they launch online |
| DoorDash, Uber Eats, SkipTheDishes | Order intake, payment, and delivery on their marketplaces |
| Apple & Google | Wallet passes for your loyalty card, and app distribution through their app stores |
| Analytics providers | Understanding website and app usage so we can improve |
We may also disclose personal information when the law requires it (for example, to comply with a court order or a valid request from an authority), to protect our rights, safety, and property, or in connection with a business transaction such as a reorganization, financing, or sale of all or part of our business — in which case we'll require the recipient to protect your information consistently with this policy.
Transfers outside Quebec and Canada. Some of our service providers (such as Google, Apple, Resend, and the delivery marketplaces) may store or process your information in other provinces or countries, including the United States. Before entrusting your information to a provider outside Quebec, we assess the protection it will receive and put appropriate contractual and security measures in place, as required by Law 25. This means your information may be subject to the laws of those jurisdictions.
8. Cookies & analytics
Our website and app use cookies and similar technologies to keep you signed in, remember your preferences, understand how our services are used, and improve them. Cookies are small files stored on your device; some are essential for the site to work, while others are used for analytics.
You can control or delete cookies through your browser settings, and you can limit certain analytics through your device settings. Blocking essential cookies may affect how parts of the site work. Where required, we'll ask for your consent to non-essential cookies and analytics.
9. Retention
We keep your personal information only for as long as we need it to fulfil the purposes described in this policy, or as long as the law requires us to. As a general rule:
- Vibes Club accounts are kept while your account is active, and for a reasonable period afterward, then deleted or anonymized;
- Order and transaction records are kept as needed for accounting, tax, and warranty purposes;
- Job applications are kept for the duration of the hiring process and a reasonable period afterward, unless you ask us to remove them sooner;
- Newsletter data is kept until you unsubscribe.
When information is no longer needed, we securely destroy, delete, or anonymize it. You can ask us to delete your information at any time by contacting our Privacy Officer (see Section 11 for how deletion requests work).
10. Security safeguards
We take reasonable technical, physical, and organizational measures to protect your personal information against loss, theft, and unauthorized access, use, or disclosure. These include encryption in transit, access controls that limit who on our team can see your information, passwordless sign-in using one-time codes instead of stored passwords, and agreements requiring our service providers to protect your data.
No method of transmission or storage is ever completely secure, so while we work hard to protect your information, we can't guarantee absolute security. If a privacy incident ever creates a risk of serious harm, we'll notify the affected individuals and the appropriate authorities as required by law.
11. Your rights under Law 25 & PIPEDA
You have important rights over your personal information. Subject to certain legal limits, you can:
- Access the personal information we hold about you;
- Correct (rectify) information that's inaccurate, incomplete, or out of date;
- Delete or de-index information, where the law allows;
- Withdraw your consent to our use of your information (see Section 6);
- Request portability — receive the computerized personal information you provided to us in a structured, commonly used technological format;
- Ask to know how automated decisions, if any, were made about you.
To exercise any of these rights, contact our Privacy Officer at privacy@icyvibes.ca. We may need to verify your identity before acting, and we'll respond within the time frames set by law (generally within 30 days). These services are free in most cases.
If you're not satisfied with how we've handled your request or your personal information, you have the right to complain to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca). You may also contact the Office of the Privacy Commissioner of Canada.
12. Children's privacy
Our app and the Vibes Club loyalty program are not directed to children under 14, and we don't knowingly collect personal information from them without parental consent. Our Softy merchandise and free downloadable coloring pages are family-friendly, but the coloring pages don't require an account and we don't knowingly collect children's data through them. If you believe a child under 14 has given us personal information, please contact our Privacy Officer and we'll take appropriate steps to delete it.
13. Third-party sites & platforms
Our website and app may link to, or hand you off to, third-party services — including the online-ordering provider, delivery marketplaces (DoorDash, Uber Eats, SkipTheDishes), payment processors, wallet providers (Apple and Google), and social media. Once you're on their platforms, their own privacy policies and terms govern how they handle your information, not this one. We encourage you to read them. We're not responsible for the privacy practices of services we don't operate.
14. Changes to this policy
We may update this Privacy Policy from time to time as our services, technology, or the law change. When we do, we'll update the "Last updated" date at the top of this page, and if the changes are significant we'll provide a more prominent notice (for example, through the app, our website, or email). Your continued use of our services after an update means you accept the revised policy.
15. Contact us
Questions, requests, or concerns about your privacy? Our Privacy Officer is here to help.
Privacy Officer — ICYVIBES GROUP INC.
Email: privacy@icyvibes.ca
General enquiries: info@icyvibes.ca
Phone: 514-500-9797
Mailing address: 3671B Boul. Saint-Jean, Dollard-des-Ormeaux, QC H9G 1T2, Canada
You can also reach us at either of our stores:
- Dollard-des-Ormeaux: 3671B Boul. Saint-Jean, Dollard-des-Ormeaux, QC H9G 1T2 — 514-624-7000
- Sainte-Anne-de-Bellevue: 79 Sainte-Anne St, Sainte-Anne-de-Bellevue, QC H9X 1L9 — 514-457-1000
This Privacy Policy is governed by the laws of the Province of Quebec and the federal laws of Canada applicable therein.