Cookie Policy

1. What Are Cookies?

Cookies are small text files placed on your device (computer, tablet, or mobile phone) by a website when you visit it. They are widely used to make websites work efficiently, remember your preferences, and provide information to the site owners.

In addition to traditional cookies, we may also use similar technologies such as browser local storage and session storage — collectively referred to as “cookies” throughout this policy — which function in a similar manner but store data locally in your browser rather than sending it to our servers with every request.

Cookies do not contain viruses or malware and cannot access other information on your device. The Ice Breaker platform uses cookies only for functional and security purposes as described below.

2. Overview of Cookies We Use

The Ice Breaker platform uses a minimal, privacy-respecting set of cookies. We do not use advertising cookies, cross-site tracking, or fingerprinting technologies. Our cookies fall into the following categories:

3. Essential Cookies

Essential cookies are strictly necessary for the Ice Breaker platform to operate. They cannot be disabled without breaking core functionality. No consent is required to set these cookies under Section 7 of the DPDP Act 2023 (legitimate use).

4. Functional Cookies

Functional cookies enhance your experience by remembering choices you make. They are not strictly necessary but significantly improve usability. These cookies are set only upon your explicit consent via the cookie preference banner shown on your first visit.

• Theme preference: Remembers whether you have chosen a particular display mode or UI preference, so you don't need to reselect it each visit.
• Language / locale: Stores your selected language or locale setting (currently English only; reserved for future use).
• Dismissed notices: Records whether you have acknowledged a site-wide notice or banner, preventing it from reappearing unnecessarily.

Functional cookies are non-persistent in the sense that if you clear your browser cookies, these preferences will be reset and you will be prompted again.

5. Analytics & Performance Cookies

The Ice Breaker platform currently does not deploy any third-party analytics services (e.g., Google Analytics, Mixpanel, Hotjar). We do not track individual user journeys, browsing histories, or create advertising profiles.

Any future deployment of analytics tooling will be:

• Disclosed in an updated version of this Cookie Policy with a revised “Last Updated” date shown prominently on this page.
• Subjected to a fresh, explicit opt-in consent mechanism before any analytics cookies are placed on your device.
• Limited to aggregated, anonymised data wherever technically feasible, with no cross-site tracking.

Server-side access logs (IP address, request timestamps, HTTP method) are maintained for security and abuse prevention as detailed in our Privacy Policy § 2 and are not governed by cookie consent requirements.

6. Third-Party Cookies

Certain features of the Ice Breaker platform rely on third-party services that may set their own cookies or local storage entries when their content is loaded. We have no control over these third-party cookies and they are governed by the respective providers' own privacy and cookie policies.

• Cloudinary (Image CDN): Event and sponsor banner images are served via Cloudinary's content delivery network. Cloudinary's CDN edge infrastructure may log HTTP request metadata (e.g., IP address, User-Agent) for performance and caching purposes; Cloudinary does not typically set end-user browser cookies. See Cloudinary Privacy Policy.
• Google Fonts (Typography): Fonts are loaded from Google's servers. Each page load automatically transmits your IP address and browser User-Agent to Google LLC (USA), which constitutes a transfer of personal data outside India under DPDP Act 2023, Section 16. This is not a cookie but a network-level transfer. By using this platform you acknowledge this transfer. See Google Privacy Policy.
• Instagram (Social Links): Clicking our Instagram links navigates you to Instagram's platform, where their own cookie and tracking policies apply. See Instagram Cookie Policy.

We minimise third-party exposure by self-hosting assets wherever practicable. We do not embed social media widgets, video players, or advertising networks that would introduce additional third-party cookies.

7. Local Storage & Session Storage

In addition to cookies, the Ice Breaker platform uses the browser's built-in Local Storage and Session Storage APIs for certain functional purposes:

• Authentication state: Your login token and basic profile information (username, role) may be stored in local storage to avoid repeated round-trips to the authentication server during a single session.
• UI state persistence: Temporary UI states such as open filter panels, scroll positions, or selected tabs may be stored in session storage and are cleared automatically when you close the browser tab.
• Cookie consent preference: Your cookie consent selection is stored in local storage so we do not repeatedly prompt you on every visit.

Local storage data is not transmitted to our servers with every HTTP request (unlike cookies). It persists until you clear your browser data. Session storage is cleared automatically when you close the browser tab or window. Neither contains sensitive personal data such as passwords or payment information.

Consent Record Limitation: Your cookie consent preference is recorded in your browser's local storage only — it is device-specific and browser-specific, and is not maintained as a server-side record. If you clear your browser data, consent is reset and you will be prompted again. LitClub AU relies on platform-side enforcement (non-essential cookies are not activated without a positive local storage flag) rather than server-verified consent as the mechanism.

8. Your Cookie Choices & How to Control Them

You have several options to control or limit how cookies are used when you visit the Ice Breaker platform:

8.1 Cookie Preference Banner

On your first visit to the platform, a cookie consent banner is displayed. You may accept all cookies, accept only essential cookies, or choose your preferences individually. You can revisit and update your preferences at any time by clearing your browser local storage and refreshing the page, which will re-trigger the banner.

8.2 Browser Settings

All modern browsers allow you to control cookie settings directly. Common options include blocking all cookies, blocking only third-party cookies, and clearing existing cookies. Please refer to your browser's help documentation:

• Google Chrome — Cookies settings
• Mozilla Firefox — Cookie settings
• Apple Safari — Manage cookies
• Microsoft Edge — Delete cookies

8.3 Consequences of Disabling Cookies

Disabling essential cookies will prevent you from logging in and using participant registration features. Disabling functional cookies will mean your preferences are not remembered between visits. Disabling analytics cookies (where applicable) will not affect platform functionality.

9. Cookie Retention Periods

Cookies are retained for the minimum period necessary to fulfil their stated purpose:

• Session cookies expire automatically when you close your browser window or tab.
• Persistent authentication tokens expire after 7 days (if “Remember Me” was selected) or at the end of your browser session otherwise.
• Functional preference cookies expire after 365 days, after which you will be prompted to reconfirm your preferences.
• Cookie consent record stored in local storage is cleared when you clear your browser data or 365 days after it was set, whichever comes first.

Following the conclusion of the Ice Breaker 2026–2027 event cycle, the platform will be decommissioned. All cookies and local storage data will naturally expire as the platform will no longer serve requests.

10. Legal Basis for Cookie Use

Under the Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000 and its associated rules, our legal bases for using cookies are as follows:

• Legitimate Use (DPDP Act, Section 7): Essential cookies necessary for platform security, authentication, and fraud prevention are placed on the basis of legitimate interest without requiring separate consent.
• Free & Informed Consent (DPDP Act, Section 6): Functional, analytics, and any non-essential cookies are placed only upon your explicit, affirmative consent through our cookie preference banner. LitClub AU adopts an opt-in consent model for all non-essential cookies, consistent with international best practices and anticipating forthcoming Indian telecommunications and electronic privacy regulations. No non-essential cookies will be activated without affirmative user action. Consent is recorded with a timestamp in local storage.
• Consent Withdrawal: You may withdraw cookie consent at any time by clearing your browser cookies and local storage. Withdrawal will not affect the lawfulness of processing carried out prior to withdrawal.

LitClub AU does not transfer cookie-derived personal data outside India except where covered by the IT Act and DPDP Act cross-border transfer provisions. Third-party services (Cloudinary, Google) are covered by their own independent compliance frameworks.

11. Changes to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in the technologies we use, applicable laws, or our operational practices. When we make material changes we will:

• Update the “Last Updated” date prominently at the top of this page.
• Display a notice on the platform informing you that the Cookie Policy has been revised.
• Reset cookie consent where required so you can review and re-accept the updated policy.

Continued use of the platform after any changes become effective constitutes acceptance of the revised Cookie Policy. If you do not agree with the changes, you should stop using the platform and clear your cookies.

12. Contact Us

If you have any questions about this Cookie Policy or wish to exercise your rights under the DPDP Act 2023, please contact our Grievance Officer:

For further legal reading, please review our companion documents: