Confidentiality & Information Security Policy

1. Introduction

At Himalaya IceTech, confidentiality, information security, and customer trust are fundamental to the way we do business.

As a manufacturer of cold plunge systems, ice bath chillers, sauna rooms, water treatment systems, and OEM/ODM wellness products, we understand that many of our customers share confidential designs, technical drawings, product concepts, brand plans, commercial strategies, and project information with us.

This Confidentiality & Information Security Policy explains how Himalaya IceTech protects customer information, OEM/ODM project materials, intellectual property, technical documents, and business data.

2. Our Commitment to Confidentiality

Himalaya IceTech is committed to protecting the confidentiality of all customer information shared with us during product inquiry, quotation, design, sampling, production, delivery, after-sales support, and long-term cooperation.

We understand that our customers may provide us with sensitive information, including:

• Product designs
• Technical drawings
• 3D files
• Engineering specifications
• Brand concepts
• Packaging designs
• Product photos and videos
• Market strategies
• Pricing information
• Customer project details
• Supplier or distributor information
• OEM/ODM development plans
• Confidential business communication

We treat such information with care and do not intentionally disclose it to unauthorized third parties.

3. Protection of OEM/ODM Projects

Many customers work with Himalaya IceTech to develop customized products, private-label products, exclusive designs, or new wellness system concepts.

For OEM/ODM projects, we take reasonable measures to protect customer-provided information, including:

• Keeping customer project files separate where practical
• Limiting access to relevant team members only
• Using customer materials only for the intended project
• Avoiding unnecessary internal distribution of confidential files
• Controlling communication related to custom product development
• Respecting customer ownership of original designs and brand materials
• Supporting Non-Disclosure Agreements where required

We do not use customer-provided original designs, drawings, trademarks, logos, or confidential concepts for unrelated third-party projects without permission.

4. Customer Drawings and Technical Files

Customers may share drawings, CAD files, 3D models, product dimensions, electrical requirements, installation information, or other technical materials with us.

Himalaya IceTech uses such files only for legitimate business purposes, including:

• Product evaluation
• Quotation preparation
• Engineering review
• Mold or structure development
• Prototype production
• Mass production
• Quality control
• Installation guidance
• After-sales support

We do not intentionally publish, display, sell, transfer, or disclose customer technical files to unrelated third parties without authorization.

5. Internal Access Control

Access to customer information is limited to employees, managers, engineers, designers, production staff, quality control staff, or after-sales team members who reasonably need the information to perform their work.

Depending on the project, access may be limited to:

• Sales representatives handling the customer account
• Product engineers
• Technical directors
• Production managers
• Quality control staff
• Logistics or documentation staff
• Senior management

Employees are expected to handle customer information responsibly and avoid unauthorized copying, forwarding, downloading, or external sharing.

6. Supplier and Third-Party Confidentiality

In some cases, Himalaya IceTech may need to work with suppliers, component manufacturers, testing laboratories, logistics partners, certification bodies, or external service providers.

When customer information must be shared with such parties, we aim to share only the information reasonably necessary for the specific business purpose.

Examples include:

• Component sourcing
• Material confirmation
• Certification testing
• Packaging production
• Logistics arrangement
• Customs documentation
• Technical troubleshooting
• Warranty support

Where appropriate, we may require suppliers or partners to follow confidentiality expectations and avoid unauthorized use or disclosure of customer information.

7. Brand, Logo, and Private Label Protection

For private-label and branded products, Himalaya IceTech respects the customer’s brand identity and commercial positioning.

Customer logos, brand names, packaging artwork, labels, marketing materials, and private-label design files are used only for the agreed business purpose.

We do not intentionally use a customer’s brand materials for other customers, public marketing, exhibitions, online listings, or product catalogs without permission.

If we wish to use customer project images, videos, brand references, or case studies for marketing purposes, we will seek appropriate permission where required.

8. Intellectual Property Respect

Himalaya IceTech respects customer intellectual property rights, including trademarks, copyrights, patents, design rights, trade secrets, and proprietary know-how.

Customers are responsible for ensuring that the materials, designs, logos, and product concepts they provide do not infringe the rights of third parties.

At the same time, Himalaya IceTech will take reasonable steps to avoid knowingly misusing customer-owned intellectual property.

For projects involving special product development, exclusive design, or custom technology, intellectual property ownership and usage rights may be further defined in a separate written agreement.

9. Non-Disclosure Agreements

Himalaya IceTech supports the use of Non-Disclosure Agreements for confidential projects, exclusive development, private-label cooperation, or sensitive commercial discussions.

If a customer requires a formal NDA, both parties may sign a separate agreement before detailed technical files, design concepts, or confidential business information are exchanged.

An NDA may cover matters such as:

• Confidential product designs
• Technical drawings
• Engineering data
• Pricing and commercial terms
• Market strategy
• Supplier information
• Exclusive cooperation
• Restrictions on disclosure
• Duration of confidentiality obligations

This policy does not replace a signed NDA or other written agreement. If there is any conflict between this policy and a signed agreement, the signed agreement shall prevail.

10. Information Security Measures

Himalaya IceTech takes reasonable organizational and technical measures to protect customer information from unauthorized access, misuse, loss, leakage, alteration, or destruction.

These measures may include:

• Restricted access to project files
• Internal communication control
• Password-protected accounts where applicable
• Controlled storage of customer files
• Use of trusted communication and file transfer channels
• Limitation of unnecessary file sharing
• Staff awareness of confidentiality responsibilities
• Management review of sensitive OEM/ODM projects

While we take reasonable precautions, no system, email, cloud platform, or electronic transmission method can be guaranteed to be completely secure.

11. Communication Security

Business communication may take place through email, website forms, WhatsApp, video calls, cloud file links, or other communication channels.

Customers are encouraged to use secure and trusted channels when sharing sensitive project information.

For highly confidential projects, we recommend:

• Signing an NDA before sharing detailed files
• Using controlled file-sharing links
• Avoiding unnecessary distribution of technical documents
• Clearly marking confidential files
• Confirming the authorized contact persons on both sides
• Separating public marketing materials from confidential technical files

12. Confidentiality During Production

During production, customer information may be used by our factory teams for manufacturing, assembly, inspection, testing, packaging, labeling, and shipment.

We aim to keep customer-specific information controlled within the relevant production workflow.

For private-label products, customized appearance designs, or exclusive product configurations, we take reasonable care to prevent unnecessary exposure or unauthorized use.

13. Product Photos, Videos, and Factory Visits

Himalaya IceTech may take internal photos or videos during production for quality control, project updates, installation support, or customer communication.

For confidential OEM/ODM projects, we aim to avoid public use of customer-specific photos, videos, logos, or product designs without permission.

During factory visits, customers, visitors, or third parties may be restricted from photographing confidential products, customer-specific designs, production areas, or project materials.

14. Data Retention

We retain customer project information only for as long as reasonably necessary for business, legal, technical, warranty, after-sales, accounting, or compliance purposes.

Project information may be retained for purposes such as:

• Repeat orders
• Product improvement
• Spare parts support
• Warranty service
• Quality traceability
• Compliance documentation
• Business record keeping

When information is no longer required, we may delete, archive, or securely limit access to such information according to our internal practices.

15. Customer Responsibilities

Customers also play an important role in protecting confidential information.

We recommend that customers:

• Clearly identify confidential information
• Inform us before sharing highly sensitive documents
• Sign an NDA where necessary
• Avoid sending unnecessary confidential files
• Use secure file transfer methods
• Confirm authorized contacts for the project
• Notify us promptly if there is any concern about information security

This helps both parties maintain a clear and secure cooperation process.

16. Limitations

This policy describes Himalaya IceTech’s general confidentiality and information security practices.

It does not create unlimited liability or replace a specific written contract, purchase agreement, NDA, intellectual property agreement, or exclusive cooperation agreement.

For special projects, confidential product development, or exclusive designs, customers should discuss specific protection requirements with us and enter into a written agreement where appropriate.

17. Reporting a Concern

If you believe that your confidential information, project files, brand materials, or business data may have been improperly used, disclosed, or accessed, please contact us as soon as possible.

We will review the matter and take reasonable steps to investigate and respond.

18. Policy Updates

Himalaya IceTech may update this Confidentiality & Information Security Policy from time to time to reflect changes in our business operations, technology, legal requirements, or internal management practices.

Any updates will be posted on this page with a revised “Last Updated” date.