Last Updated: 31 January 2024

Introduction

This Privacy Policy (“Privacy Policy” or “Policy”) explains how Scale Systems (“Scale Systems”, “we”, “us”, or “our”) collects, uses, discloses, and protects your information when you use our services, including the services provided through this website and any related software or services (the “Services”).
By using the Services, you agree to the collection and use of your information in accordance with this Policy.

What Information Does Scale Systems Collect and Store?

1. Personal Information

When you enquire about or register for our Services, we may collect the following personal details:

Name

Company name

Address

Telephone number

Email address

(“Personal Contact Information”)

When purchasing the Services, we may also collect:

Billing name and address

Payment card details

Number of employees using the Services

(“Billing Information”)

2. Data, Diagnostic & Login Information

While using the Services, you may upload or store material including company information, logos, photos, custom emails, and user details (“Data”), which will be stored on our systems.

If you experience technical errors, we may—subject to your consent—collect diagnostic information such as:

Operating system details

Browser version

Hardware information

Email address (if provided)

(“Diagnostic Information”)

We may also store login information locally via cookies to streamline your login process (“Login Information”).

3. Analytics Information

We may collect website navigation and usage information using cookies and similar tools, including:

Browser type

IP address

Pages visited

Links clicked

This may be processed using third-party analytics tools such as Google Analytics (“Analytics Information”).

Advertising cookies:
Google and its partners may use cookies to personalise ads based on users’ browsing activity.
Users can opt-out via Google Ads Settings or www.aboutads.info.

4. Geo-Location Information

We do not currently collect real-time location data. If we decide to do so in future, we will request your explicit consent.

How We Use the Information We Collect

Personal Contact Information

Used to:

Provide and administer the Services

Communicate updates and system notices

Send marketing communications where legally permitted

Billing Information

Scale Systems does not store payment card information. All payments are processed securely through Stripe. Stripe’s privacy policy is available on its website.

Data, Diagnostic & Login Information

Used solely to operate, maintain, and improve the Services.

Analytics Information

Used to:

Analyse usage of our Services

Improve functionality and user experience

Verify authorised usage

Sharing & Disclosure of Information

1. Third-Party Applications

Users may choose to link their Data to third-party platforms (e.g., Facebook, Twitter, LinkedIn).
Scale Systems is not responsible for the way third-party platforms handle such shared Data.

2. Marketing & Publicity

You permit Scale Systems to identify you as a customer and use your name and/or logo in our marketing materials and website.

3. Sale of Personal Information

We do not sell, rent, or trade your personal information.

4. Service Providers

We may share information with trusted third-party processors to support:

Data hosting

Analytics

Payment processing

Service maintenance

Content creation (if applicable)

These third parties may only use your data to perform services on our behalf and must protect your information in accordance with this Policy.

5. Non-Personal or Aggregated Data

We may share anonymised or aggregated data for analytical or business purposes. This data cannot identify you.

Use and Disclosure of Personal Information

Internal Uses

We may use your personal information to:

Deliver, maintain and improve our Services

Process transactions

Provide customer support

Enhance our products and marketing

Access to personal data is restricted to authorised personnel only.

We May Disclose Personal Information:

To service providers assisting with our operations (e.g., payment processors, analytics providers).

To investigate fraud or illegal activity where disclosure is necessary and lawful.

To comply with UK legal obligations, including court orders or lawful requests from authorities.

With co-branding partners, if you sign up via their platform.

With authorised representatives, such as someone holding power of attorney.

With marketing and PR partners strictly for improving or delivering Scale Systems’s own services.

In the event of a merger or sale, where personal data forms part of transferred assets.

With our parent or affiliated companies for service coordination and compliance.

Content Removal Services

If your Services involve removing online content, your personal details may need to be provided to third-party websites to request removal. We will only do this with your explicit consent.

Data Retention

We retain your information for as long as necessary to provide the Services or comply with legal obligations.

You may request account deletion by contacting our customer care team.
Deleted Data may remain temporarily in system backups before permanent removal.

Changes to this Privacy Policy

If we make significant changes to this Policy:

We will notify you via the primary email address associated with your account, and/or

Publish a notice on our website before the changes take effect.

You are responsible for keeping your contact details up-to-date and checking this Policy periodically.

If Scale Systems undergoes a business transition (e.g., merger or acquisition), we will notify you if ownership of your personal

information changes.

Your Rights Under UK GDPR

If you reside in the United Kingdom, you have the following rights regarding your personal data:

Right to access

Right to rectification

Right to erasure (“right to be forgotten”)

Right to restrict processing

Right to object

Right to data portability

Requests must be made in writing to Scale Systems.

We adhere to the following UK GDPR principles:

Data must be processed lawfully, fairly, and transparently

Data collection must be limited to what is necessary

Data must be accurate and kept up to date

Data must be retained only as long as required

Data must be protected using appropriate security measures

Community Features

Our Services may include public forums (e.g., blogs, wikis). Information posted in these areas may be visible to others and may remain accessible after your account is deleted.

Questions, Complaints & Contact Information

If you have questions about this Privacy Policy or wish to exercise your data protection rights, contact:

Email: privacy@Scale Systems.com