Privacy policy
At Scalably we care about your privacy. That’s why we only collect personal data if we have good reason to do so. It’s also why we want to communicate transparently about what we do with your personal data.
Who are we?
We are Scalably Ltd which has its registered office at the following address Granta Lodge, 71 Graham Road, Malvern, Worcestershire, WR14 2JS, GBR. For ease of reference, we will refer to ourselves as Scalably in this privacy policy. Scalably can be reached using the following e-mail address hello@scalably.ai
What personal data do we collect about you and why?
If you just visit our website we do not collect any personal data. We will only collect personal data in the following instances:
- If you ask us a question via a contact form or e-mail
- If you subscribe to our Shopify app
- If you subscribe to our Magento app
- If you become a client
That’s it. Below you can find out about what type of personal data we collect about you, what we use it for and how long we will keep it.
Your first and last name, Your address and Your company details
We cannot be sure to address you correctly if we don’t know who you are, and if you enter into a contract with us we will need to make sure we know who we are dealing with. We will keep this information in our customer database for as long as you do not object to us keeping it. If you no longer want us to keep this information, you can always let us know.
Please note that for as long as we have an ongoing contract we will not be able to remove this information from our databases as we will need it to execute the contract.
Once our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation, we must keep copies of our invoices which may mention your name or address.
Your Phone number and Your E-mail address
We need this so we can easily contact you. In principle, we will never contact you unless it is to answer a question, if we are working on a project with you or else if we are providing you with a managed service.
As is the case for your name and address, we will also keep your e-mail address and phone number in our customer database for as long as you do not object to us keeping them. If you no longer want us to keep this information, you can also always let us know.
Please note that for as long as we have an ongoing contract we are not able to remove this information from our databases as we will need it to execute the contract. And even after our contract has ended, we may be under a legal obligation to hold on to some of this information for a bit longer. For example: under accounting legislation, we must keep copies of our invoices which may mention your e-mail address.
Your IP Address and Your Preferences
If you enter into an agreement with us, you will get access to our application and portal. If you make use of the application, we may collect other personal data such as your IP address, your language preferences and any other settings type information
If you stop using our services, we will only keep this data for a period of 30 days after the end date of our contract with you (during which you will still have access to the application). After that period of time, we will delete the IP Address and preferences data.
How do we protect your personal data?
You can rest assured: that we take measures to ensure that your personal data is kept personal.
We work hard to protect your personal data against unauthorised access or disclosure. In order to do so, we take organisational measures to ensure that access to your data is restricted to those employees who need to have access to it.
We are a tech company, so it won’t surprise you we also take a range of technical measures to protect your data. Technical measures include, for example encrypting any personal information (in transit and at rest), user access management and penetration testing. If you want more information about the measures we take, please feel free to contact us.
Do we share your data with others?
No. We will never sell your personal data to another party. We do use the services of the following data processors:
| Entity Name | Location | Purpose |
|---|---|---|
| Amazon Web Services | Europe | Infrastructure |
| USA | Email and Cloud Storage of Documents |
We have entered into a data processing agreement with each of these external data processors which obliges them to only process your personal data based on our instructions and in compliance with this privacy policy. These data processors will also have to take sufficient precautions to prevent the loss of your data.
Does Scalably use cookies or similar technologies?
Cookies are small files that a web server sends to a users device when the user browses online.
Cookies are saved in your browser’s history and can always be deleted. You can adjust your browser settings to prevent cookies from being saved on your computer, but please bear in mind that blocking or removing cookies will influence your user experience with our portal.
There are two types of cookies. The first is a session cookie which is a temporary file that tracks real time user activity on a website during a web browser session. The temporary file is removed automatically once that browser session is closed.
The second type is a persistent cookie which is stored on a user’s device to help remember information settings, preferences or sign in credentials that a user has previously saved. Persistent cookies last for longer periods. You can view the expiry date of each cookie through your browser settings.
Here at Scalably, we use both session and persistent cookies to you to log in and facilitate service activities. We use persistent cookies to remember your log in details and make it easier for you to log in the next time you access our services. We use a combination of persistent and session cookies to facilitate the use of our portal’s features and tools.
Your customers’ privacy
Our privacy policy is meant to address the privacy concerns of our customers, and no doubt you also want to know what we do with the data of your customers that will come through our system if you choose our services. The following table describes the information that we collect about your customers:
| Customer Details | Why |
|---|---|
| Shipping Contact Name | When dispatching orders to a customer, you need to include the details of who it is being sent to. |
| Shipping Contact Telephone | Warehouse teams will need the telephone information for delivery companies to contact the person the parcel is being delivered to, in case of issues. |
| Shipping Contact Email Address | Warehouse teams will need the contact email addresses for delivery companies to provide delivery updates to the person to whom the parcel is being delivered. |
| Shipping Contact Address | When dispatching orders to a customer, you need to provide details of the address to where the parcel is being sent. |
| Billing Contact Name | When creating an invoice for the order, you need the contact name of the person that placed the order. This may differ from the Shipping contact. |
| Billing Contact Telephone | When creating an invoice for the order, you need to have the contact telephone to complete your billing details for the customer that placed the order. |
| Billing Contact Email Address | Where applicable, you may be required to send an order invoice to the individual who placed the order. |
| Billing Contact Address | Where applicable, you may be required to send an order invoice or else maintain full details for the individual who placed the order. |
We will keep this information available for you in your portal, but we will never use such information ourselves for any other purpose than to help you process it in accordance with our data processing agreement.
If you terminate your contract with us, we will keep your account open for 30 more days after our contract has ended, so that you can make sure to download the information you wish to keep. After that, we will delete all information that you saved in your portal. We repeat: we will never, ever use this information for other purposes than helping you process the data.
Can we change this privacy policy?
We may change this privacy policy from time to time. We will post any privacy policy changes on this page and if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of privacy policy changes).
Your rights
You may request us to send you a summary of the personal data processed about you. If you feel that your personal data has been processed incorrectly or incompletely, or if you feel that such processing was unnecessary, then you also can also ask us to edit, supplement or erase your personal data from our databases. Under the applicable privacy legislation, you also have the right to restrict processing, the right to data portability and the right to object to processing. If you want to know what all of this means precisely, you can find more information on the website of the ICO (https://www.ico.org.uk)
If you have any further privacy concerns or if you want to exercise your rights, you can contact us by letter (Granta Lodge, 71 Graham Road, Malvern, Worcestershire, WR14 2JS, GBR) by e-mail (on hello@scalably.ai).
We will do our best to answer all your queries as soon as possible and are always open to feedback. We hope that won’t be the case, but if you do feel unhappy about how we handle your privacy requests, you may, of course, always contact the ICO:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk