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Privacy Policy

Last updated: October 2026

This Privacy Policy explains how ScaleVirtual ("ScaleVirtual", "we", "us", or "our") collects, uses, shares, and protects personal data, and the rights you have over your data. We take privacy seriously and handle personal data in line with the EU General Data Protection Regulation (GDPR), the UK GDPR, and other applicable privacy laws. By using our website or our services, you agree to the practices described here.

1. Who we are and how to contact us

ScaleVirtual provides operations and back-office services to agencies. For the personal data we collect through our website and in the course of running our business, ScaleVirtual is the data controller. You can reach us about any privacy matter at hello@scalevirtual.co or on WhatsApp at +91 70129 37995.

2. Scope of this policy

This policy covers personal data we handle as a controller: enquiry and contact details, booking details, account and billing data, and website usage data. Where we process personal data on behalf of a client as part of delivering our services (for example, data inside a client's own tools), we act as a processor on that client's instructions; Section 12 explains this separately.

3. Information we collect

We collect only what we need:

  • Information you give us. Your name, email, agency name, phone or WhatsApp number, website, your role, and anything you include in a form, message, or booking request.
  • Booking information. Details you provide when you schedule a call, handled through our scheduling provider.
  • Account and billing data. Information needed to set up and bill an engagement once you choose to continue after your free trial.
  • Technical and usage data. Basic information such as your device and browser type, approximate location derived from your IP address, and, only with your consent, analytics about how our website is used.
  • Cookies. Necessary cookies to run the site, and optional cookies only where you allow them (see Section 6).

We do not knowingly collect special category data through our website, and we ask that you do not send it to us unless necessary and lawful.

Website assistant

When you use our website assistant, your question and recent conversation messages are sent to our Cloudflare-hosted service and Workers AI to generate an answer using ScaleVirtual website content. Recent chat history is kept only in the current page's memory. Refreshing or leaving the page clears the conversation. Please do not include passwords, payment information, or confidential client data.

Agency Health Check

When you request your full Agency Health Check results, we collect your email and assessment answers to provide the results and send the one introductory ScaleVirtual email described on the form. Our email provider, Resend, delivers that email and sends your request to our team inbox for follow-up. This does not subscribe you to a newsletter. You can reply to the email to ask us not to contact you again or to delete your request. Assessment answers and scores, without your email address, may be processed by Cloudflare Workers AI to explain your results. Your score uses fixed rules, and recommendations are general guidance. We do not save your email or answers in your browser or our public search index.

4. How we use your information, and our lawful basis

Under Article 6 of the GDPR, we rely on one of the following lawful bases for each use of your data:

  • To respond to enquiries and provide our services — performance of a contract with you, or steps taken at your request before entering into one.
  • To operate, secure, and improve our website — our legitimate interest in running a safe, working, and effective site.
  • Optional analytics and non-essential cookies — your consent, which you may give or withdraw at any time.
  • To send service communications and, where permitted, relevant updates — legitimate interests or consent, depending on the message; you can opt out of marketing at any time.
  • To meet legal, tax, and accounting obligations — compliance with a legal obligation.

We do not sell your personal data, and we do not use it for automated decision-making that produces legal or similarly significant effects.

5. Marketing communications

If we send you marketing, you can opt out at any time using the unsubscribe link in the message or by contacting us. Opting out of marketing does not stop essential service messages about an active engagement.

6. Cookies and similar technologies

We use necessary cookies to make the website work. We set optional cookies, such as analytics, only after you allow them through our cookie banner. You can choose to allow all cookies or only the necessary ones, and you can change your choice at any time by clearing the site data in your browser. This keeps us in line with the EU ePrivacy rules and GDPR consent requirements.

7. Who we share your information with

We share personal data only where necessary, and only with parties who are bound to protect it:

  • Service providers (processors) who help us operate, such as our hosting, scheduling, form, analytics, and payment providers. They may use the data only to provide their service to us, under a data processing agreement.
  • Professional advisers such as accountants and legal advisers, where needed.
  • Authorities or third parties where we are required to disclose data by law, or to establish, exercise, or defend legal claims.
  • A successor in the event of a business reorganisation, merger, or sale, subject to this policy.

We do not sell or rent your personal data to anyone.

8. International transfers

Some of our providers are based outside the EEA or the UK. Where personal data is transferred internationally, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses, the UK International Data Transfer Agreement or Addendum, or an equivalent mechanism, so your data continues to receive a comparable level of protection.

9. How long we keep your data

We keep personal data only for as long as we need it for the purpose it was collected, or as long as the law requires. In general, enquiry data is kept while we are in contact and for a reasonable period afterwards; client service and account data is kept for the length of the engagement and a short period after; and billing and tax records are kept for the periods required by accounting and tax law. After that, we delete or anonymise the data.

10. How we protect your data

We protect personal data with appropriate technical and organisational measures, including access controls on a need-to-know basis, encryption in transit, and strict internal confidentiality. Only the team members who need access to deliver the work have it, and every team member is bound by confidentiality. No method of transmission or storage is completely secure, but we work to protect your data and to respond promptly to any incident.

11. Your rights

Under the GDPR and UK GDPR you have the right to:

  • Access the personal data we hold about you.
  • Have inaccurate or incomplete data corrected.
  • Ask us to erase your data where there is no overriding reason for us to keep it.
  • Restrict or object to how we use your data, including objecting to direct marketing.
  • Receive your data in a portable, machine-readable format.
  • Withdraw consent at any time, where we rely on consent.

To exercise any of these rights, email hello@scalevirtual.co. We will respond within the time required by law. If you are in the EU or UK and believe we have not handled your data properly, you also have the right to lodge a complaint with your local data protection authority, such as the UK Information Commissioner's Office (ICO). If you are in California or another region with similar laws, you may have comparable rights, including the right not to be discriminated against for exercising them.

12. Data we process on behalf of clients

When we deliver our services, we often access and process data inside a client's own tools and accounts. For that data we act as a processor on the client's documented instructions, we use it only to provide the agreed services, and we protect it under the same confidentiality and security standards described above. Our client remains the controller of that data and is the first point of contact for any individual rights requests relating to it. We can enter into a separate data processing agreement with clients on request.

13. Children's privacy

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

14. Third-party links

Our website may link to third-party sites and tools that we do not control, such as our scheduling provider or social profiles. This policy does not apply to those third parties, and we encourage you to read their privacy policies.

15. Changes to this policy

We may update this policy from time to time. When we do, we will change the date at the top of this page and, where the change is significant, take reasonable steps to let you know. Please check back so you are aware of any updates.

16. Contact and complaints

For any privacy question or request, email hello@scalevirtual.co or message us on WhatsApp at +91 70129 37995. You also have the right to complain to your local data protection authority at any time.

This page explains our privacy practices in good faith and is provided for information. It is not legal advice.