LAST UPDATED September 5, 2025

1. Introduction

This Privacy Policy explains how Scale CRM, LLC (“ScaleCRM”, “we”, “us”) collects, uses, discloses, and protects information when providing our Google review automation services (the “Services”). By using the Services, you agree to the practices described in this Policy.

We are committed to protecting your privacy and complying with applicable data protection laws, including the Australian Privacy Act 1988 (Cth), the General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA), where applicable.

2. Information We Collect

2.1 Client Information

When you sign up for or use our Services, we collect information such as:

Business and contact details (name, company, role, email, phone, address)

Billing information (billing name, address, payment method – processed by Stripe)

Account settings (review templates, branding, preferences)

2.2 End-Customer Information

To send review requests and measure outcomes on your behalf, we process:

Contact details (name, phone number, email)

Visit/transaction details (e.g., service date, staff name, location, if provided)

Campaign data (delivery status, opens, clicks, review submissions)

Opt-out/suppression preferences

We do not collect sensitive categories of data (e.g., health, financial, or data about minors). If such data is uploaded accidentally, we will not process it beyond what is strictly necessary to provide the Services.

2.3 Website & Analytics Data

When you visit our website, we may collect:

Browser/device info, IP address, referral URLs

Cookies or pixels for site analytics and functionality

Usage patterns (e.g., pages visited, time on page)

We use standard tools such as Google Analytics.

3. How We Use Information

We use information to:

Deliver and operate the review automation Services

Send review requests and reminders on your behalf

Generate high-level performance reports (review conversion, request metrics)

Improve deliverability, troubleshoot, and support the Services

Comply with legal obligations and prevent fraud/abuse

We do not use your data for targeted advertising, resale, or training AI/ML models outside your account.

4. Data Ownership & Roles

You (the client) own all Customer Data, including your customers’ personal information (“End-Customer Data”).

ScaleCRM acts solely as a service provider/processor, handling data under your instructions.

We will never contact your customers directly for our own purposes.

5. Sharing & Disclosure

5.1 Sub-Processors

We use trusted service providers to host, send messages, process payments, and analyze data (e.g., cloud hosting, SMS/email gateways, Stripe, analytics). They are bound by confidentiality and may process data only to perform services for ScaleCRM.

A current list of sub-processors is available upon request. You will be notified of material changes where required by law.

5.2 Legal Compliance

We may disclose information if required by law, valid legal process, or to protect rights, safety, or prevent fraud.

5.3 Sale of Data

We do not sell, rent, or trade Customer or End-Customer personal data.

6. Marketing & Client References

We may use your business name and logo for marketing purposes (e.g., listing you as a client, general descriptions of services provided such as “review automation”).

We will never disclose End-Customer Data for marketing.
You may opt out at any time by emailing [email protected], and we will stop new uses within 10 business days.

7. Security, Retention & International Transfers

We implement administrative, technical, and physical safeguards, including encryption in transit, access controls, and monitoring.

Data is retained while your account is active. Upon closure, we delete or return Customer Data within 30 days, subject to backups (up to 90 days) and legal obligations.

Where international transfers occur, we rely on lawful transfer mechanisms (e.g., Standard Contractual Clauses under GDPR).

8. Your Rights

Depending on where you are located, you may have rights to:

Access, correct, or delete your personal data

Request data portability

Restrict or object to processing

Opt out of marketing communications

File a complaint with a data protection authority

To exercise your rights, contact us at [email protected]. We will respond within applicable legal timeframes.

9. Children’s Data

Our Services are not directed to individuals under 18. We do not knowingly collect data from children.

10. Updates to this Policy

We may update this Policy from time to time. If we make material changes, we will:

Post the revised version on our website, and

Notify clients by email (using the address linked to your account).

Your continued use of the Services after updates indicates your acceptance.

Questions, Complaints and Contacts

If you have any questions regarding this Privacy Policy, please contact us via email at [email protected].