Privacy Policy

1. Who We Are

ScaleCompta Workflow is a software-as-a-service platform designed to help businesses manage recurring obligations, workflows, tasks, client requests, collaboration, and client access.

For questions regarding this Privacy Policy or your personal data, please contact us using the information provided at the end of this policy.

2. Information We Collect

Depending on how you use the Service, we may collect the following categories of information:

Account Information

• Name
• Email address
• Password or authentication information
• Company or organization name
• Account role and permissions

Business and Workflow Information

• Client names and contact information and its administrative informations
• Obligations and workflow templates
• Tasks and due dates
• Assignments and responsibilities
• Workflow status and activity
• Comments and collaboration information
• Client requests and responses
• Documents and files uploaded to the Service

Client Portal Information

When a client accesses the client portal, we may process information associated with that client's account, including their name, email address, requests, documents, comments, and other information made available to them through the portal.

Billing Information

If you subscribe to a paid plan, payment and billing information may be processed through our payment providers. We may receive information such as transaction status, subscription details, billing address, and limited payment information.

Technical Information

We may automatically collect certain technical information when you use the Service, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages and features accessed
• Date and time of activity
• Error and diagnostic information

3. How We Use Information

We use information collected through the Service for purposes including:

• Creating and managing user accounts.
• Providing and operating the Service.
• Generating tasks and workflows based on configured obligations and templates.
• Managing client requests and collaboration.
• Providing client portal functionality.
• Sending notifications, reminders, and service-related communications.
• Processing subscriptions and payments.
• Providing customer support.
• Monitoring performance and improving the Service.
• Detecting, preventing, and addressing fraud, security incidents, and misuse.
• Complying with applicable legal obligations.

4. Legal Basis for Processing

Where applicable data protection laws require a legal basis for processing personal data, we may process information based on one or more of the following legal bases:

• Performance of a contract or provision of requested services.
• Compliance with legal obligations.
• Our legitimate interests, where those interests are not overridden by your rights.
• Your consent, where consent is required.

5. User and Client Data

Organizations using ScaleCompta may enter information about their employees, collaborators, clients, and other individuals into the Service.

In these circumstances, the organization that controls the account is generally responsible for determining what information is entered into the Service and how that information is used.

Depending on the applicable data protection laws and the specific relationship between the parties, ScaleCompta may process such information on behalf of the organization.

6. Client Portal

The client portal allows organizations to provide selected clients with access to information, documents, requests, tasks, comments, or other content.

Access is controlled through account permissions and configurations established by the organization.

Organizations are responsible for ensuring that clients receive only the information they are authorized to access.

7. Automated Workflows

ScaleCompta Workflow may automatically create tasks, apply due dates, assign responsibilities, and generate reminders based on templates, obligations, rules, and information configured by users.

Automated processing is used to provide the workflow functionality requested by the user.

Users remain responsible for verifying the accuracy of workflow configurations, generated tasks, deadlines, assignments, and other automated results.

8. Sharing of Information

We do not sell your personal information.

We may share information with trusted service providers when necessary to operate the Service, including providers supporting:

• Cloud hosting and infrastructure
• Payment processing
• Email and notification delivery
• Security and fraud prevention
• Customer support
• Analytics and service performance

Service providers are authorized to process information only as necessary to provide services to us and subject to appropriate contractual or legal obligations where required.

We may also disclose information when required by law, legal process, or to protect our rights, users, the Service, or the public.

9. Data Security

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no method of transmission or electronic storage can be guaranteed to be completely secure.

You are also responsible for protecting your account credentials and maintaining appropriate access controls within your organization.

10. Data Retention

We retain personal information for as long as reasonably necessary to provide the Service, maintain business and financial records, comply with legal obligations, resolve disputes, enforce agreements, and protect our legitimate interests.

When information is no longer required, we may delete, anonymize, or securely archive it in accordance with our retention practices and applicable law.

11. Cookies and Similar Technologies

We may use cookies and similar technologies to operate the website, remember preferences, maintain sessions, understand how the Service is used, and improve performance.

Where required by applicable law, we will request consent before using non-essential cookies or similar technologies.

12. Your Rights

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

• Access your personal information.
• Request correction of inaccurate information.
• Request deletion of personal information.
• Request restriction of certain processing.
• Object to certain processing activities.
• Request portability of certain information.
• Withdraw consent where processing is based on consent.

To exercise applicable rights, contact us using the contact information provided below.

We may need to verify your identity before completing certain requests.

13. International Data Transfers

Depending on where you and our service providers are located, personal information may be processed or stored in countries other than your country of residence.

Where required by applicable law, we will implement appropriate safeguards for international transfers of personal information.

14. Children's Privacy

The Service is intended for businesses and professional users and is not directed to children.

We do not knowingly collect personal information from children in violation of applicable law.

15. Third-Party Services

The Service may contain integrations or links to third-party services.

Third-party services may collect and process information according to their own privacy policies. We encourage you to review the privacy practices of any third-party service you use.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Service, our practices, or applicable legal requirements.

When material changes are made, we may provide notice through the Service, by email, or by another appropriate method.

The updated version will be effective from the date indicated at the beginning of this Privacy Policy.

17. Contact Us