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Privacy Policy

 

 

 

 

 

Service Scale Marketing Ltd is a company incorporated and registered in England and Wales under company number 17035065.

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In this Privacy Notice, “Service Scale”, “we”, “us” and “our” refer to Service Scale Marketing Ltd.

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For the personal data described in this Privacy Notice, Service Scale is generally the controller. This means that we determine why and how that personal data is processed.

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If you have any questions about this Privacy Notice or how we process personal data, please contact:

Email: fincunningham@servicescale.co.uk

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Who this privacy policy applies to

This Privacy Notice applies to personal data relating to:

  • visitors to our website;

  • people who contact us or submit an enquiry;

  • prospective clients;

  • clients who are individuals or sole traders;

  • directors, employees and other representatives of business clients;

  • suppliers, subcontractors and professional advisers;

  • recipients of our marketing communications; and

  • other people who interact with Service Scale in connection with our business.

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Personal data we collect

Depending on how you interact with us, we may collect and process:

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Identity and contact information

  • name;

  • business or trading name;

  • job title or role;

  • email address;

  • telephone number;

  • business or registered address.

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Business and professional information

  • company number;

  • website address;

  • business type;

  • services offered;

  • business requirements, objectives and marketing interests;

  • information available through business websites, directories or professional profiles.

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Enquiry and communication information

  • information submitted through contact forms;

  • emails and other correspondence;

  • consultation notes;

  • information provided during telephone or video calls;

  • records of enquiries, proposals and discussions.

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Contract and service information

  • quotations and proposals;

  • contracts and Service Schedules;

  • services purchased;

  • Client instructions and approvals;

  • records relating to the delivery and administration of Services.

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Payment and transaction information

  • billing name and address;

  • amounts invoiced or paid;

  • payment status;

  • payment dates;

  • transaction references;

  • records of refunds, failed payments or payment disputes.

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Payments are processed using Stripe. Service Scale does not normally receive or store complete payment-card details.

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Technical and website information

When you use our website, we may collect:

  • IP address;

  • browser and device information;

  • operating system;

  • approximate location derived from an IP address;

  • pages visited;

  • referring website;

  • dates and times of visits;

  • website interaction and usage information;

  • cookie and consent preferences.

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Marketing information

We may record:

  • whether you have agreed to receive marketing;

  • your marketing preferences;

  • whether you have opened or interacted with a marketing email;

  • whether you have unsubscribed or objected to direct marketing.

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Please do not provide special-category personal data or other sensitive personal information unless it is necessary and we have specifically requested it.

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How we obtain personal data

We may obtain personal data:

  • directly from you;

  • through our website, contact forms, emails, consultations or telephone calls;

  • through our contractual relationship with you or your organisation;

  • from referrals and introductions;

  • from publicly available business sources, including business websites, Companies House, Google Business Profiles, professional social-media profiles and online business directories;

  • through Wix, which provides our website, CRM, analytics and certain email-marketing functionality;

  • through Stripe in connection with payments; and

  • from service providers, professional advisers or other parties where permitted by law.

 

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How and why we use personal data

We process personal data only where we have an appropriate lawful basis.

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​Responding to enquiries and arranging consultations

  • Taking steps requested before entering into a contract and/or our legitimate interests in responding to business enquiries

 

Preparing proposals and quotations

  • Taking steps requested before entering into a contract and/or our legitimate interests in developing business relationships

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Entering into and providing Services

  • Performance of a contract where the person is a party to it

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Communicating with representatives of corporate Clients

  • Our legitimate interests in administering the contractual relationship with the Client

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Administering contracts, Service Schedules and Client accounts

  • Performance of a contract and/ or our legitimate interests in managing our business relationships

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Processing and recording payments

  • Performance of a contract, compliance with legal obligations and our legitimate interests in receiving and administering payment

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Maintaining financial, tax and business records

  • Compliance with legal obligations and our legitimate interests in maintaining appropriate records

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Providing customer service and dealing with complaints

  • Performance of a contract and/or our legitimate interests in managing relationships and resolving concerns

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Operating, securing and improving our website and services

  • Our legitimate interests in operating and improving our business, and consent where required for non-essential cookies

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Sending marketing communications

  • Consent or our legitimate interests, depending on the recipient, method of communication and applicable direct-marketing law

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Establishing, exercising or defending legal claims

  • Our legitimate interests and, where applicable, compliance with legal obligations

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Preventing fraud, misuse or security incidents

  • Our legitimate interests in protecting our business, systems, Clients and users

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Responding to regulators, courts and public authorities

  • Compliance with legal obligations and the establishment, exercise or defence of legal claims

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Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether they are overridden by the rights and interests of the affected individual.

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Direct marketing

We may use business contact information to send relevant marketing communications concerning Service Scale’s services where permitted by applicable data-protection and electronic-marketing laws.

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The lawful basis used will depend on the recipient, the method of communication and the circumstances in which we obtained the information. It may include consent or our legitimate interests in promoting our services to relevant businesses.

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Every marketing email will provide a clear method of unsubscribing.

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You have the right to object to the use of your personal data for direct marketing at any time.

You can unsubscribe by:

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If you unsubscribe or object, we may retain limited information on a suppression list to ensure that we continue to respect your request.

 

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Payments through stripe

We use Stripe to process payments.

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Stripe may collect payment-card details, billing details, device information and transaction information directly from you. Stripe processes this information in accordance with its own contractual and privacy terms.

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Service Scale may receive limited payment information from Stripe, including:

  • payer name;

  • billing details;

  • payment amount;

  • payment status;

  • payment date;

  • transaction reference;

  • information concerning failed or disputed payments.

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We use this information to administer payments, maintain financial records, resolve payment queries and prevent fraud.

Stripe may process certain information as an independent controller where necessary to meet its own legal, regulatory, security and fraud-prevention obligations.

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Sharing personal data

We may share personal data with service providers where reasonably necessary to operate our business and provide our Services.

Our principal technology providers currently include:

  • Wix, which provides our website hosting, contact forms, CRM, website analytics and, where applicable, email-marketing functionality; and

  • Stripe, which provides payment processing, payment administration, security and fraud-prevention services.

 

We may also disclose personal data to:

  • accountants, insurers, solicitors and other professional advisers;

  • contractors and subcontractors assisting us in providing Services;

  • courts, regulators, law-enforcement bodies and public authorities where disclosure is required or permitted by law;

  • prospective purchasers, investors and their professional advisers in connection with a proposed sale, restructuring or transfer of our business.

 

Where a provider processes personal data on our behalf, we require appropriate contractual and data-protection safeguards.

Some providers may process certain information as independent controllers for their own legal, regulatory, security or fraud-prevention purposes.

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We do not sell personal data.

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International transfers 

Some of our service providers, including Wix and Stripe, operate internationally. Personal data may therefore be transferred to or accessed from countries outside the United Kingdom.

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Where personal data is transferred outside the United Kingdom, we take reasonable steps to ensure that an appropriate lawful transfer mechanism is used. Depending on the provider and destination, this may include:

  • transferring information to a country recognised by the UK as providing an adequate level of protection;

  • the UK International Data Transfer Agreement;

  • the UK Addendum to the European Commission’s Standard Contractual Clauses; or

  • another transfer mechanism permitted under applicable data-protection law.

 

You may contact us for further information about the safeguards applicable to a particular transfer.

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When we act as a processor 

When Service Scale processes personal data solely on behalf of a Client and in accordance with that Client’s instructions, Service Scale generally acts as a processor and the Client remains the controller.

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This may occur, for example, where we manage or access a Client’s:

  • customer or lead information;

  • email-marketing list;

  • booking records;

  • website enquiries;

  • CRM information;

  • other customer information needed to provide the Services.

 

The relevant Client is responsible for determining the purposes of that processing and providing the required privacy information to affected individuals.

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Questions or requests concerning personal data that we process solely on behalf of a Client should normally be directed to that Client. Where appropriate, we will assist the Client in responding to the request in accordance with our contractual and legal obligations.

 

 

 Cookies and website analytics

Our website uses cookies and similar technologies to:

  • operate correctly;

  • remember preferences;

  • protect the website;

  • understand how visitors use it; and

  • improve its functionality and performance.

 

We use Wix Analytics, which may process information including IP address, device and browser information, pages visited, referring pages and website-interaction data.

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Where required by law, analytics and other non-essential cookies will not be placed unless the visitor has made the appropriate choice through our cookie banner.

 

You may use the cookie settings available on our website to accept, refuse or withdraw consent to non-essential cookies.

Further information about the cookies used, their purposes and duration is available in our Cookie Policy.

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Data retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including meeting legal, regulatory, tax, accounting and contractual requirements.

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Our general retention approach is:

  • enquiry and prospective-client records are normally retained for up to 24 months after the last meaningful contact, unless a longer period is reasonably necessary;

  • Client contracts, Service Schedules, material correspondence and service records are normally retained for up to six years after the Client relationship ends;

  • invoices, payment and accounting records are normally retained for at least six years or for any longer period required by applicable law;

  • marketing information is retained until the individual unsubscribes, objects or the information is no longer reasonably required;

  • limited suppression information may be retained for as long as reasonably necessary to ensure that an unsubscribe or objection continues to be respected;

  • website analytics and cookie information is retained in accordance with our Cookie Policy and the settings applied through Wix.

We may retain information for longer where reasonably necessary to establish, exercise or defend legal claims, investigate fraud, resolve a dispute or comply with a legal or regulatory obligation.

 

When personal data is no longer required, it will be deleted, anonymised or securely disposed of.

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Security 

We take appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful access, use, alteration, disclosure, loss or destruction.

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These measures may include:

  • secure systems and service providers;

  • access controls;

  • password protection;

  • restricting access to authorised persons;

  • software and account security measures;

  • appropriate contractual obligations with relevant providers and subcontractors.

 

No method of electronic transmission or storage is completely secure. While we take reasonable steps to protect personal data, we cannot guarantee absolute security.

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Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete personal data;

  • request deletion of your personal data;

  • request restriction of processing;

  • object to processing based on legitimate interests;

  • object to direct marketing;

  • request the transfer of certain personal data;

  • withdraw consent where processing is based on consent;

  • complain to the Information Commissioner’s Office.

 

These rights are subject to legal conditions and exemptions and may not apply in every circumstance.

 

We may ask for reasonable information to verify your identity before responding to a request. Data-protection requests are normally dealt with free of charge and within one month, although the law permits extensions or fees in limited circumstances.

 

To exercise a right, contact:

fincunningham@servicescale.co.uk

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Automated decision making

Service Scale does not currently use personal data to make solely automated decisions which produce legal or similarly significant effects upon individuals.

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We may use analytics and marketing information to understand website use and the effectiveness of communications, but we do not use that information to make solely automated decisions producing legal or similarly significant effects.

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Third-party links

Our website may contain links to websites operated by third parties.

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We are not responsible for the content, security or privacy practices of external websites. You should review the privacy information provided by the relevant third party before submitting personal data to it.

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Changes to this privacy notice

We may update this Privacy Notice from time to time to reflect changes in our business, services, systems or legal obligations.

The latest version will be published on this page and identified by its “Last updated” date.

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Where a change materially affects how we use personal data, we will take reasonable steps to bring the change to the attention of affected individuals before beginning the new processing.

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Complaints

If you have concerns about how Service Scale processes your personal data, please contact us first so that we can investigate and respond.

You have the right to complain to the Information Commissioner’s Office at any time. You are not required to contact us before making a complaint.

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Information Commissioner’s Office:

Website: www.ico.org.uk
Telephone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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Last updated: 25/08/26

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