Privacy Policy

1. Introduction

Scale Through Automation ("Scale Through Automation," "STA," "we," "us," or "our") respects your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, submit a form, opt in to our SMS messaging program, speak with us by phone, or engage our services.

By using our website or services, you agree to the practices described in this policy. Please also review our Terms & Conditions.

2. Who We Are

3. Information We Collect

3.1 Information you give us

• Contact details: first and last name, email address, mobile phone number, company name
• Inquiry content: the description of your business challenge, goals, or questions that you submit through our forms, email, chat, or phone
• Consent records: whether you checked the SMS consent box and the Terms consent box, along with the date, time, IP address, and page URL of the submission — retained as proof of express written consent
• Engagement information: billing contacts, project requirements, system credentials you choose to share, and correspondence, where you become a client

3.2 Information collected automatically

• IP address, browser type and version, device type, operating system
• Pages visited, referring URL, time on page, and general interaction data
• Approximate location derived from IP address (city/region level)
• Cookie and similar-technology identifiers (see Section 8)

3.3 Information from calls and messages

When you call, text, or chat with us — including with our AI voice or chat assistants — we may collect the content of that conversation, call metadata (time, duration, number), and, where permitted by law and with notice where required, recordings or transcripts used for quality, training, and record-keeping.

4. How We Use Your Information

We use the information we collect to:

• Respond to your inquiry and schedule or conduct your consultation
• Send appointment confirmations, reminders, and follow-ups by SMS, email, or phone where you have consented
• Provide, deliver, support, and improve the services you engage us for
• Send invoices and process payments
• Maintain records of consent and communications for legal and regulatory compliance
• Analyze website performance and improve our content and user experience
• Detect, prevent, and address fraud, abuse, or security incidents
• Comply with legal obligations and enforce our agreements

Our legal bases for processing (where applicable law requires one) are your consent, performance of a contract, our legitimate interests in operating and improving our business, and compliance with legal obligations.

5. Mobile Numbers & SMS Consent

5.1 How we obtain SMS consent

We add a mobile number to our SMS program only after express written consent, obtained through the clearly labeled, unchecked-by-default consent checkbox on our consultation request form, through your own inbound text to our business number, or through documented verbal or written consent. We never purchase, rent, or acquire phone numbers from third-party lists.

5.2 What we send

Messages relate to consultation scheduling, appointment reminders, follow-ups on your request, customer care, and occasional account or service updates. Message frequency varies — typically 2–6 messages per month. Message and data rates may apply.

5.3 How to stop

Reply STOP to any message to opt out at any time. Reply HELP for assistance. You may also email [email protected] or call +1 937-689-6168. Full SMS program terms are in Section 4 of our Terms & Conditions.

5.4 What we retain after you opt out

If you opt out, we retain a minimal record of your number and opt-out status. This is required so that our systems continue to suppress messages to you and so we can evidence compliance. We do not use that record for any other purpose.

6. How We Share Information

We share personal information only in the limited circumstances below:

• Service providers (processors): vendors who perform functions on our behalf — such as CRM and marketing-automation platforms, SMS and telephony providers, email delivery, cloud hosting, analytics, and payment processing. They may access only the data needed to perform their function and are contractually required to protect it and to use it for no other purpose. Mobile opt-in data and SMS consent are never shared with these providers for their own marketing use.
• Professional advisers: accountants, auditors, and lawyers, under duties of confidentiality.
• Legal compliance: where required by law, subpoena, court order, or regulator, or to protect our rights, safety, or property or that of others.
• Business transfer: in connection with a merger, acquisition, financing, or sale of assets, subject to this policy continuing to apply to the transferred data.
• With your direction: where you explicitly ask us to share your information with someone.

7. We Do Not Sell Your Data

We do not sell, rent, or trade your personal information. We do not share personal information with third parties or affiliates for their own marketing or promotional purposes. This applies to all personal information we hold, and it applies without exception to mobile phone numbers and SMS opt-in and consent data.

8. Cookies & Tracking Technologies

Our website may use cookies and similar technologies to keep the site functioning, remember preferences, and understand how visitors use our pages. Categories we may use include:

• Strictly necessary: required for the site and forms to work
• Analytics: aggregated usage measurement to improve the site
• Functional: remembering choices such as a dismissed banner

You can control cookies through your browser settings, including blocking or deleting them. Blocking strictly necessary cookies may prevent parts of the site from working. Where required by law, we request consent before setting non-essential cookies. We honor Global Privacy Control (GPC) signals where applicable law requires.

9. Data Retention

We keep personal information only as long as needed for the purposes described in this policy, or as required by law. In general:

• Inquiry and lead data: up to 3 years from last contact, unless you ask us to delete it sooner
• SMS consent and opt-out records: at least 4 years, to evidence compliance with messaging regulations
• Client engagement and financial records: 7 years, in line with tax and accounting obligations
• Website analytics: typically up to 26 months in aggregated or pseudonymized form

10. Data Security

We use commercially reasonable administrative, technical, and physical safeguards to protect your information, including encryption in transit and at rest, role-based access controls, least-privilege access to client systems, vendor due diligence, and regular review of access rights. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. If a breach affecting your personal information occurs, we will notify you and the relevant authorities as required by applicable law.

11. Your Privacy Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and request a copy
• Correct inaccurate or incomplete information
• Request deletion of your personal information
• Opt out of marketing communications, including SMS and email
• Opt out of the sale or sharing of personal information (note: we do not sell or share it)
• Request portability of information you provided to us
• Withdraw consent where processing is based on consent
• Not be discriminated against for exercising any of these rights

To exercise any right, email [email protected] or call +1 937-689-6168. We will respond within the timeframe required by applicable law, generally within 30 to 45 days. We may need to verify your identity before acting on a request. An authorized agent may submit a request on your behalf with written proof of authorization.

12. Marketing Choices

You control how we contact you:

• SMS: reply STOP to any message, or contact us directly
• Email: use the unsubscribe link in any marketing email, or contact us
• Phone: tell us on any call, or contact us in writing, and we will add you to our internal do-not-call list

We may still send transactional messages necessary to deliver a service you have requested or an engagement you have entered into.

13. AI & Automated Processing

We operate AI voice and chat assistants that may handle your initial call, chat, or message. These systems process the content of your conversation to answer questions, capture your request, and route it to a person. Conversations may be logged and, where lawful and with notice where required, recorded or transcribed. We do not use automated decision-making that produces legal or similarly significant effects about you without human involvement. Where third-party AI model providers process conversation content on our behalf, they act as our processors under contractual restrictions.

14. Client Data We Process on Your Behalf

When we build or operate systems for a client, we may process personal information belonging to that client's own customers or employees. In those cases we act as a processor or service provider, and the client is the controller. We process such data only on the client's documented instructions, under the terms of the applicable Service Agreement and any data processing addendum. If you are an individual whose data was provided to us by one of our clients, please direct your privacy request to that business; we will assist them in responding.

15. Children's Privacy

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it promptly.

16. Third-Party Links

Our site may link to third-party websites and platforms. We are not responsible for their content or privacy practices. We encourage you to read the privacy policy of any site you visit.

17. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be posted here, and where required by law we will seek your consent or provide advance notice. Changes will not retroactively reduce the protections applying to information already collected without your consent.

18. Contact Us

Questions, requests, or concerns about this Privacy Policy or your information? Contact us: