Policies | Scala

Privacy and Cookies Policy

1. Introduction

Scala Uk Ltd is committed to protecting and respecting your privacy and your data. This Privacy Policy explains how we collect, use, and safeguard your personal data in accordance with the UK GDPR and the Data Protection Act 2018.

If you have any questions, please contact us at:
📧 office@scala.uk.com
📍 The Workshop, 28 Kenwood Park Road, Nether Edge, Sheffield, S7 1NF

2. What Data We Collect

We may collect and process the following types of personal data:

Identity Data: Name, job title, company name
Contact Data: Email address, phone number
Technical Data: IP address, browser type, device info
Usage Data: Website interactions, page visits
Marketing Data: Preferences for receiving communications
Client Data: Information provided to us in the course of delivering services

3. How We Collect Your Data

We collect data through:

Website forms (contact forms, newsletter sign-ups)
Cookies and analytics tools
Email or direct communication
Client onboarding processes
Third-party tools (e.g. CRM, marketing platforms)

4. Legal Basis for Processing

Under GDPR, we rely on the following lawful bases:

Consent – for email marketing and cookies
Contractual necessity – to deliver services to clients
Legitimate interests – for improving services and website performance
Legal obligations – compliance with applicable laws

5. How We Use Your Data

We use your personal data to:

Respond to enquiries
Provide marketing and agency services in accordance with our client contracts
Send marketing communications (where consent is given)
Improve website performance and user experience
Maintain internal records
Comply with legal obligations

6. Data Sharing

We may share your data with:

Trusted third-party service providers (e.g. hosting, CRM systems, email platforms, client websites)
Professional advisors (e.g. legal, accounting)
Regulatory bodies if required by law

All third parties are required to respect the security of your data and act in compliance with GDPR.

7. Data Retention

We retain personal data only as long as necessary:

Client data: up to 6 years (for legal/accounting purposes)
Marketing data: until consent is withdrawn
Enquiry data: up to 12 months

9. Your Data Protection Rights

You have the right to:

Access your personal data
Request correction of inaccurate data
Request erasure (“right to be forgotten”)
Restrict or object to processing
Data portability
Withdraw consent at any time

To exercise your rights, contact: office@scala.uk.com

10. Data Security

We implement appropriate technical and organisational measures, including:

Secure hosting and encryption
Access controls
Regular monitoring and updates
Staff training on data protection

11. Cookies

We use cookies to:

Analyse website traffic (including site usage data, such as new visitors, unique visitors and returning visitors). The data stored in the cookie for usage tracking is a randomly generated identifier and does not identify you personally

Improve user experience
Support marketing efforts

Users are given control via a cookie consent banner in line with UK GDPR and PECR regulations.

12. Data Protection Complaints Procedure

We take all data protection concerns seriously and have implemented the following complaints procedure:

Step 1: Contact Us

If you have a concern about how your data is handled, please contact our Data Protection Lead:

📧 NatalieRodgers@scala.uk.com
We aim to respond within 5 working days.

Step 2: Internal Investigation

We will:

Acknowledge your complaint
Investigate the issue thoroughly
Review relevant data processing activities
Provide a written response within 30 days

Step 3: Resolution

We will:

Explain our findings clearly
Take corrective action where necessary
Implement improvements to prevent recurrence

Step 4: Escalation to ICO

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

🌐 https://www.ico.org.uk
📞 0303 123 1113

We would appreciate the opportunity to resolve your concern first.

13. Third-Party Links

Our website may include links to third-party websites. We are not responsible for their privacy practices.

14. Updates to This Policy

We may update this policy from time to time. Changes will be posted on this page with an updated effective date.

Our approach to AI

At Scala, we use artificial intelligence tools to help us work more efficiently, but we never let AI replace the judgement, creativity, and expertise our clients come to us for.

How we use AI

We use AI to help with research, first drafts, summarising information, and speeding up day to day admin. This frees up more time for the work that genuinely benefits from human thinking: strategy, creative ideas, and building relationships with our clients and their audiences.

Human oversight, always

Every piece of work we produce, whether or not AI played a part in it, is reviewed, edited, and approved by a member of our team before it reaches a client or goes out publicly. AI never makes final decisions on client strategy, content, or campaigns.

Protecting your information

We take client confidentiality seriously. We use a business grade AI account with strong data protections, and we're careful about what information we share with any AI tool. Where information is sensitive or confidential, we handle it with extra care, or keep it out of AI tools altogether.

Questions

If you'd like to know more about how we use AI on your account, just ask, we're always happy to talk it through.