Privacy Policy

This Privacy Policy explains how SCALE LOCAL ("we", "us", or "our") collects, uses, stores, protects, and otherwise processes personal data in connection with SCALE LOCAL Mail, including our public website, account request process, administrative systems, and private email archive services.

1. Scope

This Policy applies to personal information processed when you visit our website, submit a service request, communicate with us, receive a mailbox account, use SCALE LOCAL Mail, or otherwise interact with the service.

Customer-uploaded archived email may also contain personal information relating to senders, recipients, employees, customers, contacts, or other individuals. Customers remain responsible for ensuring that they have appropriate authority and lawful grounds to upload and process such information.

2. Information We Collect

Depending on your interaction with the service, we may process:

• Your name and contact email address.
• The mailbox address you request and the domain you identify as owned or controlled by you.
• Information you voluntarily include in service request messages or other communications.
• Mailbox account information including display name, account status, preferences, quota, and authentication data.
• Archived email metadata including sender and recipient addresses, subject lines, Message-ID values, dates, folder information, attachment metadata, and integrity hashes.
• Original EML files and attachments submitted to the archive by authorized users or administrators.
• Technical and security information reasonably necessary to operate, protect, troubleshoot, and secure the service.

3. Purposes of Processing

We process personal data only for legitimate and identified purposes, including:

• Reviewing requests for SCALE LOCAL Mail access.
• Communicating with prospective and existing users.
• Provisioning and administering mailbox accounts.
• Providing private email archive functionality.
• Preserving and organizing authorized historical email.
• Authenticating users and protecting account security.
• Detecting duplicates and maintaining archive integrity.
• Diagnosing technical issues and maintaining service reliability.
• Complying with applicable legal obligations, lawful requests, and regulatory requirements.

4. Lawful Basis

Where the Philippine Data Privacy Act of 2012 applies, personal information is processed only where an appropriate lawful basis exists. Depending on the circumstances, this may include your consent, steps taken at your request before entering into a service arrangement, performance of a contract, compliance with legal obligations, legitimate interests recognized by applicable law, or other lawful bases.

5. Service Requests and Account Provisioning

SCALE LOCAL Mail does not provide unrestricted public self-registration. Information submitted through the Get Started form is used to evaluate your request, communicate with you, and determine whether a mailbox account may be provisioned.

Submitting a request does not automatically create an account and does not guarantee acceptance or availability of service.

6. Archived Email

SCALE LOCAL Mail is designed to preserve original EML messages while separately storing structured metadata for search, organization, integrity checking, and display.

Persons or organizations uploading email are responsible for ensuring they are authorized to possess, archive, access, and process the messages and attachments they submit.

7. Disclosure of Personal Data

We do not sell personal information.

Personal information may be disclosed only where reasonably necessary to operate the service, to authorized service providers acting under appropriate obligations, to authorized administrators or account holders, where required by law, or where disclosure is otherwise permitted under applicable law.

8. International or Third-Party Processing

If infrastructure, hosting, backup, security, or other service providers process information on our behalf, reasonable measures will be used to require appropriate protection of the information consistent with applicable law.

9. Data Retention

Service inquiry information is retained only for as long as reasonably necessary to review the request, communicate with the requester, maintain appropriate business records, resolve disputes, and comply with applicable legal obligations.

Mailbox and archived email data may be retained for the duration of the applicable service relationship or archive requirement and thereafter for any period required or permitted by applicable law, contractual obligations, backup practices, dispute resolution, or legitimate recordkeeping needs.

Information that is no longer reasonably required should be securely deleted, anonymized, or otherwise disposed of in accordance with applicable retention practices.

10. Security

We use reasonable organizational and technical measures appropriate to the nature of the service and information being processed.

SCALE LOCAL Mail includes controls such as authenticated access, separation of administrator and mailbox accounts, password hashing, isolated HTML email rendering, blocked remote images by default, restricted attachment handling, integrity fingerprints, and controlled access to original archived message files.

No system can guarantee absolute security. Users are also responsible for protecting account credentials and devices used to access the service.

11. Cookies and Sessions

SCALE LOCAL Mail may use technically necessary cookies or session identifiers required for authentication, security, request validation, and maintaining logged-in sessions. These technologies are used for service operation rather than behavioral advertising.

12. Your Privacy Rights

Subject to applicable law and any lawful limitations, you may have rights concerning your personal data, including rights to:

• Be informed about the processing of your personal data.
• Request access to personal data concerning you.
• Request correction of inaccurate or incomplete information.
• Object to certain processing.
• Request erasure or blocking where legally applicable.
• Exercise applicable data portability rights.
• Withdraw consent where processing is based on consent.
• File a complaint with the competent data protection authority, including the Philippine National Privacy Commission where applicable.
• Exercise other rights provided by applicable data protection law.

13. Requests Concerning Archived Email

An archived message may contain information relating to several individuals or may be retained pursuant to contractual, evidentiary, legal, organizational, or other lawful requirements. A privacy request therefore does not necessarily require immediate deletion of an entire archived message.

Each request will be evaluated according to applicable law, the nature of the information, the rights of other individuals, and any lawful obligation or basis for continued processing.

14. Children's Privacy

SCALE LOCAL Mail is intended for organizational and professional email archive use and is not designed as a service directed to children.

15. Changes to this Privacy Policy

We may update this Policy when the service, our processing practices, or applicable requirements change. The effective date displayed above identifies the version currently published.

16. Contact and Privacy Requests

Questions, privacy requests, or concerns may be submitted through the contact mechanism on the SCALE LOCAL Mail website.