ScalableAnnotations
Legal

Privacy Policy

Your privacy matters. This policy explains how we collect, use, and protect your personal information when you interact with our Services.

Effective: June 7, 2025 · Last updated: June 7, 2025

1. Introduction

ScalableAnnotations, Inc. ("Company," "we," "our," or "us") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy describes the types of information we collect, how we use and protect that information, and the choices you have regarding your data when you visit our website or use any of our services (collectively, the "Services").

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our Services.

2. Information We Collect

We collect information in the following ways:

2.1 Information You Provide Directly

  • Application Data: Name, email address, phone number, and other contact details you provide when applying as an expert through our application form or contacting us via email.
  • Professional Information: Resume, CV, work history, education, certifications, areas of expertise, portfolio, writing samples, and other qualifications submitted during application or onboarding.
  • Payment Information: If you are engaged as an expert, we may collect banking details and tax identification numbers required to process compensation. Payment processing is handled by PCI-compliant third-party providers.
  • Communications: Records of correspondence when you contact us via email or other channels, including support requests and feedback.

2.2 Information Collected Automatically

  • Device & Browser Data: IP address, browser type and version, operating system, and language preferences collected via standard server logs.
  • Usage Data: Pages visited, referral URLs, and navigation paths within our website as recorded by our hosting provider.
  • Local Storage: We use browser local storage to remember your theme preference (light/dark mode). We do not use third-party tracking cookies.
  • Log Data: Server logs that record requests made to our servers, including timestamps, request methods, and response codes.

2.3 Information from Third Parties

  • Identity Verification: We may receive verification data from third-party identity services to confirm your credentials and qualifications.
  • Public Sources: Professional information available on public platforms (e.g., LinkedIn, academic publications) to validate expertise.

3. How We Use Your Information

We use collected information for the following purposes:

  • Service Delivery: To process expert applications, match experts with projects, manage assignments, and facilitate payments.
  • Communication: To send you project opportunities, service updates, onboarding materials, and respond to your inquiries.
  • Quality & Compliance: To verify qualifications, maintain quality standards, detect fraud, and ensure compliance with contractual and legal obligations.
  • Analytics & Improvement: To understand how our Services are used, identify trends, diagnose technical issues, and improve user experience.
  • Security: To protect against unauthorized access, detect suspicious activity, and maintain the integrity of our systems.
  • Legal Obligations: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

4. Legal Basis for Processing

We process your personal information based on one or more of the following legal grounds:

  • Contractual Necessity: Processing necessary to perform our contract with you (e.g., managing your expert engagement).
  • Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Services, preventing fraud, and ensuring network security.
  • Consent: Where you have given explicit consent for specific processing activities (e.g., marketing communications).
  • Legal Obligation: Processing necessary to comply with laws and regulations applicable to us.

5. Information Sharing & Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

  • Service Providers: With trusted vendors who perform services on our behalf (e.g., cloud hosting, email delivery, payment processing), bound by strict data protection agreements.
  • Client Organizations: Limited professional information may be shared with client organizations for project matching purposes, subject to confidentiality obligations.
  • Legal Requirements: When required by law, court order, subpoena, or other legal process, or to protect our rights, property, or safety.
  • Business Transfers: In connection with a merger, acquisition, reorganization, or sale of all or a portion of our assets, with appropriate notice.
  • With Your Consent: In any other circumstances where we have obtained your explicit consent.

6. Data Security

We implement industry-standard technical and organizational measures to protect your personal information, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Access controls and role-based permissions
  • Regular security audits and vulnerability assessments
  • Employee training on data protection practices
  • Incident response procedures for data breaches

While we strive to protect your information, no system is completely secure. We cannot guarantee absolute security, and you use our Services at your own risk.

7. Data Retention

We retain your personal information for as long as reasonably necessary to fulfill the purposes for which it was collected, maintain our ongoing business relationship, comply with legal and regulatory obligations, and resolve disputes. When personal information is no longer needed, we securely delete or anonymize it.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. When we transfer data internationally, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) or rely on other legally recognized transfer mechanisms to ensure your data remains protected.

9. Cookies & Tracking Technologies

Our website currently does not use traditional cookies for tracking or analytics. We use browser local storage solely to remember your theme preference (light or dark mode). If we introduce cookies or analytics tools in the future, we will update this policy and provide appropriate notice and controls.

  • Local Storage: Used to store your display theme preference. This data remains on your device and is not transmitted to our servers.
  • Server Logs: Our hosting provider may collect standard access logs (IP address, request time, page visited) for security and performance purposes.

10. Your Rights & Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal retention requirements.
  • Restriction: Request that we restrict processing of your data in certain circumstances.
  • Portability: Request your data in a structured, commonly used, machine-readable format.
  • Objection: Object to processing based on legitimate interests or for direct marketing.
  • Withdraw Consent: Where processing is based on consent, withdraw it at any time.

To exercise any of these rights, please contact us at manager@scalableannotations.com. We will respond within 30 days or as required by applicable law.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete it promptly.

12. Third-Party Links

Our website may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our website.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will post the updated policy on this page and update the "Last updated" date. For material changes, we will provide additional notice via email or a prominent notice on our website.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

  • Email: manager@scalableannotations.com
  • Company: ScalableAnnotations, Inc.
  • Website: https://scalableannotations.com