Privacy Policy

Last Updated: February 19, 2025

INTRODUCTION

Scalafai, Inc. ("Scalafai," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and disclose information when you use our software products, including Safia ("Products"), and our professional services ("Services").

This policy applies to visitors to our websites, users of our Products, and clients of our Services. By using our Products, Services, or websites, you consent to the practices described in this Privacy Policy.  Beyond the Privacy Policy, your use of our Products and Services is also subject to our Terms of Service.

1. INFORMATION WE COLLECT

1.1 Information Common to Both Products and Services

Account Information: When you register for our Products or Services, we collect information such as your name, email address, company name, job title, and account credentials.

Payment Information: For paid Products and Services, we collect billing information and payment details, which may be processed by our third-party payment processors.

Communications: When you contact us, we collect information provided in your communications, including support requests, feedback, and inquiries.

Device Information: We automatically collect information about your device, including IP address, browser type, operating system, and device identifiers.

Usage Data: We collect information about how you interact with our websites, such as pages visited, time spent, and links clicked.

1.2 Information Specific to Scalafai Products (Safia)

Workspace Content: We collect content you create, upload, or store within Safia, including projects, tasks, documents, comments, and other work-related information.

User Interactions: We collect information about how you and your team use Safia, including feature usage, collaboration patterns, and workflow activities.

Integration Data: If you connect Safia with third-party applications, we may receive information from those services as necessary to provide the integration.

AI-Related Data: To provide AI-powered features, we collect and process information about your work patterns, content, and preferences.

1.3 Information Specific to Scalafai Professional Services

Project Information: We collect information related to your business needs, project requirements, processes, and environments.

Assessment Data: We may collect information through interviews, workshops, and observations to understand your business needs.

Development Data: For custom development, we may collect technical information about your systems, infrastructure, and existing solutions.

2. HOW WE USE YOUR INFORMATION

2.1 Common Uses for Both Products and Services

We use collected information to:

  • Provide, maintain, and improve our Products and Services
  • Process transactions and send related information
  • Respond to your comments, questions, and requests
  • Send technical notices, updates, security alerts, and administrative messages
  • Monitor and analyze trends, usage, and activities
  • Detect, prevent, and address technical issues
  • Comply with legal obligations
  • Enforce our terms, conditions, and policies

2.2 Specific Uses for Scalafai Products (Safia)

We use information collected through our Products to:

  • Deliver AI-powered features and recommendations
  • Facilitate collaboration and communication
  • Generate analytics and insights
  • Enable integrations with third-party services
  • Personalize your experience
  • Enhance product functionality and performance

2.3 Specific Uses for Scalafai Professional Services

We use information collected through our Services to:

  • Deliver contracted consulting and development services
  • Manage project timelines and resources
  • Develop custom solutions
  • Provide implementation support
  • Maintain a knowledge base for support

3. LEGAL BASES FOR PROCESSING

For users in the European Economic Area (EEA), United Kingdom, and other jurisdictions with similar laws, we process your personal information on the following legal bases:

  • Contractual Necessity: To perform our contract with you
  • Legitimate Interests: To pursue our legitimate business interests
  • Legal Obligation: To comply with applicable laws and regulations
  • Consent: With your explicit consent, where required by law

4. HOW WE SHARE INFORMATION

4.1 Sharing Common to Both Products and Services

We may share your information with:

  • Service Providers: Third-party vendors who help us provide our Products and Services
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • Legal Requirements: When required by law or to protect our rights
  • With Your Consent: In other circumstances with your explicit consent

4.2 Sharing Specific to Scalafai Products (Safia)

We may share your information:

  • Within Your Organization: With authorized users within your workspace
  • Integration Partners: With third-party services you choose to connect
  • Aggregated Data: As anonymized, aggregated statistics that do not identify you

4.3 Sharing Specific to Scalafai Professional Services

We may share your information:

  • Project Stakeholders: With authorized contacts specified in our agreement
  • Subcontractors: With specialized partners helping deliver services (when disclosed)
  • Case Studies: With your explicit permission for reference purposes

5. DATA SECURITY

We implement appropriate technical and organizational measures to protect your information:

  • Encryption of data in transit and at rest
  • Access controls and authentication requirements
  • Regular security assessments and testing
  • Employee training on security practices
  • Incident response procedures

While we strive to protect your information, no security measures are perfect. We cannot guarantee absolute security and encourage you to use strong passwords and secure practices.

6. DATA RETENTION

6.1 Retention Common to Both Products and Services

We retain your information as long as your account is active or as needed to provide services. We may retain certain information after account closure as required by law, for legitimate business purposes, or to protect our rights.

6.2 Retention Specific to Scalafai Products (Safia)

For Product users:

  • Active account data is retained while your subscription is active
  • After account termination, we may retain data for up to 60 days before deletion
  • Backups may be retained for up to 30 additional days

6.3 Retention Specific to Scalafai Professional Services

For Service clients:

  • Project documentation is retained according to our service agreement
  • Upon project completion, we return or destroy client data as specified in our agreement
  • We may retain anonymized learnings from engagements

7. INTERNATIONAL DATA TRANSFERS

We may transfer your information to countries other than your own. When transferring personal information from the EEA, UK, or Switzerland, we rely on:

  • Standard Contractual Clauses
  • Adequacy decisions where applicable
  • Other valid transfer mechanisms

8. YOUR PRIVACY RIGHTS

Depending on your location, you may have rights to:

  • Access your personal information
  • Correct inaccurate information
  • Delete your personal information
  • Object to or restrict processing
  • Data portability
  • Withdraw consent
  • Lodge a complaint with a supervisory authority

To exercise these rights, please contact us using the information in the "Contact Us" section.

9. AI AND MACHINE LEARNING PRACTICES

9.1 AI Practices Common to Both Products and Services

Our approach to AI includes:

  • Commitment to ethical AI principles
  • Human oversight of automated systems
  • Regular evaluation for bias
  • Transparency about AI capabilities and limitations

9.2 AI Practices Specific to Scalafai Products (Safia)

For our AI-powered features:

  • We use your data to provide personalized experiences
  • You can control AI features through product settings
  • We design for explainability of recommendations
  • Data used for AI features is protected with the same security standards as other data

9.3 AI Practices Specific to Scalafai Professional Services

For custom AI solutions:

  • We clearly define data usage in our service agreements
  • Model ownership is specified in our contracts
  • We provide documentation on how custom AI solutions work

10. CHILDREN'S PRIVACY

Our Products and Services are not directed to children under 16. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it.

11. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to:

  • Operate our websites and Products
  • Analyze usage patterns
  • Remember your preferences
  • Provide security features
  • Deliver relevant content and advertising

You can manage cookies through your browser settings. For more details, please see our Cookie Policy.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically. We will notify you of material changes by posting the updated policy on our website with a new effective date. For significant changes, we may provide additional notice via email or in-product notification.

13. JURISDICTION-SPECIFIC PROVISIONS

13.1 California Residents

Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), California residents have specific rights regarding their personal information:

  • Right to know what personal information we collect
  • Right to delete personal information
  • Right to opt-out of the sale or sharing of personal information
  • Right to non-discrimination for exercising these rights

To exercise these rights, please contact us as described below.

13.2 European Residents

For individuals in the EEA, UK, or Switzerland, we serve as a data controller for website visitors and account information. For customer data processed through our Products, we generally act as a data processor.

Our EU representative contact information is available upon request.

14. BUSINESS CUSTOMER DATA

14.1 Scalafai Products (Safia) as a Processor

When we provide Products to business customers:

  • We process data according to our customer's instructions
  • The business customer is typically the data controller
  • We provide tools to help customers respond to data subject requests
  • Our Data Processing Addendum (DPA) governs these activities

14.2 Scalafai Professional Services as a Processor

When providing professional services:

  • We process data as specified in our service agreements
  • We limit processing to the stated purpose
  • We return or delete client data upon project completion as directed

15. CONTACT US

If you have questions or concerns about this Privacy Policy, please contact us:

Privacy Team
Scalafai, Inc.
privacy@scalafai.com
512-253-8121

For formal privacy rights requests: privacy@scalafai.com

For data protection inquiries: dpo@scalafai.com 

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By using our Products, Services, or websites, you acknowledge that you have read and understood this Privacy Policy.