Privacy Policy

Pentascale Systems ("Pentascale," "we," "us," or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard information when you visit pentascale.net or use any of our services, tools, or platforms — including our internal client-tracking system.

By accessing our website or services, you agree to the practices described in this policy. If you do not agree, please discontinue use of our services.

Information We Collect

We collect information in the following ways:

• Information you provide directly: Name, email address, phone number, company name, and project details submitted via our contact form, client intake forms, or internal registration.
• Account information: For internal platform users, we collect your @pentascale.net email address, display name, and profile data stored in Firebase Authentication and Firestore.
• Project & client data: Information entered into our Client Tracker platform, including client names, contact details, project start/end dates, assigned team members, and project status.
• Usage data: Pages visited, time spent, browser type, device information, IP address, and referring URLs, collected automatically via cookies and analytics tools.
• Communications: Emails or messages you send to us at info@pentascale.net or via any other contact channel.

How We Use Your Information

We use the information we collect to:

• Deliver, maintain, and improve our services and internal tools
• Respond to inquiries, proposals, and support requests
• Manage client projects, timelines, and team assignments via our internal tracker
• Send transactional communications (e.g., email verification links, account notifications)
• Monitor platform security and prevent unauthorized access
• Comply with legal obligations under Philippine law, including the Data Privacy Act of 2012 (R.A. 10173)
• Analyze usage patterns to improve our website and internal tools

How We Share Your Information

We may share your information with:

• Service providers: Firebase (Google LLC) for authentication, database, and hosting; Formspree for contact form processing; reCAPTCHA Enterprise (Google LLC) for bot prevention.
• Internal team members: Assigned developers and project managers may view client data relevant to their assigned projects within our internal tracker.
• Legal authorities: When required by law, court order, or to protect the rights, property, or safety of Pentascale, our clients, or others.

All third-party service providers are bound by their own privacy policies and data processing agreements. We encourage you to review the privacy policies of Firebase/Google and other providers we use.

Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience. These include:

• Essential cookies: Required for core site functionality and user authentication sessions.
• Analytics cookies: Help us understand how visitors interact with our site (e.g., page views, time on site). We may use Google Analytics.
• Security cookies: Used by reCAPTCHA Enterprise to protect forms from automated abuse.

You can control cookies through your browser settings. Disabling certain cookies may affect functionality. We do not use cookies for advertising or cross-site tracking.

Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy or as required by law:

• Client project data: Retained for the duration of the engagement plus 3 years for business and legal record-keeping.
• Internal account data: Retained while the employee account remains active; deleted within 30 days of account termination upon request.
• Contact form submissions: Retained for up to 2 years for business correspondence purposes.
• Analytics data: Aggregated or anonymized after 26 months.

Your Rights & Choices

Under the Philippine Data Privacy Act of 2012 and applicable regulations, you have the right to:

• Access: Request a copy of personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data where there is no compelling reason for continued processing.
• Object: Object to processing of your data for specific purposes.
• Data portability: Request your data in a structured, machine-readable format.
• Lodge a complaint: File a complaint with the National Privacy Commission (NPC) of the Philippines.

To exercise these rights, contact us at info@pentascale.net. We will respond within 15 business days.

Data Security

We implement industry-standard security measures to protect your information:

• Firebase Authentication with email verification and domain-restricted access
• Firestore Security Rules that enforce role-based access control
• HTTPS/TLS encryption for all data in transit
• reCAPTCHA Enterprise protection on all forms
• Regular security reviews and access audits

While we implement strong security measures, no system is 100% secure. In the event of a data breach affecting your personal information, we will notify affected individuals and relevant authorities as required by Philippine law.

Third-Party Links

Our website may contain links to third-party sites (e.g., Facebook, IONOS, WordPress.com). We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies before providing any personal information.

Children's Privacy

Our services are intended for business use by adults. We do not knowingly collect personal information from children under 18. If we become aware that a child has provided personal data, we will delete it promptly. Parents or guardians with concerns may contact us at info@pentascale.net.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated via a notice on our website or, where appropriate, by email to registered users. The "Last updated" date at the top of this page will always reflect the most recent revision.

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our Data Protection Officer: