Privacy Policy

1. Scope

This policy applies to information we collect through the Site and through direct communications related to the Services. It does not apply to third-party websites, payment processors, hosting providers, or software that we do not control. If you follow a link to another service, that service’s privacy policy applies.

If you are a customer of one of our deployed software products, the privacy practices for the data you put into that product are governed by your agreement with us and, where applicable, your own policies as the data controller. This policy covers our marketing Site and our business operations.

2. Information we collect

We collect information in three main ways:

• Information you provide. When you complete a contact form, request a quote, purchase a product, or email us, we may collect your name, email address, company name, phone number, billing details, the solution or plan you are interested in, and the content of your message.
• Payment information. Payments are processed by Stripe. We receive transaction details such as the amount paid, the product or plan purchased, the last four digits of a card, and billing contact information. We do not receive or store full payment card numbers.
• Information collected automatically. Like most websites, our server logs may record your IP address, browser type, device information, referring page, requested URL, and timestamps. We use this information for security, troubleshooting, and understanding aggregate site usage. We do not use invasive advertising trackers on this Site.

3. How we use information

We use the information we collect to:

• Respond to inquiries, provide quotes, and schedule calls.
• Process orders, deliver software and licenses, and provide setup and support services.
• Send transactional messages such as receipts, onboarding instructions, security notices, and support updates.
• Maintain, secure, and improve the Site and our Services.
• Detect and prevent fraud, abuse, and unauthorized access.
• Comply with legal obligations and enforce our agreements.
• Send occasional product updates or offers where permitted by law. You can opt out of marketing email at any time.

4. Legal bases for processing

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction that requires a legal basis for processing, we rely on the following bases as applicable: performance of a contract (delivering products and services you request), legitimate interests (running and securing our business, responding to inquiries, and improving our offerings), consent (where we ask for it, such as optional marketing email), and legal obligation (tax, accounting, and compliance records).

5. How we share information

We do not sell your personal information. We share information only with service providers and in the limited circumstances described below:

• Payment processing. Stripe processes payments and related fraud checks. Stripe’s privacy policy applies to the information it collects.
• Hosting and infrastructure. Our Site and customer deployments may run on cloud or hosting providers that process data on our behalf.
• Email and communications. We may use email or form-delivery providers to send transactional messages and route inquiries.
• Professional advisors. Accountants, attorneys, and insurers may receive information when necessary to run our business.
• Legal and safety. We may disclose information if required by law, legal process, or a valid governmental request, or when we believe disclosure is necessary to protect rights, safety, or the integrity of the Services.
• Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections.

6. Cookies and similar technologies

The Site uses only the cookies and local storage needed to operate basic features, remember preferences, and protect forms from abuse. We do not currently run third-party advertising or cross-site behavioral tracking on the Site. If we add analytics that use cookies, we will update this policy and, where required, request consent.

You can block or delete cookies through your browser settings. Blocking essential cookies may affect how parts of the Site work.

7. Data retention

We retain inquiry and customer records for as long as needed to respond, provide services, maintain business records, resolve disputes, and meet legal, tax, and accounting requirements. Server logs are retained for a limited period for security and troubleshooting. When information is no longer needed, we delete it or anonymize it.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, or misuse. These include encrypted connections, access controls, and limited retention. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If you have an account or administrative access to a deployed system, you are responsible for keeping credentials confidential and for telling us promptly if you suspect unauthorized access.

9. Your rights and choices

Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal information; to object to or restrict certain processing; to request a portable copy; and to withdraw consent where processing is based on consent. You may also have the right to opt out of marketing communications at any time.

To exercise a privacy right, contact us at solutions@calcaware.com. We may need to verify your identity before fulfilling a request. We will respond within the time required by applicable law. You can also lodge a complaint with your local data protection authority.

10. International transfers

We operate from the United States. If you access the Site from another country, your information may be transferred to, stored in, and processed in the United States or other countries where our service providers operate. Where required, we use appropriate safeguards for international transfers.

11. Children’s privacy

The Site and Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 through the Site. If you believe a child has provided information to us, contact us and we will take appropriate steps to delete it.

12. Third-party links and services

The Site may link to third-party websites or use third-party services such as Stripe for payments. We are not responsible for the privacy practices of those third parties. Review their policies before providing information.

13. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of this page shows when it was last revised. Material changes will be posted on this page, and where appropriate we will provide additional notice. Continued use of the Site after an update means you accept the revised policy.

14. Contact us

If you have questions about this policy or our privacy practices, contact Calcaware Software Solutions LLC at solutions@calcaware.com. We will respond as soon as reasonably possible.