Privacy Policy

1. Who We Are

Calwise ("we", "our", "us") is a meeting cost analytics platform operated by Calwise Ltd. We help HR, Finance, and Operations leaders measure the true financial cost of business meetings.

For any questions about this Privacy Policy, please contact us at [email protected].

2. What Data We Collect

We collect information you provide directly when you fill in our early-access or contact form:

• Name and surname
• Work email address
• Phone number
• Company name and website
• Job role and country

We also collect standard web analytics data (pages visited, browser type, session duration, referring URL) via Google Analytics and Google Tag Manager, subject to your cookie consent.

When you use the Calwise platform (post sign-up), we may also process employee salary data that your HR team uploads. This data is processed strictly as a data processor on your behalf and is governed by a separate Data Processing Agreement.

3. How We Use Your Data

• To contact you about early access to Calwise and onboard you as a customer
• To send relevant product updates, feature announcements, and company news
• To understand how visitors use our website and improve our product offering
• To comply with legal obligations applicable to our business
• To prevent fraud and ensure the security of our platform

We do not use your data for advertising, profiling, or automated decision-making that produces legal effects.

4. Legal Basis (GDPR)

We process your personal data on the following legal bases under the General Data Protection Regulation (GDPR):

• Consent (Art. 6(1)(a) GDPR) — when you submit our form or accept analytics cookies
• Legitimate interest (Art. 6(1)(f) GDPR) — in developing, promoting, and improving Calwise, where this does not override your fundamental rights
• Contract (Art. 6(1)(b) GDPR) — when processing is necessary to fulfil our agreement with you as a customer
• Legal obligation (Art. 6(1)(c) GDPR) — where processing is required to comply with applicable law

5. Data Sharing

We do not sell your personal data. We do not share it with third parties for their own marketing purposes.

We may share your data with trusted service providers who help us operate our business, including:

• Google Workspace (email and collaboration)
• Google Analytics (web analytics, subject to cookie consent)
• CRM and customer communication tools
• Cloud infrastructure providers

All service providers are bound by data processing agreements and confidentiality obligations. They may not use your data for their own independent purposes.

We may disclose your data if required to do so by law, regulation, or court order.

6. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes described in this policy, or as required by applicable law. Specifically:

• Form submission data: retained for up to 3 years from your last interaction with us, unless you request earlier deletion
• Analytics data: retained in accordance with Google Analytics retention settings (default: 14 months)
• Customer account data: retained for the duration of the contract plus 5 years for legal compliance purposes

You may request deletion of your data at any time (see Section 8).

7. Cookies

We use cookies and similar technologies on our website. Our cookie consent banner (provided by CookieYes) gives you granular control over which categories of cookies you accept:

• Necessary cookies — essential for the website to function; cannot be disabled
• Analytics cookies — help us understand how visitors use our site (Google Analytics); only loaded with your consent

You can withdraw or update your cookie consent at any time by clicking the "Cookie Settings" link in our website footer, or by adjusting your browser settings. You can also opt out of Google Analytics tracking via the Google Analytics opt-out browser add-on.

8. Your Rights

Under GDPR and equivalent regulations, you have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your data ("right to be forgotten")
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interest
• Right to withdraw consent — withdraw consent at any time, without affecting prior processing

To exercise any of these rights, email us at [email protected]. We will respond within 30 days. If you are unsatisfied with our response, you have the right to lodge a complaint with your national data protection authority.

9. Security

We implement industry-standard technical and organisational measures to protect your data against unauthorised access, loss, disclosure, or destruction. These include:

• Encryption of data at rest and in transit (TLS 1.2+)
• Access controls limiting data access to authorised personnel only
• EU-based server infrastructure
• Regular security reviews

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach affecting your rights and freedoms, we will notify the relevant supervisory authority and affected individuals as required by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The "Last updated" date at the top of this page will always reflect the most recent version.

For material changes, we will notify existing users by email before the change takes effect.

11. Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: