Privacy policy
Last updated: October 2026
1. Who we are
CalcSuite is provided by CalcSuite Technologies Ltd (CTL, we, us), registered in England and Wales under company number 17416970, with its registered office at 7 Greenacre Park, Gateshead, NE9 6HF.
We are the controller of the personal data described in this policy. Contact us about privacy at enquiries@calcsuite.co.uk.
2. Your clients' data stays with you
CalcSuite is designed so that the details advisers enter about their clients are stored only on the adviser's own device. That includes names, ages, income, pensions, investments and plans. We never receive, store or see this data, including when we provide support. Each adviser firm is responsible for its own clients' data under data protection law.
If we ever offer a feature that needs client data to pass through our systems, such as an integration with an adviser's own software, we will act as the adviser firm's processor under written terms, and we will update this policy before the feature goes live.
3. What we collect, and why
| Who | What we collect | Why we use it | Lawful basis |
|---|---|---|---|
| Subscribers and their authorised users | Name, firm, job title, work email and phone, login details, number of advisers, subscription history | To set up and run your account, provide CalcSuite and support, and keep the service secure | Contract; legitimate interests (for authorised users who are not the subscriber) |
| Subscribers | Billing contact and payment details (card details are handled by our payment provider, Stripe, not stored by us) | To take payment and keep accounts and tax records | Contract; legal obligation |
| Anyone who contacts us | Your messages and contact details | To answer your query or support request | Legitimate interests |
| Prospective customers | Name, firm and contact details when you book a demo or speak to us | To arrange demonstrations and tell you about CalcSuite | Legitimate interests; consent where required for marketing emails |
| Users of CalcSuite | Technical and usage information: which tools are used and how often, error reports, browser and device type, IP address | To keep CalcSuite working, fix faults and improve the service. We use it in aggregated, anonymised form wherever possible | Legitimate interests |
| Website visitors | Information from essential cookies and our hosting provider's security logs, such as IP address | To run the website and keep it secure | Legitimate interests |
We do not sell personal data. We do not use it for automated decision-making that has legal or similarly significant effects. You can unsubscribe from marketing emails at any time.
4. Who we share it with
We share personal data only with suppliers who help us run CalcSuite, under contracts that require them to protect it and use it only on our instructions:
| Supplier | What they do | Where the data is stored |
|---|---|---|
| Cloudflare | Hosts CalcSuite and our account database | United States and Cloudflare's global network |
| Stripe | Takes subscription payments | United Kingdom, European Union and United States |
| Microsoft 365 | Our email and support inbox | United Kingdom |
| Calendly | Demo booking | United States |
We may also share personal data with our professional advisers (such as lawyers and accountants), with a buyer or investor if our business is sold or restructured, or where the law requires it.
5. Transfers outside the UK
Some suppliers store data outside the UK. Where they do, we make sure it is protected by a UK adequacy decision (for example, for the European Economic Area, or for US organisations certified under the UK Extension to the EU–US Data Privacy Framework), or by the UK International Data Transfer Agreement or Addendum. Contact us for details of the safeguards used.
6. Cookies
We only use cookies that are strictly necessary to run our website and CalcSuite. We do not use advertising, tracking or analytics cookies. See our cookies page for details.
7. How long we keep it
| Data | How long we keep it |
|---|---|
| Account and subscription records | For the life of your subscription, then 6 years for legal and accounting purposes |
| Billing and payment records | 6 years from the end of the financial year they relate to |
| Support requests and correspondence | 2 years from when the matter is closed |
| Demo bookings and other prospect details | 2 years from our last contact, unless you become a subscriber or ask us to delete them sooner |
| Usage statistics and error reports | Up to 2 years in identifiable form; anonymised statistics may be kept indefinitely |
8. How we protect it
We use appropriate technical and organisational measures to protect personal data, including encrypted connections, access controls limited to those who need it, and suppliers who meet recognised security standards. Because client data stays on advisers' devices, advisers are responsible for keeping those devices and browsers secure.
9. Your rights
You have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct it if it is wrong or incomplete;
- ask us to delete it, or to restrict how we use it, in some circumstances;
- object to our use of it based on legitimate interests, and to any direct marketing;
- receive data you gave us in a portable format, where we rely on contract or consent; and
- withdraw consent at any time, where we rely on it.
To use any of these rights, email enquiries@calcsuite.co.uk. We will respond within one month. There is normally no charge.
If your request is about a client record held by an adviser who uses CalcSuite, please contact that adviser's firm. We do not hold that data.
10. Complaints
If you are unhappy with how we have handled your personal data, please tell us first at enquiries@calcsuite.co.uk. We will acknowledge your complaint within 30 days and let you know the outcome. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We may update this policy from time to time. The current version is always on our website, with the date it was last updated. We will tell subscribers by email of any significant change.