Privacy Policy
Effective Date : October 2025
We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in compliance with UK GDPR. Your privacy is important to CALMS International. This Privacy Policy explains the personal data we collect, how we process it, and why.
CALMS International provides integrated cloud-based solutions to help organisations manage security, workforce operations, and compliance. References to CALMS International products in this statement include our services, software, websites, mobile applications, and related support.
We encourage you to read this Privacy Policy carefully, as it outlines how we protect your information and your rights under applicable data protection laws. This statement applies to all interactions you have with CALMS International and its solutions that reference or link to this Privacy Policy.
Information We Collect
CALMS International collects information from you through your interactions with our website, products, and services. Some of this data is provided directly by you—such as your login credentials, contact details, billing information, and communications with us. Other data is collected automatically, including usage patterns (e.g. pages visited, time spent on site) and technical information gathered through cookies and similar tracking technologies, as outlined in our Cookie Policy.
The type of information we collect depends on how you interact with CALMS International, the services you choose to use, and the settings you select. This information enables us to provide secure, reliable, and personalised experiences across our cloud-based solutions.
If you represent an organisation using CALMS solutions, we may also collect and process data relating to your company’s account and system usage to ensure compliance, security, and optimal performance of our services.
How We Use Your Information
We process your personal data solely for legitimate business purposes and in compliance with applicable data protection regulations. This includes using your information to:
- Deliver and improve our services.
- Process payments and issue invoices.
- Communicate with you regarding your account, respond to support requests, and deliver important service notices.
Where you have provided consent, we may also use your marketing preferences to keep you informed about new features, products, or promotions. In addition, we analyse usage data and customer feedback to improve our website, enhance our services, and develop new solutions.
Legal Basis for Processing
CALMS International processes personal data in accordance with the UK GDPR and relies on specific lawful bases depending on the context of the processing. We process your data under contractual necessity where required to deliver and manage the services you have subscribed to. We also rely on legitimate interests, such as for receiving communications or the use of non-essential cookies, where lawful consent has been obtained.
We may also process data to comply with our legal obligations, protect against fraudulent or unauthorised activities, and ensure compliance with applicable regulatory requirements.
Data Sharing & Storage
CALMS International does not sell, rent, or trade your personal data. We may share your information only with trusted third-party service providers, such as payment processors, cloud hosting partners, and IT support vendors, strictly for the purpose of delivering our services. All such providers are bound by confidentiality and data protection obligations to handle your information securely and in compliance with applicable law.
Your personal data is stored using secure systems and industry-standard safeguards. We only retain information for as long as it is necessary to fulfil the purposes described in this Privacy Policy, or as required by legal, regulatory, or contractual obligations. Once data is no longer needed, it will be securely deleted or anonymised.
How long we keep it?
We only retain personal data for as long as is necessary to provide our services, fulfil contractual or legal obligations, and resolve disputes. The specific retention period depends on the type of data collected and the purposes for which it is processed. Once your information is no longer required, we will securely delete or anonymise it in accordance with applicable data protection regulations.
How we protect it
To safeguard your personal data, CALMS International applies industry-standard security measures, including encryption, firewalls, secure server access, strict access controls, two-factor authentication, system updates, and data backups to prevent unauthorised access, misuse, loss, or disclosure.
While no system can ever be guaranteed to be completely secure, we are committed to continuously enhancing our security practices to ensure your information is protected.
Your Rights
Under UK GDPR, you have specific rights regarding your personal data. You may request access to the information we hold about you, and ask that any inaccuracies be corrected or incomplete data updated. You also have the right to request deletion of your data where it is no longer necessary for the purposes for which it was collected.
Where we process your data based on consent, such as for marketing communications or non-essential cookies, you may withdraw that consent at any time without affecting the lawfulness of prior processing. You may also request the transfer of your data (data portability) to another service provider, where technically feasible.
If you believe that your rights have been infringed, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). We encourage you to contact us first, so we can address your concerns directly.