Privacy policy

1. WHO WE ARE

This Privacy Policy explains how Calqi BV, with registered office at Hoge Weg 129, 2940 Stabroek, Belgium, company number BE0783.944.892 (“Calqi”, “we”, “us”), collects, uses, and protects personal data in connection with our website (calqi.be) and our Platform (app.calqi.io).

Calqi is the controller for the processing described in this Privacy Policy, except where we act as a processor on behalf of our Clients under a Data Processing Agreement, as described in Section 3.

For any question about this Privacy Policy or to exercise your rights, contact us at: • privacy@calqi.be

• Calqi BV, Hoge Weg 129, 2940 Stabroek, Belgium

2. WHO THIS POLICY APPLIES TO

This Privacy Policy applies to:

• visitors to our website and people who contact us or request a demo;

• Clients and the individual Users of the Platform (employees, administrators, freelancers) acting on a Client’s behalf;

• Invited Contractors and other individuals who access the Platform to respond to a request for quotation or otherwise participate in a project;

• Invited Viewers, including private individuals invited by a Client to view read-only information about their own project (for example, the owner of a construction project).

3. TWO ROLES: CALQI AS CONTROLLER AND CALQI AS PROCESSOR

3.1 As controller, Calqi determines the purposes and means of processing personal data for its own business purposes: operating our website, managing accounts and billing, providing support, ensuring security, sending service communications, and (subject to your choices) marketing. This Privacy Policy describes that processing.

3.2 As processor, Calqi processes personal data that a Client, its Users, or Invited Parties enter into Documents on the Platform, or that a Client shares with an Invited Viewer through a read-only project account, strictly on the Client’s instructions, under the Data Processing Agreement between Calqi and that Client. This applies whether you are named within a Document (for example, in a specification or an offer) or you hold an Invited Viewer account yourself, for example as the private owner of a construction project invited by your architect or contractor to follow it online. If you have a question about that processing, please contact the relevant Client (for example, the architecture firm or contractor managing the project) in the first instance, as they are the controller for that data and decide what project information is shared with you.

4. PERSONAL DATA WE COLLECT

Depending on how you interact with us, we may collect:

• Identification and contact data: name, email address, phone number, job title, employer.

• Account data: login credentials, role and permissions, Client organisation.

• Billing data: invoicing details, VAT number, payment status (payment card and bank details are processed directly by our payment provider and are not stored by Calqi).

• Usage and technical data: log data, IP address, browser and device type, pages visited, actions taken on the Platform, timestamps.

• Support communications: messages, attachments, and call notes exchanged through our support channels (currently Crisp and email).

• Content you or your organisation submit: specifications, bills of quantities, offers, and other Documents, which may incidentally contain personal data of individuals named within them (see Section 3.2).

• Cookies and similar technologies: see Section 10.

We do not intentionally collect special categories of personal data (such as health or biometric data), and ask that you do not include such data in Documents unless strictly necessary and lawful for your own project purposes, in which case you remain responsible as controller for that data.

5. HOW WE USE PERSONAL DATA AND OUR LEGAL BASIS

• Creating and managing your account, providing the Platform — legal basis: performance of a contract.

• Billing and invoicing — legal basis: performance of a contract; legal obligation.

• Customer support and issue resolution — legal basis: performance of a contract; legitimate interest.

• Securing the Platform, preventing fraud and abuse — legal basis: legitimate interest.

• Improving and developing the Platform based on usage patterns — legal basis: legitimate interest.

• Sending service and account-related communications — legal basis: performance of a contract; legitimate interest.

• Sending marketing communications, newsletters, or product updates — legal basis: consent, or legitimate interest with an opt-out, in line with applicable e-marketing rules.

• Calculating and offering benchmark prices from anonymised and/or aggregated Project Pricing Data — legal basis: consent, given by the Client on behalf of its organisation under the Terms of Use, applied only to anonymised and/or aggregated data.

• Complying with legal, accounting, and tax obligations — legal basis: legal obligation.

6. BENCHMARK PRICES AND PROJECT PRICING DATA

6.1 Our Platform offers benchmark prices and related features to help architects and contractors compare and validate pricing on their own projects. To provide this feature, we anonymise and/or aggregate Project Pricing Data submitted by Clients and Invited Contractors, so that it no longer identifies any specific project, organisation, or individual.

6.2 By using the Platform, the Client consents, on its own behalf and on behalf of the Users and Invited Contractors it authorises, to Calqi anonymising and/or aggregating Project Pricing Data and using it to calculate and offer benchmark prices and similar statistical features, as further described in Article 7.3 of our Terms of Use. You may withdraw this consent at any time by contacting privacy@calqi.be, in which case your organisation’s future Project Pricing Data will be excluded from this processing going forward; this does not affect processing already carried out.

6.3 Benchmark prices are aggregated, informational reference points. They are not automated decisions that produce legal or similarly significant effects concerning any individual, and Calqi does not use them to profile individuals. Each organisation using the Platform remains solely responsible for the prices, offers, and bids it sets.

7. WHO WE SHARE DATA WITH

We do not sell or rent personal data. We share personal data only with:

• Subprocessors who help us provide our services, such as hosting providers, our customer support tool (Crisp), our payment processor, and other operational software providers. A current list of subprocessors is available on request at privacy@calqi.be.

• Professional advisors (such as accountants or lawyers), where necessary.

• Public authorities, where required by law or to protect our legal rights.

• Another party in the event of a merger, acquisition, or sale of assets, subject to appropriate safeguards.

8. INTERNATIONAL TRANSFERS

Some of our subprocessors may be located outside the European Economic Area. Where this is the case, we ensure an adequate level of protection through an adequacy decision of the European Commission, Standard Contractual Clauses, or another appropriate safeguard recognised under the GDPR.

9. HOW LONG WE KEEP DATA

• Account and Platform data: for the duration of your Subscription, and generally deleted or anonymised within [90 days] after account closure, unless a longer period is required for legal, accounting, or dispute-resolution purposes.

• Invoicing and accounting records: for the statutory retention period applicable in Belgium (currently 7 years).

• Support communications: typically retained for [24 months] to allow us to track recurring issues, unless you request earlier deletion.

• Marketing contact data: until you unsubscribe or object.

10. COOKIES

Our website and Platform use cookies and similar technologies. Strictly necessary cookies are used to operate the website and Platform and do not require consent. Analytics and any marketing cookies are only placed with your consent, which you can give or withdraw at any time via our cookie banner or browser settings. For details on the specific cookies used, see our cookie banner.

11. SECURITY

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including access controls, encryption in transit, and regular security reviews. No system is completely secure, and we encourage you to also take reasonable steps to protect your own account credentials.

12. YOUR RIGHTS

Subject to the conditions set out in the GDPR, you have the right to:

• access the personal data we hold about you;

• request rectification of inaccurate or incomplete data;

• request erasure of your data;

• request restriction of processing;

• object to processing based on legitimate interest, including for direct marketing;

• request data portability;

• withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal;

• lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be, or with the data protection authority of your own country of residence.

To exercise these rights, contact privacy@calqi.be. If your data appears in Documents managed by a Client (see Section 3.2), we may direct you to that Client as the appropriate controller.

13. CHILDREN

The Platform is a professional, business-to-business tool and is not directed at children. We do not knowingly collect personal data from individuals under the age of 18 in connection with our own controller activities.

14. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify Clients of material changes by email, through the Platform, or via our website, and will indicate the “last updated” date above.

15. CONTACT

For any question or concern about this Privacy Policy or how we handle personal data, contact us at privacy@calqi.be or Calqi BV, Hoge Weg 129, 2940 Stabroek, Belgium.