Privacy & Data Handling

1. Who is responsible for your information

The organisation responsible for the personal information described in this notice is:

Privacy contact: hello@calibrewebstudio.com

For the purposes of applicable data-protection law, Calibre Web Studio acts as the controller of the personal information it collects for the purposes described below.

2. Information we collect

Information you provide through the Fit Check

When you request a Free Fit Check, we may collect:

• your name;
• work email address;
• company name;
• the software or vendor you would like us to examine;
• approximate annual spend on that software;
• information about what your team relies on the software to do;
• renewal or cancellation timing, if you provide it;
• any other information you choose to include about the decision.

Please provide only information that you are authorized to share.

Do not submit passwords, authentication credentials, production access details, patient or customer records, invoices, contracts, or other sensitive or confidential records through the initial Fit Check form.

If additional information is needed later, we will first identify what is required and, where appropriate, agree how it should be shared.

Communications

If you contact us by email or communicate with us about a Fit Check, potential engagement, or project, we may retain the information contained in those communications.

Website and analytics information

If you consent to analytics where consent is required, we use Google Analytics 4 to understand how visitors use the Calibre website.

This may include information such as:

• pages viewed;
• approximate location;
• device and browser information;
• referral source;
• interactions with the website;
• dates and times of visits;
• similar website-usage information.

We use this information to understand website performance and improve the site.

3. Why we use your information

We use personal information only where we have a legitimate reason to do so.

Fit Check requests and enquiries

We use information submitted through the Fit Check or provided in correspondence to:

• review the system you have asked us to examine;
• understand the initial economic and operational context;
• identify missing information or questions;
• prepare or complete the Fit Check;
• contact you about the request;
• discuss possible next steps where relevant.

Where applicable, this processing is based on taking steps at your request before entering into a possible contract and on our legitimate interest in responding to genuine business enquiries.

Submitting a Fit Check request does not authorize paid work.

Client work

If you become a client, we use relevant contact and project information to:

• provide the agreed services;
• communicate about the project;
• administer the commercial relationship;
• maintain necessary business and accounting records;
• establish, exercise or defend legal claims where necessary.

This processing may be necessary to perform a contract, take steps connected with a contract, comply with legal obligations, or pursue legitimate business interests.

Website analytics

Where required, we use Google Analytics 4 only after you have consented to analytics cookies or similar technologies.

Analytics information is used to understand how the website is used and improve its content and performance.

Where processing is based on consent, you may withdraw that consent at any time through the website's cookie settings.

4. AI tools

Calibre may use third-party artificial-intelligence tools to assist with tasks such as:

• reviewing information supplied for a Fit Check;
• organizing or summarizing business information;
• preparing analysis;
• drafting internal working material;
• supporting administrative or technical work.

We aim to provide AI services only with information reasonably necessary for the task.

We do not intentionally submit passwords, access credentials, production databases, patient records, or other highly sensitive information to AI tools as part of the initial Fit Check process.

AI providers may process information on infrastructure outside Bosnia and Herzegovina or the European Economic Area. Where applicable data-protection law requires safeguards for such transfers, we use providers offering an appropriate transfer mechanism.

We do not use AI systems to make solely automated decisions that produce legal or similarly significant effects about you.

5. Service providers

We rely on a limited number of service providers to operate the website and communicate with visitors.

These may include:

Email delivery

A third-party email service provider may process your name, email address, message content and related delivery information where necessary to send or receive communications.

Provider: Brevo

Google Analytics

We use Google Analytics 4, provided by Google, to measure website usage where analytics has been enabled.

Google may process website-usage information on our behalf and may process information using infrastructure outside your country.

AI service providers

Third-party AI providers may process information when we use their tools for the purposes described in this notice.

We do not sell your personal information to advertisers or other third parties.

We also do not provide personal information to third parties for their own unrelated marketing purposes.

6. International processing

Calibre Web Studio is based in Bosnia and Herzegovina.

Some of the service providers we use may process personal information in other countries, including countries outside the European Economic Area.

Where European data-protection law applies and personal information is transferred to a country that does not benefit from an applicable adequacy decision, we rely on an appropriate transfer mechanism made available by the relevant provider, such as Standard Contractual Clauses or another legally recognized safeguard.

7. How long we keep information

We do not keep personal information indefinitely.

Fit Check requests and enquiries

If an enquiry or Fit Check does not lead to a client relationship, we generally delete or anonymize the associated personal information within 12 months after our last substantive contact, unless there is a legitimate reason to keep it for longer.

Client relationships

Information required to provide services is retained for the duration of the client relationship.

Certain records may be retained afterward where reasonably required for:

• accounting or tax obligations;
• contractual records;
• dispute resolution;
• establishing or defending legal claims.

Where a specific statutory retention period applies, we retain the relevant records for that period.

Analytics

Analytics information is retained according to the retention settings configured within Google Analytics and applicable cookie choices.

We periodically review information we hold and delete or anonymize information that is no longer necessary.

8. Cookies and analytics

Calibre uses cookies that are necessary for the website to function and to remember your privacy preferences.

With your permission, we also use Google Analytics 4 to understand how visitors use the website, such as which pages are viewed and how visitors move through the site. We use this information to improve the website and its content.

Analytics is optional and is not enabled until you accept analytics cookies. You can reject analytics without affecting your ability to use the website or request a Fit Check.

You can change or withdraw your choice at any time through Cookie settings in the website footer.

9. Your data-protection rights

Depending on the law that applies to you, you may have rights relating to your personal information.

These may include the right to:

• ask what personal information we hold about you;
• receive a copy of your personal information;
• correct inaccurate or incomplete information;
• request deletion of information where there is no longer a valid reason to retain it;
• request restriction of certain processing;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the circumstances and applicable law.

To make a request, contact:

hello@calibrewebstudio.com

We may need to verify your identity before acting on a request.

Where the GDPR applies, requests are generally handled without undue delay and within the periods required by law.

10. Complaints

If you believe your personal information has been handled improperly, please contact us first so we can investigate.

Where applicable, you may also lodge a complaint with the data-protection authority responsible for your location or the processing concerned.

Individuals in the European Union can find their national supervisory authority through the European Data Protection Board.

11. Security

We take reasonable technical and organizational measures appropriate to the nature of the information we process.

However, no internet transmission, email system or online service can be guaranteed to be completely secure.

For this reason, please do not submit credentials, production access details, customer or patient records, contracts, invoices, or other highly sensitive information through the initial Fit Check form.

If additional sensitive business information is required later, appropriate sharing arrangements should be agreed first.

12. Information about other people

If you provide personal information about another person, you are responsible for ensuring that you are authorized to share it with us.

Please avoid providing personal information about customers, patients, employees or other third parties unless it is genuinely necessary and an appropriate sharing arrangement has been agreed.

13. Changes to this notice

We may update this privacy notice when our website, service providers, business practices or legal obligations change.

The latest version will always be published on this page with its most recent update date.