Last updated: May 2026
For website visitors, enquirers and marketing contacts
1. Who we are
Calculo is the trading name of Calculo Ltd (company number SC417339), a company registered in Scotland with its registered office at 09 Eastworks, Gateway Court, Glasgow, G40 4DS. In this notice, "Calculo", "we", "our" and "us" refer to that company.
We are the data controller for the personal data described in this notice. We are registered with the UK Information Commissioner's Office (ICO) under registration number ZA587549.
Our Data Protection Officer is Gillian Graham. You can contact her, or the wider team, about anything in this notice at hello@calculo.uk.
2. What this notice covers
This Privacy Policy explains how we handle personal data we collect through our website at calculo.uk and any subdomains; forms you complete on our website (enquiry forms, quote builders, newsletter sign-ups); emails, calls or messages you send to us before you become a client; and marketing activity, including events, social media interactions and direct outreach.
If you are an engaged client of Calculo, a separate notice applies to the personal data we hold about you for the purpose of providing accountancy services, including records we keep to meet our anti-money-laundering obligations. That notice is at calculo.uk/gdpr and should be read together with your engagement letter.
3. Personal data we collect
Information you give us
• Identity and contact details: name, business name, email address, phone number, postal address.
• Enquiry content: anything you choose to tell us in a form, email or call.
• Marketing preferences: whether you have opted in to receive updates.
Information we collect automatically
• Technical data: IP address, device and browser information, operating system, approximate location derived from IP.
• Usage data: pages visited, time on site, referring URL, interactions with site features.
• Cookies and similar technologies: see Section 8 below.
Information from third parties
We may receive personal data from publicly available sources (e.g. Companies House, LinkedIn business profiles) where we are researching prospects, and from service providers who help us run our website and marketing (e.g. analytics, advertising platforms, hosting).
4. Why we use your data and our lawful basis
We only process personal data where we have a lawful basis to do so under Article 6 of the UK GDPR.
Responding to enquiries — Lawful basis: Legitimate interests in responding to a question you have actively asked us, and taking steps to enter into a contract if you become a client.
Providing quotes and proposals — Lawful basis: Steps taken at your request prior to entering into a contract.
Sending marketing emails to existing or prospective business contacts — Lawful basis: Consent where required (e.g. consumer subscribers); legitimate interests where we contact business email addresses about services relevant to that business, subject to your right to object at any time.
Improving our website and measuring its performance — Lawful basis: Legitimate interests in understanding how the site is used and improving it; consent where cookies require it.
Complying with legal and regulatory obligations — Lawful basis: Legal obligation — for example, responding to legitimate requests from regulators, courts or law enforcement.
Defending or bringing legal claims — Lawful basis: Legitimate interests in protecting our business.
You can ask for further detail about our balancing test for any "legitimate interests" basis by contacting us.
5. Who we share your data with
We do not sell or rent your personal data. We share it only with:
• Service providers who help us run our business, under contract and only for the purposes we instruct — for example, our website host, email provider, CRM, analytics platform, accounting software, and IT support providers.
• Professional advisers (legal, accounting, insurance) where reasonably necessary.
• Regulators, law enforcement and courts where we are legally required to do so.
• A purchaser or successor in the event of a sale, merger or reorganisation of our business, subject to appropriate confidentiality protections.
6. International transfers
Some of the service providers we use are based outside the UK, or process data on servers outside the UK (commonly in the European Economic Area or the United States). Where this happens we rely on one of the following safeguards:
• the country has been recognised by the UK as providing adequate protection;
• the provider has signed the UK International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum; or
• another mechanism permitted under the UK GDPR.
You can ask us for a copy of the safeguards we rely on by emailing us.
7. How long we keep your data
We do not keep personal data for longer than we need to. Typical retention periods are:
• Enquiries that do not lead to engagement: up to 24 months from your last contact, then deleted or anonymised.
• Marketing contacts: until you unsubscribe or object, and then a suppression record only to make sure we do not contact you again.
• Website analytics: aggregated reports are kept indefinitely; underlying identifiable data is retained for the period set in our analytics tool (typically 14 months).
• Records required to evidence compliance with this notice or to defend legal claims: up to 6 years.
If you become a Calculo client, longer retention periods apply to the records we hold about you under our engagement and our anti-money-laundering obligations. These are set out in the Client Data Notice at calculo.uk/gdpr.
8. Cookies and similar technologies
Our website uses cookies and similar technologies. We use strictly necessary cookies to make the site work; analytics cookies to understand how the site is used; and, where you consent, cookies that support marketing and personalisation.
You can accept, reject or change your preferences at any time through the cookie banner or by clearing cookies in your browser. You do not have to consent to non-essential cookies in order to use the site.
Our approach reflects the ICO's Guidance on the use of storage and access technologies (April 2026) and the changes introduced by the Data (Use and Access) Act 2025.
9. Your rights
Under the UK GDPR and the Data Protection Act 2018 you have the right to:
• be informed about how we use your data (this notice);
• access the personal data we hold about you;
• have inaccurate data corrected;
• ask us to delete your data in certain circumstances;
• restrict or object to our processing of your data;
• receive a copy of data you provided to us in a portable format, where we are processing it by automated means under consent or a contract;
• withdraw consent at any time where we rely on it (without affecting processing carried out before withdrawal); and
• not be subject to a decision based solely on automated processing that has a legal or similarly significant effect on you. We do not currently use such automated decision-making in our website or marketing activity.
To exercise any of these rights, please email hello@calculo.uk. We will respond within one month and may need to verify your identity first.
10. Complaints
We hope you will speak to us first if you have a concern about how we have used your data so that we can put things right. You also have the right to lodge a complaint with the UK Information Commissioner's Office:
• Website: ico.org.uk
• Helpline: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
11. Security
We take appropriate technical and organisational measures to protect personal data, including access controls, encrypted storage and transmission where appropriate, supplier due diligence, and staff training. No system can be guaranteed to be 100% secure, and you share information with us at your own risk.
12. Third-party links
Our website may include links to third-party websites and services. We are not responsible for their content or privacy practices and recommend you read their notices separately.
13. Changes to this notice
We may update this notice from time to time to reflect changes in law, our services or how we use data. The "last updated" date at the top will change when we do. If the changes are significant, we will bring them to your attention more directly.
14. How to contact us
Email: hello@calculo.uk
Post: 09 Eastworks, Gateway Court, Glasgow, G40 4DS