- 1. Who we are
- 2. What we collect
- 3. Why we use it
- 4. Data inside your workspace
- 5. The AI document reader
- 6. Service providers
- 7. Retention
- 8. Security
- 9. Your rights
- 10. Cookies and local storage
- 11. Children
- 12. Changes
- 13. Contact
1. Who we are
CALCUNOW ("CalcuNow", "we", "us") provides CalcuNow DUCT, estimating software for ductwork manufacturers and HVAC contractors, through the website calcu-now.com and through private workspaces provisioned for each customer. We are the controller of the personal data described in this policy. Our details appear at the top of this page.
2. What we collect
| When | What | From whom |
|---|---|---|
| You send a contact or account request form | Name, job title, company, email, phone, country and city, the message you write, and whether you asked for a callback | You |
| We provision a workspace for your company | Company name, licence identifier, workspace address, plan, sections licensed, number of seats, start and paid-until dates, and the administrator username with a salted one-way hash of the password | You, and our own records |
| Your administrator creates users in Users & Access | Each user's username, display name, role, section permissions and a salted one-way hash of their password, kept on your licence record so they can sign in on any computer | Your administrator |
| Your workspace checks its licence | Your workspace address and the time of the check (no personal data, no job data) | Your browser |
| You save prices in Price Admin | Your company's material, labour and accessory rates, stored for your workspace only | You |
| You ask us for a password recovery code | The fact that a code was issued, its expiry and whether it was used | You |
| You visit the website | Standard server logs kept by our hosting provider: IP address, browser type, pages requested, time | Your browser |
We do not ask for, and you should not send us, sensitive personal data such as identity documents, bank card numbers or health information.
3. Why we use it
- To answer you and set up your account — form details are used only to respond and to provision your workspace (performance of a contract, or steps taken at your request before one).
- To run your licence — the licence record is what allows your workspace to open, applies your plan and seats, and lets us issue recovery codes (performance of a contract).
- To keep the service secure and available — server logs, licence checks and abuse prevention (our legitimate interest in running a reliable service).
- To invoice you — company name and contact details on invoices, kept as the law requires (legal obligation).
We do not use your data for advertising, we do not profile you, and we do not sell or rent personal data.
4. Data inside your workspace
CalcuNow DUCT is designed so that the work you do stays with you. Estimates, take-offs, jobs, drawings, quotations, reports, tag lists and company settings are stored in the browser on the computer you use. They are not transmitted to CalcuNow and we cannot see them. This also means you are responsible for backing them up: use Save Job and the export tools, and keep copies outside the browser. Clearing the browser's site data deletes them.
Two exceptions. Your price list is stored for your workspace so that every user in your company sees the same rates; it is kept separately per workspace and is not shared with any other customer. And if your administrator turns on company sync, saved projects are also stored for your workspace — but only after being encrypted in your browser with a passphrase your company sets. We hold ciphertext we cannot open; if the passphrase is lost, those copies cannot be recovered by anyone, including us.
5. The AI document reader
When you use the scanned-document reader (for packing lists, tag lists or schedules in PDF or image form), the pages you choose are sent to our AI processing provider to extract the text, and the extracted rows are returned to your browser. The documents are used only to produce that result. Our provider processes them under a data-processing agreement and, under its terms, does not use API content to train its models. Do not upload documents containing personal data you are not entitled to share.
6. Service providers
We use a small number of providers to run the service. Each acts on our instructions and is bound by contract:
| Provider | Purpose | Data |
|---|---|---|
| Netlify, Inc. | Hosting the website and workspaces, serverless functions, storage of licence records and price lists, delivery of form submissions | Server logs, licence records, price lists, form contents |
| Anthropic, PBC | AI text extraction for the document reader and the in-app assistant | Pages you submit to the reader; questions you type to the assistant |
| Google (Fonts) | Serving the website's typefaces | Your IP address and browser details when fonts load |
These providers may process data on servers outside the United Arab Emirates, including in the European Union and the United States. Where data leaves the UAE we rely on the providers' contractual safeguards. We do not disclose personal data to anyone else except where the law requires it.
7. Retention
- Form submissions: 24 months after the last contact, then deleted.
- Licence records: for the life of the subscription and 24 months after it ends, so a lapsed workspace can be reactivated; then deleted on request or at the end of that period.
- Price lists: for the life of the workspace; deleted with the workspace.
- Invoicing records: as required by UAE tax law.
- Server logs: 30 days.
- Documents sent to the AI reader: not retained by us; retained by the provider only for the short period its abuse-monitoring terms allow.
8. Security
Workspaces are served over HTTPS. Licence and administrative functions are protected by keys that are never sent to the browser. Passwords are stored only as one-way hashes. Each customer's price list is stored in a separate store that only that customer's workspace can read. Access to our own systems is limited to the people who need it to run the service. No method of transmission or storage is completely secure; if we learn of a breach affecting your data we will tell you without undue delay.
9. Your rights
Under the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) and, where it applies, the GDPR, you can ask us to: tell you what personal data we hold about you; correct it; delete it; restrict or object to its use; or give it to you in a portable form. Write to the address in section 13. We answer within one month. You can also complain to the UAE Data Office or to your local data protection authority.
10. Cookies and local storage
The website and workspaces use no advertising or analytics cookies. We use the browser's local storage for the things the service needs to work: your language choice, your remembered sign-in, your workspace's licence check (refreshed daily), your saved jobs and settings, and a cached copy of the procurement directory. Your browser lets you clear these at any time; clearing them signs you out and removes locally saved work.
11. Children
The service is for businesses and is not directed at anyone under 18. We do not knowingly collect data from children.
12. Changes
If we change this policy we will post the new version here with a new revision date, and for material changes we will tell workspace administrators by email before they take effect.
13. Contact
Questions or requests about your data: info@calcu-now.com, or the postal address shown at the top of this page.