Legal
CALQORE PRIVACY POLICY
For website visitors, business contacts, customers, partners and users
Version: 10-09-2026 · CalQore B.V., ’s-Hertogenbosch, the Netherlands · This is a translation; in the event of any difference in interpretation, the Dutch text prevails.
1. Who is responsible?
1.1 CalQore B.V., of Europalaan 24 G, 5232 BC ’s-Hertogenbosch, registered with the Dutch Chamber of Commerce under number 42091594, is the controller for the personal data it processes for its own business operations.
1.2 Questions or requests concerning personal data may be sent to info@calqore.com or to CalQore B.V., Europalaan 24 G, 5232 BC ’s-Hertogenbosch, the Netherlands.
1.3 Where CalQore processes personal data contained in Customer Data on the instructions of a customer, that customer is the controller and CalQore is the processor. The arrangements in chapter 4 of the NLdigital Terms 2025 apply in that case, which serves as the data processing agreement between CalQore and the customer.
2. Who does this policy apply to?
2.1 This policy applies to everyone whose personal data CalQore processes: website visitors, people who make contact or request a demonstration or quotation, contact persons at customers and partners, and users of the software.
2.2 CalQore supplies business customers only. The personal data processed is therefore usually business contact and user data. This does not affect the fact that the rights set out in this policy belong to every natural person, in whatever capacity they act.
3. What personal data do we process?
3.1 Depending on the relationship and the use made of the software, CalQore processes:
contact and company details: name, job title, company name, business email address, telephone number, country and company website;
data from demonstration, quotation, contact and partner enquiries, including the explanation the enquirer provides;
account and licence data: user name, business contact details, assigned modules, licence status and the authorised organisation;
contract, transaction and correspondence data required for sales, licence administration, service delivery, support and administration;
support and technical data supplied by a user or partner: error messages, log files, software version, system information and the content of the support request;
technical website data: IP address, browser and device data, time of visit and necessary cookie or log data;
3.2 CalQore does not ask for special categories of personal data and the software is not designed for them. Provide such data only where strictly necessary and agreed in writing.
4. Where does the data come from?
4.1 CalQore receives most data directly from the individual concerned or from the organisation they work for.
4.2 In addition, CalQore receives business contact details from a Referral Partner introducing a prospective customer, and from a Solution Partner sharing account, licence or support data for activation, second-line support and escalation. This concerns name, job title, organisation and business contact details.
4.3 Where CalQore does not obtain data from the individual concerned, it will inform them accordingly within the statutory period, stating the source.
5. Why, and on what legal basis?
5.1 CalQore processes personal data for the following purposes:
handling contact requests, demonstrations, quotations and partner enquiries, and taking steps requested prior to entering into an agreement;
performing agreements, administering accounts and licences, supplying software, and providing support, security and necessary product communications, with automated tools potentially used in the initial handling of support reports;
invoicing, payments and partner administration, and complying with statutory administrative and retention obligations;
securing the website, software and services, preventing misuse and fraud, investigating incidents, and establishing or defending rights;
improving products and services on the basis of business feedback, support information and aggregated or anonymised insights;
forwarding an enquiry to the reseller responsible for the enquirer’s region so that it can be followed up;
sending newsletters or commercial communications.
5.2 Depending on the situation, the legal basis is the performance of an agreement or steps preceding it, compliance with a legal obligation, consent, or a legitimate interest.
5.3 The legitimate interests concerned are in particular business communication, relationship management, security, fraud prevention, support, product improvement, and protecting or exercising rights. CalQore weighs those interests against the interests and rights of the individual.
5.4 Where a contact person or user is not personally a party to the agreement, CalQore bases the processing necessary to perform that business relationship on the legitimate interests of CalQore and of the organisation concerned.
5.5 Newsletters and commercial email are sent on the basis of consent, or within an existing business customer relationship to the extent permitted by law. Every message contains an unsubscribe option. Consent may be withdrawn at any time; this does not affect the lawfulness of processing carried out beforehand.
6. CalQi
6.1 CalQi is an optional assistance function within the software allowing a user to ask questions about the use and operation of CalQore.
6.2 CalQi is switched off by default. Only an administrator of the customer can switch CalQi on and off; an ordinary user cannot change that setting. The interface indicates at all times that answers are generated by an AI system and must be checked, and whether CalQi is switched on at that moment. Where CalQi is switched off, the software operates entirely locally.
6.3 CalQi answers questions on the basis of the software’s help documentation. Where a user enters personal data in doing so, CalQore processes that data as a processor, on behalf of and on the instructions of the business customer. The sub-processors engaged are listed in the annex on sub-processors to the Order Confirmation.
6.4 Personal data may also reach the software in ways other than through CalQi, for example because a user enters it in projects, contacts or calculations, or because it is supplied when the licence takes effect. That data remains within the environment managed by the customer; CalQore obtains access to it only where the customer shares it for support or activates an integration. The data processing agreement applies to that processing as well.
6.5 CalQi does not take decisions producing legal effects or similarly significant effects concerning individuals. The user remains responsible for assessing and using an answer.
7. Who do we share data with?
7.1 CalQore shares personal data only where necessary for the purposes stated or for the performance of an agreement, or where required by law. CalQore does not sell personal data.
7.2 Forwarding to a regional reseller. Where a reseller is available in the enquirer’s region, an enquiry for a demonstration, quotation, price indication or contact may be forwarded to that reseller so that it can be followed up. The contact and company details provided and the content of the enquiry are shared for that purpose. For that follow-up and for its own sales administration, the reseller is an independent controller and has its own privacy policy. Anyone who does not wish their enquiry to be forwarded may say so at info@calqore.com; CalQore will then handle the enquiry itself, as far as this is possible in the region concerned.
7.3 A Referral Partner provides CalQore with the business contact details of a lead where there is a valid legal basis for doing so. CalQore then handles the demonstration, quotation, sale and follow-up.
7.4 A Solution Partner sells and invoices from its own business and provides implementation and first-line support. It sells under the CalQore name only. For the data the partner processes on behalf of or for CalQore, CalQore concludes a data processing agreement with it. For its own customer administration and commercial processing, the partner is an independent controller.
7.5 CalQore engages processors and other service providers. These fall into the following categories of recipient:
the provider of the website, the forms used on it and cookie consent management;
providers of business IT, email and office software;
the provider of our customer relationship management software, and the reseller that provides the support environment and remote assistance;
the provider of our newsletter software;
our bookkeeping and accountancy services;
the provider of the cloud infrastructure on which parts of our services run.
7.6 CalQore concludes a data processing agreement with its processors.
7.7 CalQore may disclose data to advisers, supervisory authorities, law enforcement agencies or other competent parties where necessary to comply with a legal obligation or to protect rights.
8. Transfers outside the European Economic Area
8.1 Some of the service providers and resellers listed in article 7.5 process personal data outside the European Economic Area. This takes place solely on the basis of an adequacy decision of the European Commission or of the standard contractual clauses adopted by it, supplemented by appropriate additional measures. Further information on this is available on request at info@calqore.com.
9. How long do we keep data?
9.1 CalQore does not keep personal data longer than necessary for the purpose for which it was collected. In determining the period, CalQore considers the duration of the relationship, the nature of the data, the need for support and security, and applicable legal obligations. As a guideline:
data from contact, demonstration and quotation enquiries that do not lead to an agreement: in principle up to around two years after the last contact;
customer and partner data: for the duration of the relationship and in principle up to around two years thereafter;
accounts, invoices and contracts: seven years, under the statutory tax retention obligation;
support and security data: for as long as necessary for handling, reproducibility and security;
website and cookie data: varies per cookie, see the cookie declaration;
newsletter data: until unsubscription or objection.
9.2 Longer retention takes place where necessary under legislation, in the case of an ongoing dispute or security investigation, or where agreed in the data processing agreement.
10. Security
10.1 CalQore takes appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration and unauthorised disclosure. These include access restriction, encryption in transit and, where appropriate, at rest, back-ups, security updates and arrangements with processors.
10.2 No method of storage or transmission is entirely free of risk. CalQore reviews its measures periodically and adjusts them where risks, technology or services give cause to do so.
11. Cookies
11.1 The website uses necessary technical facilities to make pages, security and forms work. No consent is required for these.
11.2 Analytical and marketing cookies and similar techniques are placed only after the visitor has given consent through the cookie banner. Without that consent they are not loaded.
11.3 Which cookies are placed at any given time, with purpose, supplier and retention period, is set out in the cookie declaration available through the website’s cookie settings. That declaration is kept up to date. Consent may be withdrawn there at any time. Blocking necessary facilities may limit how the website works.
12. Rights of individuals
12.1 An individual may ask CalQore for access to, rectification or erasure of, restriction of the processing of, or portability of their personal data. They may also object to processing based on a legitimate interest and, at any time, to direct marketing.
12.2 Requests may be submitted to info@calqore.com. CalQore responds within the statutory period. For a complex request that period may be extended, of which the individual will be informed. CalQore may ask for additional information where reasonably necessary to establish identity.
12.3 These rights are not absolute. CalQore may refuse a request in whole or in part where the law permits, for example because of statutory retention obligations, the rights of others, or the need to establish or defend legal claims. Any refusal will be reasoned.
12.4 Where a request concerns data that CalQore processes as a processor for a customer, CalQore refers the individual to that customer and informs the customer.
12.5 An individual may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or another competent European supervisory authority. CalQore would prefer the opportunity to address the question or complaint itself first.
13. Links and third-party services
13.1 The website and the software may refer or link to third-party services. Where those parties do not act as processors for CalQore, they are independently responsible for their own processing and their own privacy terms apply.
14. Changes
14.1 CalQore may amend this policy where its services, data processing or the law change. The current version is published on the website, stating the version date.
14.2 Where a change has material consequences for individuals, CalQore will inform them in an appropriate manner, to the extent reasonably possible or legally required.
15. Contact
CalQore B.V., Europalaan 24 G, 5232 BC ’s-Hertogenbosch, the Netherlands
Chamber of Commerce: 42091594 · VAT: NL869675874B01 · email: info@calqore.com · telephone: +31 85 0747007