Privacy policy.

Last Updated: Oct 15, 2025

Calculated Excellence LLC (CalcX) values your privacy and is committed to protecting your personal information. This Privacy Policy outlines how we collect, use, and safeguard the information you share with us.

1. Information We Collect

We collect only what’s necessary to provide you with a thoughtful and meaningful experience:

Contact Information: When you book a session, we collect your name, phone number, email, organization name (if applicable), and payment details.

Session Details: If you participate in a Thought Session, we may retain brief notes or recordings (with your consent) to support your experience.

Transcripts (Add-On): If you request a transcript, we securely store and process the session data to provide this service.

Website Activity: We may use cookies or analytics tools to understand how users interact with our site, but we do not sell or share this data for advertising purposes.

2. How We Use Your Information

We use the information we collect to:

Schedule and deliver Thought Sessions

Process payments and manage subscriptions

Provide optional transcripts and summaries

Improve the quality and structure of our services

Communicate with you about appointments, updates, and offerings

We do not sell or rent your data. Ever.

3. Confidentiality and Session Privacy

We treat your sessions with the highest level of discretion. While CalcX is not a licensed therapy or legal service, we treat all Thought Sessions as private and confidential. Session content is never shared with third parties unless:

You give us explicit written consent, or

We are legally required to do so

4. Data Storage & Security

We use trusted platforms with modern security protocols to manage your data. All transcripts, notes, and personal information are stored securely, and only authorized personnel have access.

If we use third-party tools (e.g., booking systems, video platforms), they must also meet our standards for privacy and compliance.

5. Your Rights

You can request to:

Access or update your personal information

Delete your data and session records

Cancel a subscription and remove billing details

To make any of these requests, you may call or submit a contact form online.

6. Cookies & Analytics

We may use basic cookies or analytics (like Google Analytics) to understand website usage. You can disable cookies in your browser settings if you prefer not to be tracked.

We do not use targeted advertising or re-targeting tools.

7. Changes to This Policy

We may update this Privacy Policy as our services evolve. When we do, we’ll update the "Last Updated" date and, if the changes are significant, notify you directly.

The subsequent sections hereafter supplement (and do not replace) Sections 1–7 of our Privacy Policy. If there is any conflict between the preceding sections and the upcoming sections for Policy for Portal activities, these sections control for Portal use only.

CalcX Business Management Portal

8. Scope & Roles

  • Controller/Business: For data your company uploads to, or generates in, the Portal (“Customer Data”), your company is the primary controller/business. Calculated Excellence LLC (CalcX) processes that data to provide the Portal and related support.

  • End users: If you use the Portal because your employer or organization invited you, please direct most privacy requests (access, deletion, correction) to your organization’s administrator; we will support them in fulfilling those requests.

9. Additional Information We Collect via the Portal

In addition to the items listed in Section 1 of the Policy, Portal use may involve collection of:

  • Account & Organization Details
    Names, work emails, roles/permissions, profile settings, organization name, and team membership.

  • Operational & Business Data (Customer Data)
    Content your organization chooses to store or manage in the Portal, which may include documents, project/engagement records, tasks, notes, inventory or asset data, vendor and customer records, KPIs, training resources, and other business operations data your organization uploads.

  • Support Interactions
    Help desk tickets, comments, and troubleshooting artifacts you or your admins share with us to resolve an issue.

  • Usage & Device Information
    Log data (e.g., IP address, timestamps, pages/features used), device/browser type, and performance metrics to operate, secure, and improve the Portal.

We do not sell Customer Data or Portal usage data.

10. How We Use Portal Information

In addition to Section 2 of the Policy, for the Portal we use information to:

  • Provide and secure the Portal (authentication, authorization, uptime, fraud/abuse prevention).

  • Operate features your organization selects (dashboards, document storage, workflows, role-based access).

  • Support & training (respond to tickets, provide admin guides).

  • Improve the Portal (quality, reliability, usability).

  • Comply with law and enforce our agreements.

11. Platform & Subprocessors (Softr)

  • The Portal is built on the Softr platform. Softr provides hosting and application services we use to deliver the Portal.

  • We may engage other vetted service providers (e.g., email delivery, analytics, payment processors if your org enables payments through the Portal). Each must meet our privacy and security standards and only process data under our instructions.

  • A current list of core subprocessors is available on request.

12. Data Storage, Security & Retention (Portal)

  • We employ administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including role-based access controls, least-privilege principles, encryption in transit, and secure development practices consistent with modern standards.

  • Retention: Customer Data is retained for the term of your organization’s Portal subscription and deleted or returned upon admin request or contract end, subject to legal holds and backup cycles.

13. Your Rights & How to Exercise Them (Portal)

  • End users in a business account: Please contact your organization’s administrator to access, correct, export, or delete Portal data about you; we will act on verified admin instructions.

  • Direct requests to CalcX: You may also contact us via phone or our website contact form (as stated in Section 5 of the Policy). For Customer Data, we will route your request to your organization’s administrator when appropriate.

14. Cookies & Analytics (Portal)

  • The Portal may use strictly necessary cookies (for login/session), functional cookies (preferences), and limited analytics to understand feature performance—separate from general website analytics referenced in Section 6 of the Policy.

  • You can manage browser cookie settings, though disabling essential cookies may prevent Portal access.

15. Admin Controls & User Responsibilities

  • Admins configure roles/permissions, manage users, and control what Customer Data is uploaded or shared.

  • Users should avoid adding sensitive personal information unless required by business needs and approved by their admin.

16. International Use & Transfers (if applicable)

  • If your organization accesses the Portal from outside the United States, data may be processed in the U.S. or other locations of our service providers, under contractual safeguards appropriate to the transfer.

17. Minor Use

  • The Portal is for business use and not directed to children under 13 (or the applicable age in your jurisdiction).

18. Changes to this Addendum

  • Consistent with Section 7 of the Policy, we may update this Addendum as the Portal evolves and will update the “Effective date” above. Material changes will be communicated to account administrators.