Privacy Policy

Last updated: March 2026

This policy explains what personal data we collect, why we collect it, how long we keep it, and how to contact us if you want to exercise your rights.

1. Who we are

Caldern is operated by Samuel Jordan, a sole trader based in England (“we”, “us”, “our”).

We are the data controller responsible for your personal data.

Contact: hello@caldern.ai | 03333 390 135 (Monday to Friday, 9am-5pm)

2. What data we collect

We may collect the following personal data:

• Name, email address, and phone number (when you contact us, book a call, or submit a form)
• Company name and job title (if provided)
• Basic technical data such as IP address, browser type, device information, and server request logs

3. How we use your data

We use your data to:

• Respond to enquiries and communicate with you
• Schedule and deliver our services
• Provide proposals, services, and ongoing support
• Maintain site security and improve the website
• Comply with legal and regulatory obligations

4. Lawful basis for processing

We process your personal data under the following lawful bases:

• Legitimate interests – responding to enquiries and improving our services
• Contract – where processing is necessary to deliver agreed services
• Consent – where required (e.g. optional marketing communications)

5. Data sharing

We do not sell your personal data.

We may share your data with trusted third-party providers used to operate our business, including:

• Scheduling tools (e.g. Calendly)
• Email and communication platforms (e.g. Google Workspace)
• Automation and AI tools (e.g. Make.com, Chatbase)

These providers process data under their own terms and appropriate safeguards.

We may also disclose data if required by law or regulatory authorities.

6. International transfers

Some of our service providers may process personal data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection law.

7. Data retention

We retain personal data only as long as necessary:

• Enquiries: up to 24 months after last contact
• Client data: duration of engagement plus up to 6 years (for legal/tax purposes)

8. Cookies

We currently only store your cookie preference on this device.

If we enable non-essential analytics cookies in future, we will update this policy and request consent before placing them.

You can also control cookies through your browser settings.

9. Your rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing
• Request data portability
• Withdraw consent where applicable

To exercise your rights, contact: hello@caldern.ai | 03333 390 135 (Monday to Friday, 9am-5pm)

We will respond in accordance with applicable data protection laws.

10. Complaints

If you are unhappy with how we handle your data, you can contact us first.

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

11. Changes to this policy

We may update this policy from time to time. Updates will be posted on this page with the revised date.