YOUR PRIVACY MATTERS: Calculom ("Company," "We," "Us," or "Our") is committed to protecting the privacy and security of Your information. This Privacy Policy describes how We collect, use, store, and share information when You use the Calculom software add-in for Microsoft Excel and Google Sheets (the "Software"), visit our website at
www.calculom.com (the "Website"), or interact with us in any other capacity. By using the Software or Website, You consent to the practices described in this Privacy Policy.
1. Information We Collect
We collect different categories of information depending on how You interact with us. The table below summarizes the types of data we may collect:
| Category |
Data Collected |
Collection Method |
| Account Information |
Name, email address, company name, job title, billing address, and payment information (processed by our third-party payment processor) |
Provided by You during registration and account management |
| Subscription Data |
Subscription tier, purchase history, renewal dates, and feature entitlements |
Generated when You purchase or manage Your Subscription |
| Usage Data |
Feature usage frequency, report types generated, session duration, error logs, and performance metrics |
Collected automatically during Software use |
| Technical Data |
Device type, operating system, browser type and version, spreadsheet application version, IP address, and general geographic location |
Collected automatically when You access the Software or Website |
| ERP Connection Data |
ERP system type, connection endpoint URL, authentication tokens (encrypted), and connection status logs |
Provided by You during ERP configuration |
| Support Data |
Support ticket content, communication records, screenshots or files You share with us, and satisfaction ratings |
Provided by You when contacting support |
| Website Data |
Pages visited, referral source, time on site, and interaction with content and forms |
Collected via cookies and analytics tools |
1.1 Information We Do NOT Collect
Important Distinction: We do not collect, store, or have access to Your Financial Data (accounting records, general ledger data, budgets, forecasts, or financial reports) on our servers. Financial Data is retrieved directly from Your ERP Instance into Your local spreadsheet application and is processed locally. See Section 3 for full details on how Financial Data flows through the Software.
2. How We Use Your Information
We use the information We collect for the following purposes:
2.1 Service Delivery & Operations
- To provide, maintain, and improve the Software and its features
- To process Your Subscription, manage billing, and handle renewals
- To authenticate Your identity and manage access to the Software
- To facilitate connections between the Software and Your ERP Instance(s)
- To provide customer support and respond to Your inquiries
2.2 Product Improvement
- To analyze aggregated, anonymized usage patterns to improve Software functionality
- To identify and fix bugs, errors, and performance issues
- To develop new features and capabilities based on user needs
- To conduct internal research and analytics
2.3 Communications
- To send transactional emails related to Your account (confirmations, invoices, security alerts)
- To notify You of important changes to the Software, this Privacy Policy, or our Terms of Service
- To send product updates, tips, and educational content (with Your consent, where required)
- To send marketing communications (only with Your opt-in consent; You may unsubscribe at any time)
2.4 Legal & Security
- To comply with legal obligations and respond to lawful requests
- To detect, prevent, and address fraud, abuse, or security issues
- To enforce our End-User License Agreement and other applicable terms
- To protect the rights, property, and safety of the Company, our users, and the public
3. Financial Data & ERP Connections
Because Calculom connects to Your ERP system to generate financial reports, it is important that You understand exactly how Your Financial Data is handled:
3.1 How Financial Data Flows
- Direct Connection: The Software establishes a direct connection between Your spreadsheet application (Excel or Google Sheets) and Your ERP Instance using credentials You provide.
- Local Processing: Financial Data retrieved from Your ERP Instance is delivered directly to and processed within Your spreadsheet. It is not routed through, stored on, or accessible from Calculom's servers.
- No Server-Side Storage: We do not maintain copies of Your Financial Data. When You close Your spreadsheet session, no Financial Data persists on any Calculom-controlled infrastructure.
3.2 ERP Credentials
The connection credentials (such as API tokens or authentication keys) You provide to connect the Software to Your ERP Instance are encrypted in transit and at rest. We store only the minimum credential information necessary to maintain Your connection configuration. You may revoke or update these credentials at any time through the Software's settings.
3.3 Your Responsibility
You are responsible for the security and appropriate use of Your ERP credentials, the accuracy of the Financial Data within Your ERP system, and compliance with any internal data governance policies that apply to Your Financial Data.
4. AI Features & Third-Party AI Providers
4.1 User-Controlled AI Access
Calculom's AI features require You to supply Your own API key from a supported third-party AI provider (such as OpenAI, Anthropic, or other providers listed on our Website). This design gives You full control over which AI provider processes Your data and under what terms.
4.2 Data Transmitted to AI Providers
When You use AI features, the Software sends contextual data from Your active spreadsheet to the third-party AI provider via Your API key. This may include:
- The content of cells, ranges, or tables relevant to Your request
- Your natural language prompt or command
- Spreadsheet structure information (column headers, sheet names) needed for context
The Software is designed to transmit only the minimum data necessary to fulfill Your AI request. However, You should review the content of Your spreadsheet and be aware of what data may be included when You initiate an AI command.
4.3 We Do Not See AI Data
Key Privacy Point: Data sent to Your AI provider travels directly from the Software to the AI provider using Your API key. Calculom does not intercept, log, store, or have access to the content of these AI requests or responses. The data processing is governed entirely by the privacy policy and terms of Your chosen AI provider.
4.4 Your API Key Security
Your AI provider API key is stored locally within Your spreadsheet application's settings or secure storage mechanism. We do not transmit Your API key to Calculom servers. You are responsible for managing the security and cost of Your AI provider account.
5. Cookies & Tracking Technologies
5.1 Website Cookies
Our Website uses cookies and similar tracking technologies to enhance Your experience. The types of cookies we use include:
- Strictly Necessary Cookies: Required for the Website to function properly (e.g., session management, security). These cannot be disabled.
- Analytics Cookies: Help us understand how visitors interact with our Website (e.g., pages viewed, time on site). We use these to improve our Website and content. Data is aggregated and anonymized where possible.
- Functional Cookies: Remember Your preferences and settings (e.g., language, region) to provide a personalized experience.
- Marketing Cookies: Used to deliver relevant advertisements and measure campaign effectiveness. These are only placed with Your explicit consent.
5.2 Managing Cookies
You can manage Your cookie preferences through our cookie consent banner displayed when You first visit the Website, or through Your browser settings at any time. Please note that disabling certain cookies may affect the functionality of our Website.
5.3 Do Not Track
We respect "Do Not Track" (DNT) signals sent by Your browser. When We detect a DNT signal, We disable non-essential tracking cookies for that session.
6. Data Sharing & Third Parties
We do not sell Your personal information. We have never sold personal data and have no plans to do so. We do not share Your information with third parties for their own marketing purposes.
We may share Your information with the following categories of third parties, only as necessary and described below:
6.1 Service Providers
We engage trusted third-party service providers who perform functions on our behalf, such as:
- Payment Processing: To process Subscription payments securely. Our payment processor receives billing information directly; we do not store full credit card numbers on our systems.
- Cloud Infrastructure: To host our Website, authentication services, and licensing systems.
- Analytics Providers: To analyze Website traffic and Software usage patterns in aggregate.
- Email Service Providers: To send transactional and, where You have opted in, marketing emails.
- Customer Support Platforms: To manage and respond to support requests.
All service providers are contractually obligated to use Your information only for the purposes we specify and to maintain appropriate security measures.
6.2 Legal Requirements
We may disclose Your information if required to do so by law, regulation, legal process, or governmental request, or if We believe in good faith that disclosure is necessary to protect the rights, property, or safety of the Company, our users, or the public.
6.3 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, Your information may be transferred as part of that transaction. We will notify You via email and/or a prominent notice on our Website of any change in ownership or use of Your personal information, as well as any choices You may have.
6.4 With Your Consent
We may share information for purposes not described in this Privacy Policy if We obtain Your explicit consent to do so.
7. Data Retention
We retain Your information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Specific retention guidelines include:
- Account Information: Retained for the duration of Your active Subscription and for a reasonable period thereafter (typically 90 days) to allow for reactivation, unless You request earlier deletion.
- Billing & Transaction Records: Retained for up to seven (7) years to comply with tax, accounting, and legal obligations.
- Usage & Technical Data: Retained in identifiable form for up to twenty-four (24) months, after which it is aggregated and anonymized.
- Support Communications: Retained for up to three (3) years after the last interaction, or longer if required for ongoing legal matters.
- Marketing Consent Records: Retained for as long as You remain opted in, plus a reasonable period to demonstrate compliance.
When information is no longer needed, we securely delete or anonymize it using commercially reasonable methods.
8. Data Security
We take the security of Your information seriously and implement commercially reasonable technical and organizational measures to protect it, including:
- Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256 or equivalent)
- Secure authentication mechanisms for account access
- Regular security assessments and vulnerability testing
- Access controls limiting employee access to personal data on a need-to-know basis
- Incident response procedures for prompt detection and notification of data breaches
- Secure credential storage for ERP connection tokens
No Guarantee: While We strive to protect Your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and You use the Software and Website at Your own risk. We encourage You to use strong, unique passwords and to keep Your credentials confidential.
9. Your Rights & Choices
Depending on Your location and applicable law, You may have certain rights regarding Your personal information. We are committed to honoring these rights for all users, regardless of jurisdiction, to the extent commercially practicable:
Your Privacy Rights at a Glance
1
Access — Request a copy of the personal information We hold about You
2
Correction — Request correction of inaccurate or incomplete personal information
3
Deletion — Request deletion of Your personal information, subject to legal retention requirements
4
Portability — Receive Your personal information in a structured, machine-readable format
5
Restriction — Request that We limit how We process Your personal information
6
Objection — Object to processing of Your personal information for certain purposes
7
Withdraw Consent — Withdraw consent at any time where processing is based on consent
8
Opt-Out — Unsubscribe from marketing communications at any time
To exercise any of these rights, please contact us using the information in Section 15. We will respond to verified requests within thirty (30) days, or within the timeframe required by applicable law. We will not discriminate against You for exercising any of these rights.
10. International Data Transfers
The Company is based in the United States. If You access the Software or Website from outside the United States, Your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.
Where We transfer personal data internationally, We implement appropriate safeguards to ensure Your data is protected in accordance with this Privacy Policy and applicable law. These safeguards may include Standard Contractual Clauses (SCCs), adequacy decisions, or other legally recognized transfer mechanisms.
By using the Software or Website, You acknowledge and consent to the transfer of Your information to the United States and other jurisdictions as described in this section.
11. Children's Privacy
The Software and Website are not intended for use by individuals under the age of sixteen (16). We do not knowingly collect personal information from children under 16. If We become aware that We have inadvertently collected personal information from a child under 16, We will take steps to delete such information promptly. If You believe that a child under 16 has provided us with personal information, please contact us immediately using the information in Section 15.
12. GDPR Compliance (EEA/UK Users)
If You are located in the European Economic Area (EEA) or the United Kingdom (UK), the following additional provisions apply:
12.1 Legal Bases for Processing
We process Your personal data based on the following legal grounds:
- Performance of a Contract: Processing necessary to provide the Software and fulfill our obligations under the End-User License Agreement and Subscription terms.
- Legitimate Interests: Processing necessary for our legitimate business interests, such as improving the Software, ensuring security, and preventing fraud, where these interests are not overridden by Your rights.
- Consent: Processing based on Your freely given, specific, informed consent (e.g., marketing communications, optional analytics).
- Legal Obligation: Processing necessary to comply with applicable laws and regulations.
12.2 Data Protection Officer
For GDPR-related inquiries, You may contact our designated data protection contact at [email protected].
12.3 Right to Lodge a Complaint
If You believe that our processing of Your personal data violates the GDPR, You have the right to lodge a complaint with Your local supervisory authority. However, We encourage You to contact us first so We can attempt to resolve Your concern directly.
13. CCPA Compliance (California Users)
If You are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides You with specific rights regarding Your personal information:
13.1 Your California Rights
- Right to Know: You have the right to request that We disclose the categories and specific pieces of personal information We have collected about You, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom We share it.
- Right to Delete: You have the right to request deletion of Your personal information, subject to certain exceptions.
- Right to Correct: You have the right to request correction of inaccurate personal information.
- Right to Opt-Out of Sale/Sharing: We do not sell or share Your personal information for cross-context behavioral advertising. As such, there is no need to opt out, but we honor such requests regardless.
- Right to Non-Discrimination: We will not discriminate against You for exercising any of Your CCPA rights.
13.2 Submitting a Request
California residents may submit requests by emailing [email protected] with the subject line "CCPA Request." We will verify Your identity before processing any request and will respond within forty-five (45) days, as required by law.
13.3 Categories of Personal Information
In the preceding twelve (12) months, We have collected the categories of personal information described in Section 1 of this Privacy Policy. We have not sold any personal information. We have disclosed personal information to service providers for the business purposes described in Section 6.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, the Software, or applicable laws. When We make material changes, We will:
- Update the "Effective Date" and "Version" at the top of this page
- Notify You by email (sent to the address associated with Your account) at least thirty (30) days before material changes take effect
- Display a prominent notice within the Software or on our Website
We encourage You to review this Privacy Policy periodically. Your continued use of the Software or Website after the effective date of any revised Privacy Policy constitutes Your acceptance of the changes.
15. Contact Information
If You have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Calculom — Privacy Team
Email: [email protected]
General Inquiries: [email protected]
Website: www.calculom.com
We aim to respond to all privacy-related inquiries within five (5) business days and to resolve all requests within thirty (30) days or as required by applicable law.