Privacy notice.

Who we are

CALM Property Intelligence Ltd is the data controller. Our registered office is 66 Paul Street, London, England, EC2A 4NA. For privacy questions, email info@calmpropertyintelligence.co.uk.

What we collect and why

• Enquiries: your name, role, organisation, contact details and the information you provide about your property or estate. We use this to respond, assess whether Calm can help and prepare a proposal.
• Client work: correspondence, contracts, billing details and service records. We use these to provide and administer our services.
• Website use: our hosting provider may process your IP address, browser information and request time to deliver and protect the website.

Please do not send passwords, highly sensitive personal information or confidential documents in an initial enquiry.

Business prospecting and public sources

We research organisations responsible for buildings in England, Scotland and Wales whose building engineering, estates or maintenance responsibilities may make Calm relevant to their work. We may collect a professional contact’s name, job title, employer, published work email address, relevant professional responsibilities and the source and date of that information. We also record relevant correspondence, contact history, objections and campaign status. Sources include organisations’ websites and staff directories, publicly available professional profiles, published business documents and management responses on review platforms, relevant official recruitment notices and public business registers, and vetted B2B professional-contact data providers including Apollo, where they provide professional business contact information. We identify the particular source in our first introduction. We do not use bought bulk consumer lists or guess email addresses.

We use this information to assess relevance, send a limited and personalised business introduction where permitted, manage any response and avoid duplicate or unwanted contact. Our legitimate interest is developing relevant business relationships for Calm’s building engineering and property intelligence services. We assess the person’s professional role, the context in which their details were published and the likely impact before contacting them. Public availability is not consent to marketing.

We prioritise corporate business subscribers. We do not use this prospecting process to email sole traders or other subscribers who require consent unless the necessary permission or other applicable PECR condition has been established. You do not have to respond or provide information. We do not use email tracking pixels, automated decisions with legal or similarly significant effects, or sensitive personal information for this prospecting.

Objecting to business marketing

You can object to our use of your personal information for direct marketing at any time. We will stop that use. Reply “no thanks” to an email from us, or contact info@calmpropertyintelligence.co.uk. There is no charge and you do not need to give a reason.

To honour an objection, we keep a separate, minimal suppression record: the work email address or other identifier needed to recognise the objection, its date and scope, and a brief record of its source. We use this only to prevent unwanted contact and demonstrate that we have acted on the request, not to market to you. Where an objection covers an organisation, we may record its domain instead of individual contacts. We keep this information for as long as it is needed to honour the objection, reviewing that need periodically.

Our legal reasons

We use legitimate interests to handle business enquiries, manage professional relationships and protect and administer Calm’s website and business. We rely on contract when using your information is necessary to take steps you ask us to take before entering into a contract, or to perform a contract with you. If the contract is with your organisation rather than you personally, we generally rely on legitimate interests. We use legal obligation where the law requires us to keep or disclose information. If we ask for consent, you may withdraw it at any time.

The enquiry form and cookies

The enquiry form sends the details you provide to Calm through FormSubmit, a form-delivery provider. We use them to respond and assess whether Calm can help. Where supplied, campaign labels and your optional “How did you hear about Calm?” answer help us understand the source of the enquiry. Campaign labels are carried in page links and the enquiry; they are not stored in analytics cookies.

We use Cloudflare Web Analytics for aggregate website traffic and performance measurements where its analytics snippet is enabled. The current automatic configuration excludes visitor data in the EU. Cloudflare describes this service as privacy-first analytics without analytics cookies. We do not use advertising cookies or behavioural advertising tracking. Our hosting provider also uses essential security and delivery tools.

Sharing and security

We do not sell personal information. Where necessary, we may share it with providers supporting hosting, email, document management, business research and drafting, and business administration; professional advisers; people authorised by the relevant client; or public authorities where the law requires it.

We restrict access and use proportionate measures to protect personal information. Some providers may process information outside the UK. Where required, we use an approved safeguard or another lawful transfer method.

We use OpenAI’s ChatGPT Business and Codex to assist with public business research, qualification, drafting and maintaining our prospect records. Only relevant professional information is used for this purpose. OpenAI’s business terms and Data Processing Addendum govern this processing. It may take place outside the UK, including in the United States; the Addendum provides standard contractual clauses with the UK Addendum for UK personal data. For information about these transfers or a copy of the applicable safeguards, email info@calmpropertyintelligence.co.uk.

How long we keep it

Business prospects who do not engage: we keep the research and outreach record for no longer than six months from the last meaningful outreach. For an unanswered introduction, this is the date of the original substantive introduction. Repeated unsolicited follow-ups, automatic replies, recall attempts, rechecking information or re-importing a contact do not restart the period. Six months is Calm’s business retention policy, not a statutory retention period. We correct or remove inaccurate information and remove it earlier when it is no longer needed.

For newly researched contacts whom we have not yet contacted, we provide the relevant privacy information within one month of collection, or at our first communication if sooner. If we do not proceed and have not informed the person, we remove their personal prospecting record by that one-month limit. We may keep non-personal organisation information for market research. If a person substantively engages and becomes an enquiry or customer contact, the existing enquiry or client arrangements below apply to that relationship.

At expiry, we remove the active prospect record and initiate deletion or redaction of related research, drafts, correspondence and AI conversations or files. Restricted residual copies may remain during a provider’s deletion cycle or where preservation is legally required; they are not used for further prospecting.

Minimal suppression information is kept separately as explained above. We may retain an organisation-level record that an introduction has already been made, without the individual’s name, address or message content, to prevent duplicate introductions.

We normally keep enquiries that do not become client work for up to 12 months after the last meaningful contact. We may keep client and contractual records throughout the relationship and for up to six years afterwards for legal, tax or accounting purposes. A legal requirement or dispute may change these periods.

Your rights

Depending on the circumstances, you may ask us to access, correct or erase your information; restrict or object to its use; provide certain information in a portable form; or withdraw consent. These rights do not apply in every situation.

To exercise your rights, email info@calmpropertyintelligence.co.uk. Unresolved concerns can be raised with the UK Information Commissioner’s Office at ico.org.uk.

We will update this notice if our use of personal information changes. The date above shows the latest version.