1. Who we are
CalGest is operated by Bruno André Oliveira Adão, Empresário em Nome Individual, NIF PT229535062, with registered address at Rua Catadouro 675, 1.º Esq., Rio Alcaide, 2480-170 Porto de Mós, Portugal ("CalGest", "we", "us"). This Privacy Policy explains how we process personal data when you use our website, dashboard, and mobile app.
For users in the European Economic Area we follow the General Data Protection Regulation (EU) 2016/679 (GDPR) and Portuguese Law no. 58/2019. For users elsewhere, we process data in line with the same principles and comply with applicable local laws.
Privacy questions: privacy@calgest.com.
2. Your role and our role under GDPR
- For your account, login, platform operations, and service analytics: CalGest is a data controller.
- For customer, employee, appointment, and record data entered by your organization: your organization is the data controller and CalGest acts as a data processor under the data processing terms in our Terms and Conditions.
- For payment processing: Stripe (via Stripe Managed Payments) is the merchant of record and an independent controller of payment data. See section 5.
Each business using CalGest remains responsible for collecting and using its own customer and employee data lawfully (for example, having a valid legal basis and keeping data accurate).
3. Categories of personal data we process
- Identity and account data: name, email address, Clerk user ID, profile image, and account timestamps.
- Organization and billing data: company name, VAT number, billing address, subscription identifiers, and plan status. Payment card and bank details are handled directly by Stripe and are not stored by CalGest.
- Operational business data: customer and employee contact details, appointments, notes, custom fields, and tracking records entered by your team.
- Files and attachments: documents or media uploaded to appointment records.
- Communications data: invitation emails, system notifications, and (when enabled) SMS reminders or notifications sent to customers and employees through our SMS provider. Recipient phone numbers and message content are transmitted to that provider to be delivered to the mobile network.
- Technical data: IP address, approximate location derived from IP, browser and device information, push notification tokens (mobile), request metadata, and service logs used for security, fraud prevention, and reliability.
- Optional client-side product analytics: we do not currently collect optional product-usage analytics from the web, dashboard, or mobile applications.
- AI assistant data: when you use the in-product AI assistant, your prompts and relevant context you choose to share are sent to our AI provider to generate a response.
We do not sell personal data and we do not use it for advertising.
4. Why we process data (purposes and legal bases)
- To provide the service (Art. 6(1)(b) — contract): authentication, scheduling, records, notifications, file storage, and AI assistant features.
- To manage subscriptions (Art. 6(1)(b) and 6(1)(c) — contract / legal obligation): subscription status and tax-related bookkeeping. Payment processing, invoicing, and VAT compliance are carried out by Stripe via Stripe Managed Payments as merchant of record (see section 5).
- To secure the platform (Art. 6(1)(f) — legitimate interests): access control, abuse prevention, anti-fraud, and troubleshooting. Our interest is operating a secure service and this does not override your fundamental rights.
- To communicate about the service (Art. 6(1)(b) and 6(1)(f)): transactional emails (account, invitation, and material product updates).
- Optional product analytics: we do not currently collect optional client-side product analytics. If this changes, we will update this notice and obtain consent where required before collection begins.
5. Service providers (processors and sub-processors)
We use specialized providers to run CalGest:
- Cloudflare (US / global): content delivery, DDoS protection, file storage via Cloudflare R2, and transactional email delivery via Cloudflare Email Service (for example, invitations and account notifications).
- Clerk (US): authentication and user identity management.
- Convex (US): backend functions, database, and scheduling infrastructure.
- Stripe (Stripe Payments Europe Ltd., Ireland, and Stripe, Inc., US) via Stripe Managed Payments: Stripe is the merchant of record for CalGest subscriptions and an independent controller for payment data. Stripe processes payments, collects and remits VAT/GST/sales tax, issues receipts and invoices, and handles payment-related customer communications. Payment card and bank details are handled by Stripe and never reach CalGest servers.
- GatewayAPI (GatewayAPI ApS, Denmark — EU): SMS delivery for appointment reminders and notifications, when SMS is enabled. Recipient phone numbers and message content are sent to GatewayAPI to be delivered to the mobile network.
- OpenAI (US): provides the language model behind the in-product AI assistant. Prompts and context you send to the assistant are transmitted to OpenAI to generate responses. Per OpenAI's API terms, inputs and outputs are not used to train their models.
- Sentry: production crash and error reporting. Client-side reporting excludes logs, traces, replay, and default personal-data context, and error payloads are scrubbed before transmission.
- Expo (US), where mobile push is enabled: push notification token routing and delivery infrastructure.
We require contractual safeguards from providers and limit access to what is necessary for service delivery. An up-to-date list is available on request at privacy@calgest.com.
6. International data transfers
Several of our providers (Cloudflare, Clerk, Convex, Stripe, OpenAI, Expo, Sentry) are established in the United States or process data globally. For transfers from the EEA we rely on GDPR-compliant mechanisms, typically the EU Standard Contractual Clauses and, where applicable, the EU–US Data Privacy Framework. Our SMS provider (GatewayAPI, Denmark) is hosted in the European Union.
7. Data retention
- Account and organization data: retained while your account is active and deleted or anonymized within 30 days after account closure, unless a longer period is legally required.
- Operational data (appointments, customers, employees, records, attachments): retained while your organization keeps the account active. On account closure it is deleted with the rest of the organization data.
- Billing and tax-related records: retained for 10 years as required by Portuguese tax and accounting law (Decreto-Lei n.º 28/2019 and CIVA).
- Security logs and request metadata: retained up to 12 months for security and incident response.
- AI assistant prompts: short-term processing by our AI provider to generate a response; message history is stored in CalGest alongside the user's account and deleted with it.
8. Security measures
We apply technical and organizational safeguards, including:
- Role-based access controls and authentication protections.
- Tenant isolation by organization identifiers in the application data model.
- Encryption in transit and managed infrastructure protections from our providers.
- Operational monitoring and incident response procedures.
No internet-based service can guarantee absolute security, but we continuously work to reduce risk. If we become aware of a personal data breach likely to result in a risk to your rights, we will notify affected users and, where required, the CNPD within 72 hours.
9. Your privacy rights
Depending on your location, you may have the right to:
- Access your personal data.
- Correct inaccurate or incomplete data.
- Request deletion (right to erasure).
- Restrict or object to certain processing.
- Request data portability where legally applicable.
- Withdraw consent where processing is based on consent.
Where your organization is the controller of data you are asking about (for example, records your employer maintains in CalGest), please direct your request to that organization. We will assist them in responding.
To exercise rights directly with CalGest, email privacy@calgest.com. We aim to respond within one month. EEA residents may also lodge a complaint with their local data protection authority — in Portugal, the CNPD.
10. Cookies and similar technologies
CalGest uses browser storage (cookies and local storage) only where strictly necessary for session handling, authentication, security, and preference persistence. These are used without consent because the service cannot operate without them.
We do not currently set optional analytics cookies, use advertising trackers, or share data with advertising networks.
11. Automated decisions and AI features
CalGest does not make decisions with legal or similarly significant effects based solely on automated processing. The in-product AI assistant is a productivity tool that responds to your prompts and may, at your request, perform actions inside the product through built-in tools (for example, creating, editing, or rescheduling appointments and answering questions about your data). A human (you) remains in control: each action is initiated by your prompt and can be reviewed or undone in the product.
12. Children
CalGest is not directed to children. You must be at least 16 years old to create an account. If you believe a child has provided us with personal data, contact us and we will delete it.
13. Policy updates
We may update this policy as the product or legal requirements evolve. When changes are material, we will update the date above and provide clear notice through the product or by email.
14. Contact
Privacy requests and questions: privacy@calgest.com
General legal matters: legal@calgest.com