Privacy Policy

Calypso Systems is committed to protecting your personal data and being transparent about how we use it. This Privacy Policy explains what information we collect, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.

By submitting a demo request form or signing up to receive marketing emails from Calypso Systems, you agree to the terms of this Privacy Policy.

1. Who We Are

Calypso Systems is a care home management software provider based in the United Kingdom.

For the purposes of data protection law, Calypso Systems is the data controller of any personal data you provide to us.

If you have any questions about this Privacy Policy or how we handle your data, please contact us at: hello@calypso-systems.co.uk

2. What Data We Collect

When you submit a demo request form or sign up to receive marketing communications from us, we may collect the following personal data:

  • Full name

  • Job title

  • Care home name and organisation

  • Email address

  • Phone number

  • Number of residents supported by your care home

  • Any additional information you choose to provide in free text fields

We do not collect any special category data (such as health data, financial information or sensitive personal data) through our demo request or marketing sign-up forms.

3. How We Use Your Data

We use the personal data you provide for the following purposes:

Demo Requests

  • To contact you to arrange your free 15 minute product demonstration

  • To tailor the demonstration to your care home's specific needs

  • To follow up after the demonstration with relevant information about Calypso Systems

Marketing Communications

  • To send you email updates about Calypso Systems, including product news, feature updates, industry insights and relevant care sector content

  • You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email we send you

Legitimate Business Purposes

  • To improve our products and services based on feedback and engagement

  • To maintain records of our communications with you

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Consent — where you have submitted a demo request form or signed up to receive marketing emails, you have given us your consent to contact you for those purposes. You can withdraw your consent at any time by contacting us at hello@calypso-systems.co.uk

  • Legitimate interests — we may process your data where it is in our legitimate interest to do so, for example to respond to your enquiry or to improve our services, where those interests are not overridden by your rights

5. How Long We Keep Your Data

We will keep your personal data for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law.

  • Demo request data: retained for up to 2 years from the date of your enquiry, unless you become a customer of Calypso Systems

  • Marketing email data: retained until you unsubscribe or request deletion of your data

Once your data is no longer required, we will securely delete or anonymise it.

6. Who We Share Your Data With

We do not sell, rent or trade your personal data to any third parties.

We may share your data with trusted third party service providers who assist us in operating our business, including:

  • Email marketing platforms used to send communications

  • CRM or contact management tools used to manage our relationships with prospective customers

  • IT and hosting providers

All third party providers are required to handle your data in accordance with UK GDPR and are only permitted to use your data for the specific purpose for which it was shared.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

  • Right to access — you can request a copy of the personal data we hold about you

  • Right to rectification — you can ask us to correct any inaccurate or incomplete data

  • Right to erasure — you can ask us to delete your personal data in certain circumstances

  • Right to restrict processing — you can ask us to limit how we use your data

  • Right to data portability — you can request your data in a structured, commonly used format

  • Right to object — you can object to us processing your data for marketing purposes at any time

  • Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at: hello@calypso-systems.co.uk

We will respond to all requests within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we have handled your data.

8. Cookies

Our website may use cookies to improve your browsing experience. A separate cookie policy will be provided on our website detailing how cookies are used and how you can manage your preferences.

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website at calypso-systems.co.uk with an updated effective date. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or how we handle your data, please contact us: