Privacy Notice

Who We Are CALM VA Business Services (“CALM VA”, “we”, “our” or “us”) is responsible for personal information collected for our own business purposes. Email: info@calmva.co.uk Website: www.calmva.co.uk This notice explains what information we collect, why we use it, who we may share it with, how long we keep it and your rights under UK data protection law.

Depending on how you interact with us, we may collect: • Your name, job title and organisation • Business and personal contact details • Information you provide through an enquiry, meeting or correspondence • Client onboarding and service information • Billing, payment and transaction records • Records of our communications • Technical information generated when you use our website, where applicable We only collect information that is relevant and necessary for the purpose for which it is used.

We usually receive information directly from you when you contact us, complete the website form, arrange a meeting, become a client or communicate with us. We may also receive business contact information from a client or prospective client, a referral, a professional networking platform, a publicly available business source or a service provider used to operate the website. When CALM VA processes personal information solely on a client’s instructions as part of providing support services, the client is normally the data controller and CALM VA acts as its data processor. The client’s privacy information and our agreement with that client will apply to that processing.

We may use personal information to: • Respond to enquiries and arrange calls • Decide whether our services are suitable • Set up, manage and deliver client services • Communicate with clients, contacts, suppliers and stakeholders • Manage projects, meetings, actions and business records • Issue invoices, receive payments and maintain financial records • Protect our systems, prevent misuse and resolve disputes • Meet legal, regulatory, tax, insurance and contractual obligations Our lawful bases may include taking steps before entering into a contract, performing a contract, complying with a legal obligation, pursuing our legitimate business interests or consent where it is required. We consider the appropriate lawful basis for each purpose.

We do not sell personal information. Where necessary, we may share information with trusted service providers that support our business, including website hosting, email, cloud storage, accounting, payment, scheduling and communication providers. We may also share information with professional advisers, insurers, regulators, law enforcement bodies or other parties where required by law or necessary to establish, exercise or defend legal rights. We only share what is necessary for the relevant purpose and expect providers handling personal information on our behalf to protect it appropriately.

We use appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is limited to those who need the information for a legitimate business purpose. Some technology providers may store or process information outside the UK. Where this happens, we take reasonable steps to ensure an appropriate legal safeguard is used, such as UK adequacy regulations or approved contractual protections. No method of electronic storage or transmission can be guaranteed completely secure, but we take data protection and confidentiality seriously.

Depending on the circumstances, you may have the right to: • Ask for a copy of your personal information • Ask us to correct inaccurate or incomplete information • Ask us to delete information • Ask us to restrict how information is used • Object to certain processing • Receive certain information in a portable format • Withdraw consent where consent is the lawful basis These rights are not absolute and exemptions may apply. To make a request, email info@calmva.co.uk. We may need to confirm your identity before responding. If you are concerned about how we use your information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk.

Our website may use essential cookies needed for it to operate and, where enabled, optional cookies or similar technologies that help us understand website use or support social media features. Where consent is required, optional cookies should not be placed unless you choose to accept them. You can also manage cookies through your browser settings. CALM VA does not use personal information collected through this website to make solely automated decisions that produce legal or similarly significant effects.

We may update this notice when our services, systems or legal obligations change. The latest version will be published on this page. Last updated: 3 September 2026 Questions, requests or concerns can be sent to: CALM VA Business Services Email: info@calmva.co.uk Website: www.calmva.co.uk