Privacy & Cookie Policies
Privacy Policy (Last Updated: 23-06-2026)
1. Introduction
Calyx Softs ("we", "us", "our") is committed to protecting the privacy and personal data of our clients, prospective clients, suppliers, business contacts, and website visitors.
Calyx Softs is the trading style of Luke Bell, operating from the United Kingdom.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Calyx Softs is the Data Controller responsible for the personal data described in this policy.
Contact Details
Email: info@calyxsofts.com
For privacy-related enquiries, data access requests, correction requests, or deletion requests, please contact us using the email address above.
2. Who We Are
Calyx Softs provides sourcing, trade intelligence, counterparty discovery, market research, supplier identification, buyer identification, commercial introductions, and related advisory support within the soft commodity sector.
We are not:
A marketplace
A stockholder
A logistics provider
A payment processor
A regulated financial adviser
A legal adviser
A compliance certifier
A transaction guarantor
3. Information We Collect
Information You Provide Directly
When you contact us, submit an enquiry, use Ask Caly, or engage our services, we may collect:
Name
Job title
Company name
Email address
Telephone number
Country
Company website
Commodity interests
Sourcing requirements
Supply requirements
Business objectives
Communications with us
Information voluntarily submitted through forms, email, or chat
Information We Collect Indirectly
We may collect publicly available professional information from sources including:
Company websites
LinkedIn
Trade directories
Industry membership lists
Public corporate registries
Trade association publications
Publicly available professional contact databases
We only use such information where we believe doing so is lawful and proportionate.
Technical Information
When you use our website we may collect:
IP address
Browser type
Device information
Website usage information
Cookie preferences
Referring pages
Analytics data
4. How We Use Your Information
We may use personal data to:
Respond to enquiries
Assess sourcing requirements
Match buyers and suppliers
Conduct counterparty research
Provide sourcing intelligence
Deliver our services
Maintain client relationships
Improve website functionality
Improve Ask Caly responses
Monitor security and fraud risks
Comply with legal obligations
Maintain internal records and audit trails
We do not sell personal data.
5. Lawful Bases for Processing
We process personal data under one or more of the following lawful bases:
Legitimate Interests
We rely on legitimate interests for:
Business-to-business networking
Supplier identification
Buyer identification
Trade intelligence activities
Website enquiries
Ask Caly enquiries
Business relationship management
Professional outreach
We have assessed that these activities are proportionate, expected within a commercial B2B context, and do not override the rights and freedoms of individuals.
Contract
Where processing is necessary to:
Deliver services
Enter into agreements
Manage client relationships
Legal Obligation
Where required to comply with:
Tax obligations
Accounting obligations
Regulatory requirements
Law enforcement requests
Consent
Where consent is required, including certain cookies and marketing activities, we will obtain and manage consent appropriately.
6. Ask Caly
Ask Caly is an automated website assistant designed to:
Answer questions about Calyx Softs
Explain services
Collect sourcing enquiries
Prepare enquiry information for review
Ask Caly may process information you voluntarily provide during a conversation.
Ask Caly is intended for informational purposes only.
Responses generated by Ask Caly:
May be incomplete
May contain errors
Do not constitute professional advice
Do not create contractual obligations
Commercial decisions are subject to human review.
7. Sharing Information
We may share personal data with carefully selected service providers that help us operate our business.
These may include:
Squarespace
Website hosting and content management.
Render
Application hosting and infrastructure services.
Microsoft
Email, productivity, and form-processing services.
Auth0
Identity and authentication services.
OpenAI
AI processing services used to support Ask Caly functionality.
GitHub
Software development and repository management.
We do not sell personal data to third parties.
8. International Data Transfers
Some of our service providers may process information outside the United Kingdom.
Where personal data is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place, including contractual protections and provider security controls.
9. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, and protect our legitimate business interests.
Typical retention periods include:
General enquiries: 24 months from the date of last contact.
Unsuccessful sourcing opportunities: 24 months from the date the opportunity is closed or becomes inactive.
Active client records: For the duration of the client relationship and any ongoing service provision.
Completed projects: 6 years following completion of the project.
Accounting and financial records: 6 years in accordance with UK accounting and tax requirements.
Security logs: 12 months unless required for investigation or legal purposes.
Audit records and compliance logs: 6 years to support accountability, dispute resolution, and regulatory requirements.
Where required by law, regulation, legal proceedings, or legitimate business necessity, we may retain information for longer periods. When data is no longer required, it will be securely deleted, anonymised, or otherwise disposed of in accordance with our internal retention and disposal procedures.
10. Your Rights
You have the right to:
Access your personal data
Correct inaccurate information
Request deletion of personal data
Restrict processing
Object to processing
Request data portability where applicable
Withdraw consent where consent is relied upon
Requests can be sent to:
We will respond in accordance with applicable law.
11. Complaints
If you are unhappy with how we process your personal data, please contact us first.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).
Information about the ICO can be found at:
12. Security
We use reasonable technical and organisational measures to protect personal data, including:
Access controls
Authentication controls
Encryption where appropriate
Audit logging
Secure cloud infrastructure
Role-based permissions
No internet-based system can guarantee absolute security.
Cookie Policy (Last Updated: 23-06-2026)
Cookies are small text files stored on your device.
We use cookies to:
Enable website functionality
Remember preferences
Improve performance
Understand website usage
Necessary Cookies
These cookies are essential for website operation and cannot be disabled.
Examples include:
Security cookies
Session management cookies
Preference cookies
Analytics Cookies
These cookies help us understand how visitors use the website.
Examples may include:
Visitor counts
Page performance
Navigation behaviour
Analytics cookies are only activated where consent is provided.
Functional Cookies
These cookies improve user experience and site functionality.
Marketing Cookies
If used in the future, these cookies will only be activated with appropriate consent.
Managing Cookies
You can manage cookies through:
Our Cookie Preferences tool
Your browser settings
Disabling some cookies may affect website functionality.
Changes to this Policy
We may update this Privacy & Cookie Policy from time to time.
The latest version will always be published on this website.
Continued use of the website following updates constitutes acceptance of the revised policy where permitted by law.
Contact
For privacy enquiries: