Privacy Policy

Last updated: 10 October 2026

1. Introduction

CALIM Consultancy Services ("CALIM", "we", "our", or "us") is a senior contracts and procurement advisory firm. We provide specialist services across contract administration, claims management, procurement strategy, and disputes support, together with audit, tax, CFO advisory, forensic accounting, and business setup services delivered through our financial services wing, to clients operating in the construction, energy, and infrastructure sectors worldwide.

This Privacy Policy explains how we collect, use, store, and protect personal and professional information that you provide to us - whether through our website at www.calim.ai, by email, or in the course of engaging our advisory services. It applies to individuals who contact us, prospective and current clients, and professionals who interact with our team across any of our six offices.

Given the commercially sensitive nature of contracts and procurement work - which often involves confidential project data, live dispute matters, and proprietary commercial strategies - we treat the handling of all information with the same rigour we apply to the advisory work itself.

2. Information We Collect

We collect information in the following categories depending on how you interact with us:

Contact and identification information. When you submit an enquiry, request a consultation, or correspond with our team, we collect your name, job title, organisation, email address, and telephone number.

Project and engagement information. In the course of delivering contracted advisory services, we may hold project names, contract values, programme details, correspondence records, claims particulars, and other commercially sensitive information that you share with us in confidence.

Financial and tax records. Where clients engage our financial services wing - for audit, tax, CFO advisory, forensic accounting, or business setup work - we may hold accounting records, financial statements, tax filings, payroll data, and related supporting documentation provided for that engagement.

Website usage data. When you visit www.calim.ai, we collect limited technical data including browser type, approximate geographic region, pages visited, and time spent on site, through the analytics tools described in Section 9. Full analytics runs only after you accept the cookie banner. When you send an enquiry we also record the page you arrived on, the website that referred you and any campaign tags in the link.

Professional background information. For individuals who apply to work with CALIM or are considered for engagement as advisors, we may collect CV details, professional credentials, and references.

3. How We Use Your Information

We use the information we hold for the following purposes:

• Responding promptly and accurately to your enquiries and consultation requests.
• Scoping, delivering, and managing contracted advisory engagements, including preparation of claims narratives, delay analyses, contract reviews, and procurement documentation.
• Maintaining engagement records required under professional obligations and applicable law, including records of advice given and instructions received.
• Sending you relevant insights, commentary, or updates from CALIM - where you have indicated an interest in receiving such communications and subject to your right to withdraw consent at any time.
• Improving our website, service offering, and internal processes, using anonymised or aggregated information where possible.
• Complying with legal, regulatory, and professional obligations applicable to advisory firms operating across the jurisdictions in which CALIM is established.

We do not use personal information for automated decision-making or profiling.

4. Legal Basis for Processing

Depending on where you are located and how you interact with us, our handling of personal information is subject to one or more of the following regimes: Qatar Law No. 13 of 2016 on the Protection of the Privacy of Personal Data (PDPPL), the Saudi Personal Data Protection Law, UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data, India's Digital Personal Data Protection Act 2023, Sri Lanka's Personal Data Protection Act, No. 9 of 2022, and, for visitors from the European Union or the United Kingdom, the GDPR and UK GDPR.

Where this legislation requires us to identify a legal basis for processing personal information, we rely on the following:

• Contractual necessity - processing that is required to perform the advisory services you have engaged us to provide, or to take steps prior to entering an engagement at your request.
• Legitimate interests - processing necessary for our legitimate business interests as a professional advisory firm, including responding to enquiries, maintaining client relationships, and developing our services, where those interests are not overridden by your rights.
• Legal obligation - processing required to comply with applicable law or professional regulatory requirements in Qatar, Saudi Arabia, India, the UAE, or the United States.
• Consent - for specific processing activities such as marketing communications, where we rely on your freely given and withdrawable consent.

5. Information Sharing

CALIM does not sell, rent, or trade personal or professional information to third parties. We share information only in the following limited circumstances:

• Affiliated CALIM offices. Your information may be accessed by CALIM teams based in Doha, Al Khobar, Bengaluru, Ajman and Dubai, Haines City, or Sri Jayawardenepura Kotte where required to service your engagement or respond to your enquiry. All CALIM personnel are subject to the same confidentiality obligations.
• Appointed advisors and sub-consultants. Where we engage specialist support - such as legal counsel, quantity surveyors, or technical experts - as part of a contracted engagement, we share only the information necessary for that purpose and under strict confidentiality terms.
• Regulatory and legal authorities. We may disclose information where required by law, court order, or the direction of a competent regulatory authority in the jurisdictions where we operate.
• Service providers. We use a limited number of third-party technology providers to run the website and deliver enquiries: Netlify (website hosting), Cloudflare (network and security, the function that receives website enquiries, and cookie-free page-view counts), Resend (transactional email delivery of enquiries and confirmations), Cal.com (online booking of calls), Google (analytics and fonts), Microsoft (Clarity analytics), and WhatsApp (only where you have opted in to being contacted via WhatsApp). Netlify, Cloudflare, Resend, Cal.com, Google, and Microsoft may process data in the United States. These providers act on our instructions and are contractually prohibited from using your information for their own purposes.

In every case where information is shared, we apply appropriate contractual protections and disclose only what is strictly necessary for the stated purpose.

6. Data Security

We implement industry-standard technical and organisational measures to protect the information we hold against unauthorised access, loss, alteration, or disclosure. These measures include:

• Encryption of data in transit and at rest for sensitive engagement materials.
• Role-based access controls ensuring that personnel can only access information relevant to their specific responsibilities.
• Secure document management practices for contract records, claims files, and correspondence archives.
• Regular internal review of data handling procedures across all six offices.

Whilst we take every reasonable precaution, no system of data transmission or storage is entirely immune from risk. If you become aware of any suspected unauthorised access to information relating to your engagement with CALIM, please notify us immediately at consultant@calim.ai.

7. Data Retention

We retain personal and professional information only for as long as is necessary to fulfil the purpose for which it was collected, or as required by applicable law and professional obligations.

Enquiries and pre-engagement correspondence that do not result in a contracted engagement are retained for a reasonable period to allow us to respond to any follow-up questions before being securely deleted.

Engagement records - including instructions, advice rendered, contract documentation, claims files, and correspondence - are retained for a period consistent with our professional indemnity obligations and the limitation periods applicable in the relevant jurisdiction. In construction and infrastructure advisory work, this typically means records are retained for a minimum of ten years following the close of an engagement, unless a longer period is required by law or the nature of the matter.

Where you have consented to receive communications from us, we retain your contact details for this purpose until you withdraw your consent.

8. International Transfers of Information

CALIM operates from six offices across six jurisdictions: Qatar, Saudi Arabia, India, the United Arab Emirates, the United States, and Sri Lanka. In the ordinary course of servicing client engagements, information may be accessed by or transferred between these offices.

Where information is transferred internationally, we ensure that appropriate safeguards are in place - including internal data handling policies binding all CALIM personnel and, where required, contractual protections consistent with the data protection requirements of the transferring jurisdiction.

If you have questions about the specific safeguards applied to a cross-border transfer of your information, please contact us at consultant@calim.ai.

9. Cookies and Analytics

The website itself does not set cookies. It uses your browser's local storage to remember preferences, including your response to the cookie banner. The following third-party tools may set cookies or collect usage data when they run:

• Google Analytics 4 - collects usage statistics such as pages visited, time spent on site, browser type, and approximate geographic region, which we use to improve content and navigation. Before you accept, it runs with measurement consent denied: it sets no cookies and sends Google only basic cookieless signals, such as the page address and the fact that consent was denied. Our own measurement of enquiries, bookings and tool use runs only after you accept.
• Cloudflare Web Analytics - counts page views without cookies or local storage, and does not identify you.
• Cloudflare Turnstile - where it appears on a form, checks that the form is being sent by a person rather than a bot.
• Microsoft Clarity - records session replays and heatmaps showing how visitors interact with pages. Clarity is loaded only after you accept the cookie banner.
• Google Fonts - serves the typefaces used on the site. Requesting a font transmits your IP address to Google's servers.

Full analytics, our event measurement and session replay run only after you accept the cookie banner; until then, measurement consent remains denied. We do not use advertising cookies. You can withdraw consent at any time with the "Cookie settings" link in the footer of every page: choosing Decline there stops analytics and session replay straight away and removes the session replay cookies. You can also clear this site's data in your browser settings, which removes the stored choice and any cookies already set.

10. Your Rights

Subject to the data protection law applicable to your jurisdiction - including, as relevant, the Qatar PDPPL, the Saudi Personal Data Protection Law, UAE Federal Decree-Law No. 45 of 2021, India's Digital Personal Data Protection Act 2023, and the GDPR or UK GDPR - you may have the following rights in respect of your personal information:

• Access - the right to obtain confirmation of whether we hold personal information about you and to receive a copy of that information.
• Rectification - the right to request correction of inaccurate or incomplete personal information we hold about you.
• Erasure - the right to request deletion of your personal information where we no longer have a legitimate basis for retaining it, subject to our professional and legal obligations.
• Objection - the right to object to processing based on our legitimate interests, or to withdraw consent where processing is consent-based.
• Data portability - the right to receive personal information you have provided to us in a structured, machine-readable format, where technically feasible and legally applicable.
• Restriction - the right to request that we restrict the processing of your information in certain circumstances while a query or objection is resolved.

To exercise any of these rights, please contact us using the details in Section 13. We will respond to requests within ten business days and in accordance with applicable law. We may need to verify your identity before acting on a request. You may also raise a complaint with the data protection regulator in your jurisdiction.

Please note that some rights may be limited where we are required to retain information by law or professional obligation, or where retention is necessary for the establishment, exercise, or defence of legal claims - which is a common circumstance in the contracts and disputes advisory work CALIM undertakes.

11. Children's Privacy

CALIM's services are directed exclusively at business professionals and organisations operating in the construction, energy, and infrastructure sectors. Our advisory work is not directed at, and we do not knowingly collect personal information from, individuals under the age of 18. If you believe we have inadvertently received information from a person under 18, please notify us promptly and we will take immediate steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, applicable law, or our internal data handling practices. When we do, we will revise the "Last updated" date at the top of this page.

We encourage you to review this page periodically. Where a change is material - for example, a significant change to how we use engagement data - we will take reasonable steps to bring it to the attention of active clients or contacts affected.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise a data right, or have concerns about how your information has been handled, please contact us:

We aim to respond to all privacy enquiries within ten business days.