Privacy Policy

Last updated: 28 May 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 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 five 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.

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. This is collected in aggregate through analytics tools and is not linked to your personal identity unless you have separately provided it to us.

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

Where applicable data protection 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, or Winter Garden 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 trusted third-party technology providers (for example, secure email infrastructure and website hosting). 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 five 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 [email protected].

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 five offices across four jurisdictions: Qatar, Saudi Arabia, India, the United Arab Emirates, and the United States. 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 [email protected].

9. Cookies and Analytics

Our website uses a minimal set of cookies. These fall into two categories:

• Strictly necessary cookies - required for the website to function correctly, such as session management. These cannot be disabled without affecting how the site operates.
• Analytics cookies - used to understand how visitors use our website in aggregate, enabling us to improve content and navigation. We use analytics data in anonymised form only and do not link it to identifiable individuals.

We do not use advertising cookies, tracking pixels, or third-party behavioural profiling tools. You may adjust cookie preferences through your browser settings at any time, although disabling certain cookies may limit website functionality.

10. Your Rights

Subject to the data protection law applicable to your jurisdiction, 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 a reasonable timeframe and in accordance with applicable law. We may need to verify your identity before acting on a request.

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.