Draft for the limited trial · Version 2026-09-16-draft-4
Privacy notice
This draft must be legally reviewed and completed with CodeMagician Ltd's registered details before any external trial.
Who controls your information
CodeMagician Ltd is intended to be the controller of personal information used to provide AI Calc Sheet at aicalcsheet.com. The registered address and company number will be inserted here before external sign-up opens. Privacy questions can be sent to account@codemagician.co.uk.
Information we use
We expect to hold account and organisation details, subscription and credit records, support correspondence, security and audit records, and the projects, calculation sheets, images and other engineering content that users choose to store.
Why we use it
We use information to provide and secure the service, calculate and preserve engineering work, deliver requested AI features, administer subscriptions and credits, support users, prevent abuse, meet legal duties, and improve reliability. The final notice will identify the applicable UK GDPR lawful basis for each purpose.
AI processing
When a user asks for an AI feature, the prompt and the engineering context needed to answer it may be sent to OpenAI using an AI Calc Sheet API project controlled by CodeMagician Ltd. AI Calc Sheet will not silently send an entire organisation's workspace when a smaller context is sufficient. Invited organisation users will be told about this processing before they accept an invitation. The final notice will describe the contracted retention and international-transfer safeguards that apply at launch.
Other service providers
The limited trial uses DigitalOcean for the UK application server and encrypted object-storage backup, Microsoft SQL Server as the application database, Postmark (an ActiveCampaign service) for transactional email, OpenAI for deliberately requested AI processing, and Stripe test mode while payments are rehearsed. Stripe live processing is not enabled. Some suppliers process information outside the UK; the final notice will record the applicable UK transfer mechanism and current supplier terms.
Transactional email
We use Postmark, provided by ActiveCampaign, to send account confirmations, password-recovery links, organisation invitations, security and account-closure notices, support and service updates, and billing-related messages where those features are enabled. Postmark receives the recipient address, message content and limited identifiers needed to send messages and report delivery or delivery problems. We do not enable email open or click tracking. These messages do not subscribe you to marketing.
Our Postmark account is configured to retain message content, delivery activity and associated metadata for 45 days. Separate suppression records, such as addresses associated with hard bounces, spam complaints or unsubscribes, may be kept longer to prevent unwanted or unsuccessful delivery. Aggregate statistics may also be retained longer.
AI Calc Sheet removes locally queued message bodies promptly after provider acceptance or a final failed send. If the outcome is uncertain, we restrict the message to delivery investigation and do not resend it automatically. Any body still held for that investigation is removed within seven days. Local delivery records are normally kept for 30 days after processing or receipt; suppression records remain for as long as needed to prevent harmful redelivery. Recovery copies follow our backup retention schedule. During the transition, SendGrid and our internal CodeMagician Mail Events service may continue processing delivery events for messages sent before the change.
Retention and deletion
Active customer data is kept while the service is provided. Deleted projects enter a 30-day recoverable trash period unless the customer empties trash sooner. Routine operational audit records are normally kept for 30 days and security audit records for 90 days. A trial-only organisation becomes closure-eligible after 12 months without meaningful use following trial end; an organisation that has previously paid uses 36 months. Owners receive 90-, 30- and 7-day notices followed by a 30-day recoverable deletion period. Subscription and purchased top-up credits are forfeited only at final organisation deletion. Complaint, payment, tax, fraud, dispute and legal records may be retained longer where reasonably required. A narrowly scoped deletion hold pauses only the affected deletion and is reviewed every 30 days.
Your rights
Subject to UK data-protection law, users may have rights to access, correct, erase, restrict or export their information, object to some processing, and complain to the Information Commissioner's Office. The service will continue to allow account access and customer-data export after a trial or subscription ends.
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