Cookie Policy

§ 1. Who we are

1.1. The controller responsible for cookies and similar technologies on our own websites and applications is RR-Soft, a sole proprietorship operated by Łukasz Krzysiak under Polish law, ul. Kierbedzia 8A, 00-728 Warszawa, Poland, NIP / VAT-EU: 921-192-91-92, REGON: 060629850.

1.2. Cookie-related enquiries: contact@calcopolis.com. You may also use our contact form.

1.3. This Cookie Policy should be read together with our Privacy Policy and Terms of Service.

§ 2. What are cookies and similar technologies

2.1. Cookies are small text files stored on your device when you visit a website. They can be “session” cookies (deleted when you close the browser) or “persistent” cookies (stored for a defined period or until deleted).

2.2. We also use similar technologies where relevant, including:

a) local storage and session storage in the browser (e.g. to keep builder drafts or UI state in the Calcopolis application);

b) pixels, tags, or scripts that store or read identifiers in your browser where marketing or analytics tools are enabled;

c) server-side logs and security tokens associated with your browser session.

2.3. In this policy, “cookies” means cookies and comparable browser storage technologies unless we say otherwise.

§ 3. Scope

3.1. This policy applies to cookies and similar technologies used by RR-Soft on:

a) the Calcopolis marketing website and CMS pages (calcopolis.com);

b) account registration, login, billing, and the Calcopolis web application;

c) Hosted Embeds and backend features served from Calcopolis infrastructure, such as cdn.calcopolis.com and builder.calcopolis.com, where those services set or rely on cookies or browser storage.

3.2. It does not replace cookie notices on websites operated by our customers. If you visit a third-party website that embeds a Calcopolis calculator, the website owner is usually responsible for informing you about cookies and obtaining consents required on that site.

3.3. Depending on how a customer configures a Calculator, an embed may cause your browser to contact Google (reCAPTCHA, Google Fonts) or other services chosen by the customer. Those interactions are described in § 10 and § 11.

§ 4. Legal basis

4.1. We process cookie-related data in accordance with Regulation (EU) 2016/679 (GDPR), applicable Polish data protection law, and ePrivacy rules on storing or accessing information on your device.

4.2. Strictly necessary cookies are used to provide the Service you request, secure your account, prevent abuse, and maintain session integrity. These do not require consent under applicable EU and Polish rules.

4.3. Non-essential cookies — including analytics, advertising, remarketing, and session-recording tools — are used only where permitted by law, generally on the basis of your consent.

4.4. Where we rely on legitimate interest for a limited technical purpose, we balance that interest against your rights.

§ 5. Cookie categories

5.1. We group cookies and similar technologies into the following categories:

a) Strictly necessary — required for security, authentication, session management, and core operation;

b) Functional — remember choices and support application features;

c) Analytics — help us understand how the website or application is used;

d) Marketing — measure campaigns, conversions, and remarketing;

e) Session recording — record or replay interactions to improve usability.

§ 6. Strictly necessary cookies

6.1. These cookies are required for Calcopolis to function securely. Without them, login, account access, form submissions, or payment flows may not work correctly.

6.2. Examples currently used on our own properties include:

a) sessionid (Django session cookie) — keeps you logged in to your Calcopolis account and maintains your authenticated session across requests. Type: HTTP cookie. Provider: RR-Soft / Calcopolis. Duration: session or as configured by the application server. Category: strictly necessary.

b) csrftoken (CSRF cookie) — helps protect against cross-site request forgery when you submit forms or use authenticated features. Type: HTTP cookie. Provider: RR-Soft / Calcopolis. Duration: session or persistent, depending on browser and configuration. Category: strictly necessary.

c) Security and infrastructure cookies — may be set by our hosting or security stack (including Microsoft Azure and, where applicable, CDN or reverse-proxy providers) to maintain connections, prevent abuse, or protect against attacks. Category: strictly necessary.

6.3. Because these cookies are essential, you cannot opt out of them while using authenticated parts of the Service. You can delete them by clearing browser cookies, but you will need to log in again.

§ 7. Functional cookies and browser storage

7.1. The Calcopolis builder and application may use local storage or session storage in your browser to save drafts, editor state, UI preferences, or temporary project data. This improves usability while you work in the application.

7.2. These technologies are generally necessary or closely related to the feature you are using. Clearing site data in your browser may remove unsaved local drafts or preferences.

7.3. We do not currently use a separate preference cookie to remember marketing or analytics choices on the public website, but we may introduce a consent or preference mechanism in the future.

§ 8. Analytics cookies

8.1. We plan to use website and product analytics tools, including Google Analytics 4 (GA4), to understand traffic, feature usage, and conversion paths on calcopolis.com and in the application interface.

8.2. At the time of this policy, GA4 is not yet deployed as a default cookie on all pages. When enabled, GA4 may set cookies or similar identifiers (such as _ga and related Google Analytics cookies) and process usage data about pages viewed, events, device information, and approximate location derived from IP address.

8.3. Analytics cookies are non-essential and, where required by law, will be used only after consent. Provider: Google. Category: analytics. Typical retention: according to GA configuration, often up to 14 months unless shortened.

8.4. Calculator usage analytics inside customer accounts (views, leads, quotas) are primarily service data processed to operate the platform, not third-party marketing analytics cookies, unless a customer connects external tracking tools.

§ 9. Marketing and advertising cookies

9.1. We plan to use marketing and measurement tools, including Google Ads and Meta Ads (Facebook / Instagram Pixel), to measure advertising performance, attribute conversions, and run remarketing campaigns.

9.2. These tools are not yet active by default on all Calcopolis pages at the time of this policy. When enabled, they may set third-party cookies or read stored identifiers in your browser and share event data with Google or Meta.

9.3. Marketing cookies are non-essential and, where required by law, will be used only after consent. Providers may include Google and Meta Platforms. Category: marketing.

9.4. If you arrive at Calcopolis from an advertisement, the ad platform may already have placed cookies before you land on our site. Those cookies are controlled by the relevant ad platform’s policies.

§ 10. Session recording

10.1. We reserve the right to use Hotjar or similar session-recording and heatmap tools on calcopolis.com and in the application interface to understand usability issues and improve conversion paths.

10.2. Such tools are not enabled by default at the time of this policy. When active, they may use cookies or local storage to identify browser sessions and may record page views, clicks, scrolling, and content typed into visible fields unless suppressed by configuration.

10.3. Session recording is non-essential and, where required by law, will be used only after consent. Category: analytics / session recording.

10.4. Session recording on our own properties is not the same as tracking inside calculators embedded on customer websites. Customers remain responsible for cookies and notices on their own sites.

§ 11. Third-party services that may set cookies

11.1. Depending on how you use Calcopolis, your browser may also contact third-party providers listed below.

11.2. Stripe — when you subscribe or pay, you may be redirected to Stripe Checkout or interact with Stripe payment elements. Stripe may set cookies on stripe.com or related domains to prevent fraud, process payments, and maintain checkout state. Category: strictly necessary for payment. Provider: Stripe.

11.3. Google reCAPTCHA — when enabled on a Calculator or form, Google reCAPTCHA may set cookies or use similar technologies and process device and interaction signals for bot detection. This may occur on our login or support flows and on published Calculators where the feature is turned on. Provider: Google. Category: security / strictly necessary for spam prevention where the feature is required to submit a form.

11.4. Google Fonts — if a page, theme, or published Calculator loads fonts from fonts.googleapis.com or fonts.gstatic.com, your browser makes requests to Google servers. Google may process technical data such as IP address. Fonts are loaded when used in our application, CMS, or in customer-published Calculators that reference Google Fonts. Provider: Google. Category: functional / technical delivery of fonts.

11.5. Microsoft Azure — hosts Calcopolis application and data infrastructure. Azure itself does not typically place marketing cookies in visitors’ browsers, but technical session and security processing may occur server-side.

11.6. Cloudflare — used as a DNS provider. At the time of this policy, Cloudflare is not used as a front-end proxy that sets visitor cookies on calcopolis.com unless our infrastructure configuration changes and this policy is updated.

11.7. Customers may connect their own integrations (webhooks, CRM, automation tools, analytics, tags, pixels, or custom JavaScript) inside Calculators. Those integrations may set cookies or similar technologies on the customer’s website or send data to third parties under the customer’s control.

§ 12. Embedded calculators and customer responsibility

12.1. If you are an End User visiting a website that embeds a Calcopolis calculator, the website owner — not RR-Soft — is usually responsible for the cookie banner, privacy notice, and lawful basis for any non-essential tracking on that site.

12.2. A Self-Hosted Embed may reduce dependence on Calcopolis backend cookies for core calculator behaviour, but third-party tools configured by the customer (reCAPTCHA, fonts, analytics, pixels, client-side webhooks) may still run in your browser.

12.3. If you are a Calcopolis customer, you must provide appropriate cookie and privacy information to your End Users and obtain required consents for tracking or marketing technologies you add to your Calculators or surrounding website.

§ 13. How to manage cookies

13.1. You can control cookies in several ways:

a) browser settings — most browsers let you block, delete, or limit cookies and site data;

b) device settings — on mobile devices, you may limit ad tracking or reset advertising identifiers;

c) provider opt-outs — Google, Meta, and other vendors offer account-level ad and analytics controls;

d) consent tools — when we deploy a cookie preference mechanism on calcopolis.com, you will be able to accept or reject non-essential categories there.

13.2. Blocking strictly necessary cookies may prevent login, checkout, secure form submission, or other core features from working.

13.3. Withdrawing consent for non-essential cookies does not affect the lawfulness of processing before withdrawal.

13.4. For more information about your personal data and GDPR rights, see our Privacy Policy.

§ 14. Retention

14.1. Session cookies are deleted when you close your browser or end your session, unless otherwise stated.

14.2. Persistent cookies remain for the period set by us or the relevant provider, or until you delete them.

14.3. Analytics, advertising, and session-recording data — when those tools are active — are retained according to our configuration and each provider’s settings, typically from a few days up to several months, unless you withdraw consent earlier or delete cookies.

§ 15. International transfers

15.1. Some cookie-related providers (including Google, Meta, Stripe, and Hotjar) may process data in the United States or other countries outside the European Economic Area. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses. See our Privacy Policy for more detail.

§ 16. Changes to this policy

16.1. We may update this Cookie Policy when we add or remove tools, change providers, deploy analytics or advertising tags, introduce a consent banner, or when legal requirements change.

16.2. We will publish the updated version on this page and change the “Last updated” date. Material changes may also be communicated through the website or by email where appropriate.

§ 17. Contact

17.1. Questions about this Cookie Policy or your cookie choices: contact@calcopolis.com or our contact form.