At Calmcloud, we believe every child deserves a safe, welcoming space to learn about their feelings. That means our app is built to be easy to use for everyone — no matter how they see, hear, move, or think.

What We Do to Help Everyone

Our screens are simple and clear, with easy-to-read words and calm colours.

The app works with audible animations for children who may need listening support.

We avoid flashing lights or sudden movements that might feel overwhelming.

Where sounds are available, we try to incorporate words or pictures too, so no one is left out.

Always Improving

We know every child is different, and we want Calmcloud to grow with them. We listen to teachers, parents, and children to make the app better and kinder every day.

Need Help or Want to Share Ideas

If something isn’t working for you, or if you have a great idea to make Calmcloud easier to use, please let us know:

hello@calmcloud.com

www.calmcloud.com

We’ll do our best to help quickly — because Calmcloud is for every child.

Calmcloud Accessibility Statement (Formal & Compliance)

Calmcloud is committed to providing an inclusive and accessible digital experience for all users. Our app is designed to support children’s emotional learning in schools and is continually developed to meet accessibility needs.

Standards & Approach

We strive to comply with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.

Our development process integrates universal design principles and testing with assistive technologies.

Accessibility is treated as a continuous responsibility, not a one-time task.

Accessibility Features

Consistent, simple navigation designed for young learners.

High-contrast colours and clear typography.

Large font sizes for readability.

Screen reader compatibility for vision accessibility.

Reduced reliance on audio by providing written/visual alternatives.

No disruptive flashing or strobing content.

Continuous Improvement

We are actively working to:

Conduct ongoing testing with accessibility tools.

Gather feedback from educators, parents, and accessibility specialists.

Improve features in regular updates to remove barriers.

Contact

If you experience difficulties using Calmcloud or have suggestions to improve accessibility, please contact us:

hello@calmcloud.com

www.calmcloud.com

We aim to respond to all accessibility-related inquiries within 14 working days.

Effective Date: 23/10/25

Last Updated: 23/10/25

Introduction

At Calmcloud, we are committed to protecting your privacy and respecting your choices when it comes to cookies and similar technologies.

This Cookie Policy explains:

• What cookies are?
• What types of cookies we use?
• Why we use them?
• How you can control or withdraw consent

We also comply with the Age-appropriate Design Code to ensure our use of cookies is safe, transparent, and respectful of children’s data and privacy.

What Are Cookies?

Cookies are small text files placed on your device (computer, tablet, or phone) when you visit a website or use an app. They help websites and apps remember your preferences, improve user experience, and collect anonymous usage data.

Types of Cookies We Use

Special Consideration for Children

As Calmcloud is designed for children, we do not use any cookies for advertising, profiling, or tracking.

Our app is not linked to the internet, online search engine or social media platforms. 

We at Calmcloud: 

• Do not collect personal identifiers through cookies.
• Use only strictly necessary cookies by default.
• Request verifiable parental consent before enabling any optional cookies on a child’s device.
• Provide a simple friendly explanation of cookies within the app. 

Consent Management

• We use a cookie consent banner or popup when you first use the Calmcloud app or website.

You (or your parent/guardian) will be asked to:

• Accept or reject non-essential cookies
• Adjust cookie settings through a “Manage Preferences” option
• Withdraw or change consent at any time
• Your choices are remembered for [e.g. 6 months], after which we will ask you again.

How to Change or Withdraw Cookie Preferences?

You can manage your cookie preferences by:

• Clicking the “Cookie Settings” option in the app’s menu or footer
• Adjusting settings in your browser or device

Contacting us directly at:

hello@calmcloud.com

Data Collected Through Cookies

The cookies we use do not collect names, contact details, or identifying information, where analytics are used, all data is anonymised and used solely for service improvement.

Legal Compliance

• This policy complies with:
• UK GDPR
• Data Protection Act 2018
• PECR (Privacy and Electronic Communications Regulations)
• Children’s Code (Age-Appropriate Design Code)
• COPPA (U.S. – where applicable)

Contact Us

If you have any questions about our cookie usage or privacy practices, contact:

Calmcloud Privacy Team

Email: hello@calmcloud.com

Address: 

28b Church Street 

Salford

Manchester

M30 0DF

Phone: 0161 820 0931

Introduction

At Ambimind we are committed to ensuring the safety, privacy, and well-being of all students using our platform Calmcloud. This policy outlines how we protect children from harm while using the app, ensuring compliance with safeguarding laws and best practices.

The Policy

• The welfare of the child, young person or adult at risk is paramount whilst using Calmcloud. 

• This policy is part of the Calmcloud powered by Ambimind’s Safeguarding Framework to help us safeguard participants and others who come into contact or use the Calmcloud app. 

• It should be read in conjunction with the Ambimind’s Safeguarding Policy.

• It outlines the Ambimind’s policy, procedures and expected behaviours regarding interactions in the digital environment. 

• It applies to all Ambimind staff (including temporary, freelance and casual staff) and volunteers who are engaged directly by the Ambimind company. 

• As part of our Safeguarding Framework, the policy sets out our expectations of anyone delivering Ambimind/calmcloud programmes or supporting Ambimind/ Calmcloud activities, such as Licensed Organisations (LOs), schools, education providers or any other organisation or individual we may jointly work with. Staff, volunteers and users in all organisations are also governed by safeguarding and other legislation and guidance provided by the relevant UK statutory bodies.

• The Ambimind Safeguarding Procedures must be followed in the event of a safeguarding concern. It is understood that while the legal requirements apply to children, Ambimind applies the principles to all young people and adults at risk engaged with the Ambimind. 

The Principles 

• Ensure that all young people and adults are kept safe from harm when interacting digitally

with the Calmcloud. 

• Provide Ambimind/ Calmcloud staff and its volunteers with the overarching principles that guide our approach to digital safety, including our expectations of delivery partners.

• Ensure that, as an organisation and as individuals, we operate in-line with our values and within the law in terms of how we use digital devices and services.

• Oue values and polices ensure protection from harm whilst accessing Calmcloud through the implementation of effective technical solutions, advice and support and procedures for managing incidents.

• Ambimind is committed to the safeguarding and protection of all users of our Calmcloud app and other digital services, including social media channels, and we apply the same safeguarding principles to Ambimind activities whether they are offline or online.

Scope

This policy applies to:

1. All students using Calmcloud.
2. School staff, including teachers, counsellors, and administrators.
3. Parents and guardians.
4. App developers, moderators, and third-party service providers.
5. All staff employed by Ambimind 

Key Safeguarding Principles

We uphold the following principles to protect students:

1. Student Well-being First: The safety and mental health of students are our top priorities.

2. Privacy & Confidentiality: We handle student data with care, sharing only when legally required or in cases of serious risk.

3. Safe Digital Environment: The app is designed to protect students from harmful content, cyberbullying, and online exploitation.

4. Empowerment & Education: Students, staff, and parents are educated on digital safety, reporting concerns, and seeking help.

5. Collaboration with Schools & Authorities: We work with school safeguarding teams to address risks appropriately.

6. Protection: Proactively identify and mitigate risks to online safety. 

7. Transparency: Clearly communicate policies, expectations, and reporting mechanism.  

8. Zero Tolerance for abuse: Prevent and address cyberbullying, harassment and exploitation. Calmcloud does not provide access for student-to-student communication within the app. Calmcloud is solely used as an individual learning app to help aid mental health and wellbeing. 

User Access & Parental Consent

1. Students under 13 require verified parental or guardian consent to use the app.

2. Schools control student access, ensuring it aligns with local safeguarding policies.

3. Teachers and school counsellors can monitor student activity within safeguarding guidelines.

Data Protection & Privacy

1. We comply with GDPR, COPPA, and UK Data Protection laws.

2. Student data is stored securely and not shared with third parties for advertising.

3. Schools and guardians have transparency over data use, and students can request data deletion.

4. AI and human moderators monitor interactions to prevent harmful content.

Online Safety Measures

Moderation of Content: All content within the app is created or overseen by our team, and we monitor for any inappropriate or harmful material. Student-generated content is limited to personal account entries, which are not visible to others students.

Support Options: Students can reflect on their wellbeing within the app. Where check in entries indicate concerns, in-app alerts notify parents and teachers so they can offer support. The app also provides guidance on seeking professional help, including relevant contact information.

Contact for Concerns: Because students do not interact with each other through the app and all visible content is controlled by us, the risk of harmful content is reduced. Any concerns from students, parents, or staff can be reported directly to us by phone or email.

Crisis Support Information: If a student is experiencing urgent mental health concerns, the app includes a dedicated page with emergency helplines and safeguarding contacts. Alerts within the app can also prompt timely support from trusted adults.

Community & Behavioral Guidelines

Students must adhere to these guidelines:

1. Respect others – No bullying, hate speech, or harassment.

2. Protect privacy – No sharing of personal information with strangers.

3. Seek help responsibly – Report concerns through appropriate channels.

4. Follow school policies – The app aligns with school safeguarding procedures.

Staff Responsibilities & Training

1. All school staff using the app receive safeguarding training on digital well-being.

2. Dedicated Safeguarding Officers oversee concerns raised within the app.

3. Schools are responsible for responding to reports and escalating serious concerns appropriately.

Reporting & Escalation Procedures

1. Unacceptable conduct in the digital environment (e.g., defamatory, discriminatory, offensive,

bullying, harassing behaviour, accessing inappropriate pornographic material or a breach of

data protection, confidentiality,) will be taken extremely seriously by Ambimind. 

2. School safeguarding teams review reports and take appropriate action.

3. Ambimind staff and volunteers must report such incidents as soon as possible to the safeguarding team.

4. In serious cases (e.g., self-harm, abuse), schools may escalate concerns to mental health professionals, child protection services, safe guarding team or emergency services.

Policy Review & Updates

1. This policy is reviewed annually or when safeguarding guidelines are updated.

2. Schools are encouraged to provide feedback to improve the app’s safety features.

3. For safeguarding concerns, contact School’s Safeguarding Officer or email Support Email.

Breach of the Policy

1. Ambimind will take appropriate action in the event of breach of this policy.

2. Where Ambimind staff or volunteer conduct is found to contravene this policy, Ambimind will deal with the matter in-line with the Ambimind’s relevant policies for managing staff and volunteers.

3. Where the breach occurs in a licensed organisation (LO or AAP), and Ambimiind becomes aware of the breach, we will deal with the matter in-line with Ambimind’s relevant policies.

4. In all cases, we will follow the Ambimind Safeguarding Policy and procedures, where conduct is considered illegal or causes significant harm, Ambimind will report the matter to the police and other relevant external agencies as appropriate.

5. Ambimind is mindful that participants may behave in the digital space in a way that is not in-line with Ambimind’s Digital Behaviours. In such cases, and in-line with our Safeguarding Principles, we will see the individual as someone who may be at risk and consider their safeguarding needs as well as those who may be affected, harmed or at risk from the behaviour. We will follow relevant UK law where we are required to report the matter to external agencies, such as the police. This is in line with the Online Safety Act 2023. 

Purpose

The purpose of this policy is to ensure the security, confidentiality, and integrity of all information collected, stored, and processed by the Calmcloud app. As a tool supporting children’s wellbeing in schools, Calmcloud has a responsibility to protect sensitive personal data, particularly that of minors, against unauthorized access, misuse, loss, or disclosure.

Scope

This policy applies to:

• All Calmcloud data, whether stored electronically or physically.
• All users, including school staff, administrators, and Calmcloud team members.
• All devices and systems used to access Calmcloud data.

Objectives

The objectives of the Calmcloud app are to: 

• Safeguard children’s emotional and wellbeing data.
• Ensure compliance with UK GDPR, Data Protection Act 2018, and safeguarding standards.
• Prevent unauthorized disclosure or modification of sensitive information.
• Ensure that schools, staff, and parents trust Calmcloud to securely manage data.

Roles & Responsibilities

The roles and responsibilities of the Calmcloud team are as follows: 

• Calmcloud Management: Ensure policies are enforced and resources allocated.
• Data Protection Officer (DPO): Oversee compliance with data protection regulations and respond to data subject requests.
• Developers & IT Team: Maintain secure coding practices, encryption, backups, and security monitoring.
• School Staff/Users: Protect login credentials, use the system responsibly, and report any security concerns.

Key Policy Areas

5.1 Data Security

• All personal data is encrypted at rest and in transit (AES-256, TLS 1.2+).
• Sensitive data (children’s wellbeing inputs, emotional check-ins) is stored securely in compliance with GDPR.
• Access to student data is role-based (teachers see their pupils, administrators see anonymized reports).

5.2 Access Control

• Multi-factor authentication (MFA) is required for administrative access.
• Passwords must meet strong complexity standards and be changed regularly.
• User accounts are reviewed and disabled promptly when staff leave a school.

5.3 Acceptable Use

• Users must not share login credentials.
• Calmcloud may only be used for its intended educational and wellbeing purposes.
• Personal devices used to access Calmcloud must have basic protections (PIN/password, lock screen, and antivirus).

5.4 Network & Infrastructure Security

• Calmcloud is hosted on secure, GDPR-compliant servers within the UK.
• Firewalls, intrusion detection, and monitoring tools are maintained to detect suspicious activity.
• Regular vulnerability scans and penetration tests are conducted.

5.5 Incident Response

• All suspected data breaches must be reported immediately to the DPO.
• Calmcloud will notify affected schools and, if required, the ICO (Information Commissioner’s Office) within 72 hours.
• Incident logs will be maintained and reviewed.

5.6 Business Continuity & Disaster Recovery

• Encrypted backups are performed daily and tested monthly.
• In the event of system failure, service restoration procedures aim to resume within 24 hours.

5.7 Compliance & Monitoring

• Regular audits ensure compliance with GDPR and safeguarding standards.
• All data processing agreements (DPAs) with third parties are reviewed annually.

Training & Awareness

• Calmcloud staff receive annual training on data protection, safeguarding, and information security.
• Schools using Calmcloud will be provided with guidance on safe use and protecting student privacy.

Enforcement

Violations of this policy may result in withdrawal of access to the Calmcloud app and its contents, contract termination, or legal action.

Review

This policy will be reviewed annually or whenever there are major changes in legislation, technology, or operational requirements.

Effective Date: 23/10/25

Last Updated: 23/10/25

At Calmcloud, the wellbeing, privacy, and safety of children are at the heart of everything we do.

Our app is designed to support children in understanding and managing their emotions through interactive, therapeutic tools grounded in evidence-based practices.

In compliance with applicable data protection and child safeguarding laws, we require verifiable parental or guardian consent before any child may use the Calmcloud app.

Why We Require Parental Consent: 

Calmcloud may collect limited personal data to provide a safe, personalised emotional wellbeing experience. This may include:

• First name or nickname
• Age or age range
• Emotional check-ins or journal entries
• In-app usage behaviour

This data is used solely to personalise your child’s experience and is never sold, shared, or used for marketing purposes.

How Consent is Collected: 

We collect and verify parental or guardian consent through one of the following secure methods:

• A secure online consent form sent via email
• Verification through school systems or approved educational partners
• Optionally, a signed paper form if the app is distributed via schools

• No child under the age of 13 (or older where legally required) may use Calmcloud without verifiable parental consent.

Right to Withdraw Consent

As a parent or guardian, you have the right to:

• Withdraw your consent at any time
• Request deletion of your child’s data
• Access and review any data collected by Calmcloud

To make a request, contact us at:

Data Protection & Storage

Calmcloud complies with:

• The UK GDPR and Data Protection Act 2018
• The Children’s Code (Age-appropriate Design Code)
• International child privacy laws where applicable (e.g., COPPA in the U.S.)

All data is stored on secure, encrypted servers within the UK/EU and is never used for:

• Advertising
• Behavioural profiling
• Commercial purposes

Third-Party Access

We do not share children’s data with third parties except in the following cases:

• When legally required (e.g., safeguarding concerns)
• With partner schools or educational institutions under a formal data-sharing agreement
• With explicit parental consent, where applicable

Safeguarding Measures

We take child protection seriously. Our approach includes:

• All staff are trained in child safeguarding
• All content is trauma-informed and developmentally appropriate

We do not include:

• External messaging features
• In-app advertising
• Gamification designed to manipulate behaviour
• All content is reviewed by professionals in child psychology and education.

Your Role as a Parent or Guardian

By giving consent, you:

• Acknowledge and accept the features and purpose of Calmcloud
• Understand that your child’s data is used only for their emotional development
• Agree to monitor your child’s usage as appropriate
• You may also request to receive monthly summaries and emotional trend insights about your child’s use of the app.

Contact Us

If you have any questions about these Terms or how we handle your child’s data, please contact:

Email: hello@calmcloud.com

Address: 

28b Church Street 

Salford

Manchester

M30 0DF

Phone: 0161 820 0931

Important: Calmcloud is not a medical or crisis service.

If you are concerned that a child is at risk or in crisis, please call 999 or contact appropriate emergency or safeguarding services.