Privacy Policy

Some features use AI to write their answers: Coach Nell's chat, Scam Check, link checking, help with your guided fixes, Explain my score, the coach card on your dashboard, team summaries and school alerts. Here's what happens to what you share:

• • Your message, and only the details that feature needs (such as your score), is sent securely to Microsoft's Azure OpenAI service, run in our own Azure account in the UK. It's processed in the UK
• • We don't keep a copy of your message or the answer on our servers. A chat stays in your browser for that visit only
• • We keep a count of how many messages you send each day, and a record of any safety flag (the type of flag and the date, never your words) for 12 months
• • To keep Coach Nell's chat safe, each message is also checked by a short, separate AI step (in the same UK service) before Nell answers, and each answer is checked against fixed rules before you see it. Nothing extra is kept. Repeated attempts to misuse the chat pause it for that person for 24 hours
• • If you rate or report one of Coach Nell's answers, we keep only the rating or the reason you picked and a broad topic, such as "passwords", never your words
• • Microsoft checks messages automatically for misuse. If something is flagged, Microsoft may keep a sample in the UK for review by its authorised staff. Microsoft only lets the large organisations it manages directly switch this off, so it stays on for us
• • Your messages aren't used to train AI models
• • AI answers can be wrong, so check anything important. If something is happening right now, use our urgent help page
• • Please don't share passwords, bank details or other people's personal information

We send emails for essential account functions and optional reports. Our email service is provided by Resend.

• • Account emails, password resets, email verification
• • Results emails, your assessment results (only when you request them)
• • Compliance reports, PDF reports sent to your email (only when you request them)
• • Guest reports, one-time reports for users without accounts
• • Reminders and tips, a short reminder and occasional safety tips, only if you tick the box when asking for your results. A tip may tell you about something new on CyberSafe Coach. Every one has an unsubscribe link
• • What’s new, once a month, a round-up of new features, guides and games. You get it if you tick the box when you sign up or switch it on in your Profile. If your organisation has an account, the account owner’s work email gets it too, unless they opt out. Every one has a one-click unsubscribe link

We sometimes email organisations, such as schools, about CyberSafe Coach at a work email address. Every one of these emails has a one-click unsubscribe link, and we stop as soon as you use it. See Business contacts and outreach below for how this works.

If you sign up on our Scam news page, we keep your email address, your first name and organisation name if you give them, who the scams are for (you and your family, a school, a business, a charity or a care provider), when you signed up and confirmed, and the wording you agreed to. We only start emailing once you click the link in our confirmation email.

• • We use these details to send the weekly email and to pick the scams that suit you
• • Each weekly email may mention one way CyberSafe Coach can help, matched to who the scams are for, or something new we’ve added
• • If you signed up for a school, business, charity or care provider, we may see your organisation’s name and your email address in our own records of who is interested in our services. We don’t share them with anyone
• • Every email has a one-click unsubscribe link, and you can reply to any email to ask us to stop

When a school, charity, care provider, council or business uses CyberSafe Coach for its staff, that organisation decides how its records are used. It is the data controller for them, and we process them on its behalf under a data processing agreement.

• • Staff training records, team membership, progress, certificates, phishing practice results and Snapshot answers
• • Online safety records, if a school or care provider uses our safeguarding module, its staff record online safety concerns about pupils or people they support. They use a reference, never a name. Records can include care status, the concern, any referral made and notes of the action taken. They are for that organisation’s authorised staff. Our team can only read them if the organisation switches on support access (read only, for 24 hours or 7 days), or for 24 hours in a security emergency, when the organisation’s admins are told straight away. The organisation sets how long they are kept (24 months unless it chooses otherwise)

To use your rights over these records, contact your organisation first. We will help them answer you.

We only use your data when the law allows it. Here is the reason for each use:

• • Your account, checks, weekly steps and certificates, to provide the service you signed up for (contract)
• • The children’s area, Coach Nell and other AI features, our legitimate interest in helping people stay safer online, which we have balanced against your rights, and with extra care for children
• • Usage tracking on our own servers, our legitimate interest in improving the service
• • Google Analytics and Microsoft Clarity, only with your consent
• • Payments and invoices, to provide the service and to meet our legal duties
• • The weekly scam email, your consent, which you can withdraw at any time with the unsubscribe link
• • The monthly What’s new email, your consent if you asked for it. For an organisation account’s owner, our legitimate interest in telling customers about the service they use. Either way you can stop it at any time with the unsubscribe link
• • Business outreach, our legitimate interest, explained in Business contacts and outreach
• • Records we hold for an organisation, the organisation’s own lawful basis, under our agreement with it

These companies help us run CyberSafe Coach. Each one only gets what it needs:

• • Microsoft Azure, our servers, database and AI (Azure OpenAI), in the UK (London)
• • Amazon Web Services, encrypted copies of our nightly backups, in London
• • Resend, sending our emails
• • Stripe, taking payments for paid plans
• • Google Analytics and Microsoft Clarity, visitor analytics, only if you accept analytics cookies. Data may go to the USA
• • Firecrawl, when you use Check a Link, the web address you check is sent to Firecrawl so it can read the page. It may be processed in the USA. Please don’t check links that contain personal details
• • Your browser’s push service (for example Google, Apple or Mozilla), delivering reminders if you switch them on
• • Cloudflare, our domain name records only

We use cookies to understand how visitors interact with our site. Here's what we use:

We track how features are used, on our own servers, to understand what's most helpful. This tracking is:

• • Session-based, uses a random ID for each visit
• • Linked to your account only if you are signed in, and only for 90 days. After that the link is removed, and the record is deleted after 13 months
• • Limited, only tracks pages and features used, not what you type
• • Kept on our own servers, separate from Google Analytics and Microsoft Clarity, which only run with your consent

Our app for iPhone and Android works without an account, and keeps what you do on your own phone. If your organisation has a CyberSafe Coach plan, you can choose to sign in to see your weekly step and progress, and to chat with Coach Nell.

We retain your data only as long as necessary:

• • Account data, retained while your account is active
• • Assessment results, retained while your account is active
• • Progress & badges, retained while your account is active
• • Analytics data, anonymised after 90 days (the link to your account is removed) and deleted after 13 months
• • Scam Check content, not retained (processed and immediately discarded). We keep only a daily count of checks by kind of scam, which says nothing about you
• • Weekly scam email, kept while you’re subscribed. Sign-ups never confirmed are deleted after 30 days. If you unsubscribe, we delete your name and organisation within a day and keep only your email address, marked as unsubscribed, so we never email you again
• • Children’s area progress, kept while the Adventure Code is in use, or until you ask us to delete it
• • Records held for an organisation, for as long as the organisation chooses, then deleted. Online safety records are kept for 24 months unless the organisation sets another period
• • Coach Nell safety flags and ratings, 12 months
• • Backups, 30 days, then overwritten
• • Limits on how often a service can be used, a scrambled key made from your internet address, never the address itself, deleted within 3 days
• • Server logs, our server’s logs don’t record your internet (IP) address. The one exception is a sign-in request that fails: our sign-in service logs it with the address, for security, and deletes it after 30 days
• • Business contact details, 24 months from our last meaningful contact with you
• • Records of investment information sent to investors, and the basis it was sent on, 6 years
• • Backups of investor records, 35 days
• • Notes from researching investors, which can name people at investment firms, 90 days
• • Suppression records, kept indefinitely, so that a request not to be contacted keeps being honoured

When you delete your account, it is removed 48 hours later (you can cancel in that time). Copies in our backups are gone within 30 days.

You can delete your account at any time from your account settings, or by contacting us. We email you a link to cancel, and the deletion happens 48 hours later. When your account is deleted:

• • Your profile information is permanently removed
• • All assessment results are deleted
• • Progress tracking, badges, and streaks are removed
• • Weekly tasks and score history are deleted
• • Your login credentials are permanently deleted

This process is irreversible. Anonymised, aggregated analytics data may be retained as it cannot be linked back to you.

Our Director has full administrative access. A small number of staff in Sales, Content and Finance roles have limited access to what their role needs, and must use two-step sign-in. Managing or deleting people’s accounts stays with the Director. Administrators can use:

• • Aggregated analytics, anonymous usage patterns and trends
• • User lookup, ability to find accounts by ID for support purposes
• • Account management, ability to reset or delete accounts upon user request

Administrative access is logged and restricted to essential support and service improvement purposes only.