Counsel Clouds Privacy Policy
Privacy Policy
Last updated: May 2025
Counsel Clouds is committed to protecting the privacy and security of all our users—students, educators, parents, and partners. This policy outlines how we collect, use, store, and protect your personal data and your rights regarding this information.
1. Who We Are
Counsel Clouds provides digital mental health resources and access to therapeutic support services. Our platform is designed to help students, schools, and educational communities manage their mental well-being.
2. What Information We Collect
We may collect the following types of personal data:
-
Students: First name or pseudonym, age group, school affiliation, usage data (e.g. courses accessed), and where applicable, contact details for therapy referrals.
-
Educators & Schools: Name, school name, role, email address, billing and payment information.
-
Therapists & Counsellors: Name, qualifications, contact details, and credentials for vetting and matching purposes.
-
Technical data includes device type, browser, IP address, usage logs, and cookies (see our Cookie Policy).
We do not knowingly collect identifying information from children under 13 without parental or school consent.
3. How We Use Your Information
We use data for the following purposes:
-
To provide access to mental health resources and online therapy.
-
To personalise content and improve user experience.
-
To match students with appropriate counsellors or therapists.
-
To communicate with users (e.g. onboarding emails, support, or booking confirmations).
-
To comply with safeguarding and legal obligations.
We only use your data with a lawful basis, such as your consent, a contractual obligation, or a legal duty.
4. Sharing Your Data
We may share limited data with:
-
Qualified therapists and counsellors to facilitate appointments.
-
Schools or educators (in line with safeguarding procedures and privacy agreements).
-
Payment processors and secure cloud service providers.
-
Legal authorities, if required for safeguarding or legal compliance.
We never sell your data or use it for third-party advertising.
5. Data Storage & Security
All data is stored securely using encrypted services that are compliant with GDPR (UK/EU) and international data protection standards. We retain your data only as long as necessary and securely delete it when no longer required.
6. Your Rights
You have the right to:
-
Access your personal data.
-
Request correction or deletion of your data.
-
Withdraw consent at any time.
-
Lodge a complaint with a data protection authority.
To exercise these rights, contact us at: info@counselclouds.com
7. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:
Counsel Clouds Ltd
Email: info@counselclouds.com
Registered office: Brighton & Hove, UK
Terms of Use
Last updated: May 2025
Welcome to Counsel Clouds. These Terms of Use govern your access to and use of our website, services, and resources. By using our platform, you agree to comply with and be bound by these terms. If you do not agree, please do not use our services.
1. Who We Are
Counsel Clouds is a mental health support platform providing digital tools, educational content, and access to qualified therapists for schools and young people. We are committed to creating a safe, inclusive, and respectful environment for all users.
2. Eligibility
Our services are primarily designed for:
-
Students and young people (with school/parental consent as required)
-
Schools, educators, and staff
-
Therapists and counsellors working with students
Users under 18 must access our services with the support of a school or responsible adult.
3. Use of Services
You agree to use our services only for lawful, educational, and mental health support purposes. You must not:
-
Share access credentials with unauthorised users.
-
Upload or share harmful, abusive, or illegal content.
-
Attempt to interfere with the platform's security or functionality.
-
Use our content for commercial gain without written consent.
4. Educational & Therapeutic Content
Counsel Clouds provides content and resources designed to support well-being and personal development. While our content is created or reviewed by professionals, it is not a substitute for emergency medical or mental health care.
If you or someone else is in immediate danger, please get in touch with emergency services.
5. Online Therapy and Coaching
Where a school or user chooses to access 1:1 counselling or therapy:
-
Qualified, vetted professionals provide sessions.
-
We maintain high standards of privacy and safeguarding.
-
Users agree to attend booked sessions or provide reasonable notice if cancelling.
-
Additional terms may apply for therapy access, which will be shared during onboarding.
6. Payments and Subscriptions
Counsel Clouds offers tiered packages for schools. Payment terms, including refunds and cancellations, are outlined during the sign-up process. For more information, see our Pricing & Plans section or contact us directly.
7. Intellectual Property
All content, branding, tools, and materials on the site are the intellectual property of Counsel Clouds or its contributors and licensors. You may not copy, distribute, or reuse our materials without permission.
8. Privacy and Safeguarding
By using Counsel Clouds, you agree to our Privacy Policy and our commitment to safeguarding all users, particularly students and young people. We take data protection seriously and act in accordance with GDPR and relevant safeguarding laws.
9. Suspension and Termination
We reserve the right to suspend or terminate access to our services at any time if these terms are violated or if there is a safeguarding or legal concern.
10. Changes to Terms
We may update these Terms of Use from time to time. The latest version will always be available on our website, and continued platform use indicates your acceptance of any changes.
11. Contact Us
If you have questions about these Terms or need support, please contact:
Counsel Clouds Ltd
Email: info@counselclouds.com
Registered Office: Brighton & Hove
Cookie Policy
Last updated: May 2025
At Counsel Clouds, we use cookies to improve your experience, support the functionality of our website, and help us understand how our services are used. This Cookie Policy explains what cookies are, how we use them, and your choices regarding their use.
1. What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help websites remember your preferences, login details, and browsing activity to enhance your experience.
2. How We Use Cookies
We use cookies for several purposes, including:
-
Essential cookies are necessary for our website to function properly (e.g., logins and navigation).
-
Performance cookies – Help us understand how users interact with our website (e.g., pages visited, time spent).
-
Functionality cookies – Remember your settings and preferences (e.g., region, language).
-
Analytics cookies – Support improvements by providing data on usage patterns.
-
Third-party cookies – Set by external providers (like embedded videos or analytics tools) to help us deliver and improve content.
3. Cookies We May Use
Here are some examples of cookies you might encounter on our site:
Session Cookies: Keep you logged in while navigating our site
Google Analytics: Track website performance and usage insights
Preference Cookies: Remember your display and accessibility settings
Security Cookies: Help detect and prevent potential security issues
4. Managing Your Cookies
You can choose to accept or reject cookies through:
-
Browser settings – Most browsers let you control cookie behaviour or block them entirely.
-
Our cookie banner – On your first visit, you can select which types of cookies to accept.
-
Clearing cookies – You can delete cookies stored on your device anytime.
Please note: Disabling some cookies may affect how our site functions.
5. Updates to This Policy
We may update this Cookie Policy to reflect technological changes, legal requirements, or how we use cookies. When we do, we’ll update the date at the top of this page.
6. Contact Us
If you have any questions about our use of cookies, feel free to get in touch:
Counsel Clouds Ltd
Email: info@counselclouds.com
Registered Office: Brighton & Hove
Safeguarding Policy
Last updated: May 2025
At Counsel Clouds, our highest priority is the safety and well-being of children, young people, and vulnerable individuals. We are committed to creating a secure environment where students can access mental health support confidently and safely. This policy outlines our approach to safeguarding, responsibilities, and measures to protect those we work with.
1. Our Commitment to Safeguarding
We believe that:
-
Every child and young person has the right to be protected from harm, abuse, neglect, and exploitation.
-
Mental health support should be delivered safely, ethically, and supportively.
-
Safeguarding is everyone’s responsibility, and we are all accountable for upholding the highest standards of care.
2. Scope of this Policy
This policy applies to:
-
All Counsel Clouds employees and contractors
-
Therapists and mental health professionals working through our platform
-
School staff engaging with our services
-
Any individual or organisation acting on behalf of Counsel Clouds
3. Safeguarding Measures We Take
a. Vetting and Recruitment
All therapists and practitioners working with Counsel Clouds are:
-
Fully qualified and registered with the appropriate professional bodies (e.g. BPA)
-
Subject to enhanced background checks (e.g. DBS for the UK or local equivalents)
-
Trained in safeguarding and child protection best practices
b. Safeguarding Training
Our team undergoes regular safeguarding training, including:
-
Recognising signs of abuse or neglect
-
Responding to disclosures appropriately
-
Reporting concerns swiftly and accurately
c. Safe Communication
To ensure safety and accountability:
-
All communication with students is arranged with school oversight
-
Therapy sessions are conducted via secure, approved digital platforms
-
No unsupervised or unrecorded direct contact is allowed outside session parameters
4. Reporting a Concern
If any staff member, therapist, or partner has a safeguarding concern, they are required to:
-
Record the concern factually and confidentially
-
Inform the Designated Safeguarding Lead (DSL) at Counsel Clouds without delay
-
Work in partnership with the school’s safeguarding team to follow appropriate procedures
Our Designated Safeguarding Leads (DSL):
DSL: phil@counselclouds.com
DDSL: rupert@counselouds.com
5. Working in Partnership with Schools
We work closely with schools to:
-
Understand each institution's safeguarding policies and processes
-
Ensure our delivery aligns with their expectations and legal requirements
-
Maintain open lines of communication with school DSLs
6. Confidentiality and Data Protection
While confidentiality is vital to therapy, safeguarding concerns override it when someone may be at risk. In such cases:
-
Information may be shared with the appropriate school contacts or authorities
-
We comply with all applicable data protection laws, including the UK GDPR
7. Review and Oversight
This policy is reviewed annually or following significant legislation, operations, or safeguarding best practice changes.
Need to Report a Concern?
If you’re a parent, teacher, or student with a safeguarding concern related to our services, please get in touch with us immediately at:
Accessibility Statement
Last updated: May 2025
At Counsel Clouds, we are committed to making our website, services, and digital resources accessible to everyone, including people with disabilities. We believe mental health support should be inclusive, barrier-free, and accessible for all students, educators, and families, regardless of ability or background.
Our Commitment
We are actively working to ensure that:
-
Our website and digital tools are accessible and usable by as many people as possible.
-
Our platform is easy to navigate for users using assistive technologies like screen readers, voice recognition software, or keyboard-only navigation.
-
Content is clear, readable, and inclusive in tone and structure.
Accessibility Standards
We aim to comply with:
-
WCAG 2.1 AA (Web Content Accessibility Guidelines) — an internationally recognised set of guidelines for improving web accessibility.
-
Equality Act 2010 (UK) and other relevant accessibility regulations in our regions of operation.
This includes ensuring that:
-
Text has sufficient contrast from background colours
-
All images include meaningful alt text
-
Navigation is logical and consistent
-
Forms and controls are clearly labelled
-
The site is usable on both desktop and mobile devices
Ongoing Improvements
We know accessibility is an ongoing effort, and we continuously review and enhance our platform. As new content and features are added, they are evaluated for accessibility as part of our development process.
Feedback & Contact
We want to hear from you if you experience issues accessing content or navigating the Counsel Clouds website. Your feedback helps us improve accessibility for all users.
📧 Email: accessibility@counselclouds.com
📝 Or use our contact form on the contact page
We aim to respond to all accessibility-related requests within 5 working days.
Alternative Formats
Upon request, we can provide certain content in alternative formats such as large print or audio descriptions. Please get in touch if you require this support.
HIPAA Notice of Privacy Practices (US only)
Effective Date: May 2025
This notice describes how medical information about you may be used and disclosed, and how you can access this information. Please review it carefully.
Our Responsibilities
Counsel Clouds is committed to protecting the privacy and security of your personal health information (PHI). Under the Health Insurance Portability and Accountability Act (HIPAA), we are required by law to:
-
Maintain the confidentiality of your PHI
-
Provide you with this Notice of our legal duties and privacy practices
-
Inform you of your rights regarding your health information
-
Notify you promptly if a breach occurs that may have compromised your information
How We May Use and Disclose Your Health Information
We may use and disclose your PHI without your written permission in the following ways:
-
Treatment: To provide and coordinate your care with our therapists, support staff, and any other provider involved in your mental health support.
-
Payment: To process billing and payment for the services you receive (if applicable).
-
Healthcare Operations: For quality improvement, training, accreditation, and administrative purposes.
We may also use or disclose your PHI under special circumstances such as:
-
When required by law
-
To prevent or lessen a serious threat to health or safety
-
To report abuse, neglect, or domestic violence
-
For public health purposes
-
To comply with legal proceedings or court orders
Your Rights
You have the right to:
-
Access your information: Request to view or get a copy of your PHI.
-
Request corrections: Ask us to correct PHI you believe is inaccurate or incomplete.
-
Request confidential communications: Ask us to contact you in a specific way (e.g., email or phone).
-
Request restrictions: Ask us not to use or share certain PHI.
-
Receive a copy of this Notice: At any time, in paper or digital format.
-
File a complaint: If you believe your privacy rights have been violated, contact us or file a complaint with the U.S. Department of Health and Human Services. We will not retaliate against you for filing a complaint.
Our Pledge to You
Counsel Clouds takes the privacy and security of your information seriously. To protect your data, we implement safeguards such as encryption, secure servers, and restricted access.
Contact Us
For questions, requests, or concerns regarding this notice or your health information, contact:
📧 Email: privacy@counselclouds.com