Digital safe guarding policy

 

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.