Last updated: September 2025

Who we are

This service is operated by X-Cloud Consulting on behalf of school families. If you have any questions about how your data is handled, contact us at info@xcloudconsulting.co.uk.

What data we hold

• Your name and email address, used solely to authenticate you and to send password-reset emails.
• Conversation history — the questions you ask and the answers returned — stored so that you can review past chats within the app.
• School portal content harvested on your behalf (timetables, homework, messages, calendars, fee statements). This is fetched using credentials you provide and is stored only to answer your questions.

Where your data is stored

All data — including your account details, conversation history, and harvested school content — is stored on a server hosted by OVH in Roubaix, France. This server is within the European Union, and no personal data leaves the EU in storage.

The AI assistant

Answers are generated by Claude, made by Anthropic. Before any content is sent to Anthropic's servers to generate a response, personally identifiable information (PII) — such as names, email addresses, and financial references — is replaced with anonymous tokens. The real values are restored only after the response is received back by our server. Anthropic never receives raw PII.

Anthropic's servers are located outside the EU; however, because PII is tokenised prior to transmission, no personal data is transferred. Anonymised, tokenised content is not personal data under UK/EU GDPR.

The Anthropic account used by this service has "Use data for training purposes" explicitly disabled. Your conversations are never used to train or improve Anthropic's AI models.

How long we keep your data

• Account data: retained for as long as your account is active. Deleted on request.
• Conversation history: retained indefinitely so you can review past answers. You can delete individual conversations from within the app.
• Harvested school content: refreshed regularly; older versions are overwritten, not accumulated long-term.

Who can see your data

Only administrators of this service can access your account details (e.g. password resets, revoking or restoring access, etc). Your conversations are private only to you, encrypted at rest, and not accessible even by administrators. School portal credentials are stored in an encrypted vault and are never visible in plain text.

Your rights

Under UK and EU GDPR you have the right to access, correct, or delete your personal data, and to object to or restrict its processing. To exercise any of these rights, contact us at info@xcloudconsulting.co.uk and we will respond within 30 days.

Cookies

This service uses a single session cookie, strictly necessary to keep you signed in. No tracking or advertising cookies are used.