Privacy policy
Last updated 22 October 2026
This policy explains what personal information Cirkle Cloud collects, why we collect it, who we share it with and what rights you have. It is written to be read, so we have kept the language as plain as we can.
1. Who we are
Cirkle Cloud is a workspace service run by Cirkle Development Group ("we", "us", "our"). It is available at cloud.teamcirkle.co.uk. For the personal information described here, we are the data controller. You can reach us at cloud@cirkleid.teamcirkle.co.uk or through our website at teamcirkle.co.uk.
2. What we collect
Information from your CirkleID
When you sign in, CirkleID passes us your CirkleID reference (for example CID-123456), your name, your email address and your profile picture if you have set one. We never see your CirkleID password.
Information you create or upload
- Mail. Your Cirkle Cloud address, and the messages, drafts, attachments, folders and flags in your mailbox.
- Files and documents. Files you upload to Cloud Drive, and the documents, spreadsheets and presentations you write, including who you share them with and any share link settings.
- Messages. Channel messages and direct messages in Connect.
- Calendar and tasks. Events, boards and tasks you create.
- Voicemail and greetings. If someone leaves you a voicemail, we store the audio and who it came from for up to 60 days. If you record a personal greeting, we store that recording.
- Settings. Your preferences, such as sounds, ringtone, notification choices and email alerts.
Information created by using the service
- Call records. Who called whom, when, how long it lasted and how it ended. We keep your latest 50 call records.
- Notifications. The most recent 100 notifications shown in your notification centre.
- Sign in and security records. Sessions, the browser type used to sign in, rate limit counters and an audit log of important actions such as sign ins, approvals and changes made by administrators.
- Push subscription details. If you turn on push alerts, your browser gives us an address we can send alerts to.
What we do not collect
We do not use advertising or analytics trackers. We do not sell personal information. We do not record the audio of ordinary calls. Call audio travels directly between the two people on the call where the network allows it. Only voicemail messages are saved, and only when the caller chooses to leave one.
3. Why we use it, and our legal basis
| Purpose | Legal basis under UK GDPR |
|---|---|
| Creating and approving your account, signing you in, running mail, files, documents, chat and calls | Performance of our agreement with you (Article 6(1)(b)) |
| Sending service emails, such as approval decisions, new mail and missed call alerts | Performance of our agreement with you, and our legitimate interest in keeping you informed |
| Keeping the service secure, stopping abuse, rate limiting and keeping an audit log | Legitimate interests (Article 6(1)(f)) |
| Push alerts | Your consent, which you can withdraw in your browser or in Settings |
| Meeting legal obligations and responding to lawful requests | Legal obligation (Article 6(1)(c)) |
4. Account requests and approval
New accounts are not created automatically. When you first sign in with CirkleID, we record a request containing your name, CirkleID reference and email address. An administrator reviews it and approves or declines it. We email you the outcome. If a request is declined, we keep the record so that the same request is not repeated, and so we can answer questions about it.
5. Emails we send you
We send emails from cloud@cirkleid.teamcirkle.co.uk to the email address on your CirkleID. These cover the outcome of your sign up request, and alerts such as new mail, missed calls, voicemails and items shared with you. Alerts are limited so that you do not receive a flood of messages. You can turn alert emails off in Settings. Emails about your account decision and security are always sent.
6. Who we share information with
We share information only with the people and services needed to run Cirkle Cloud.
- Other users. People you choose to share with, and people you message or call, see your name, title, department and Cirkle Cloud address. A person you call can see your CirkleID reference, because it works as your number.
- Service providers (processors). We use a hosting provider to run the application, a database provider to store records, a file storage provider to store uploads and voicemails, and an email provider to send and receive email. They process information only on our instructions.
- CirkleID. Our sign in provider, which is part of the same group.
- Link hub. If you export a document as a PDF link or publish a link to the link hub, the item and its title are sent there so the link can work.
- Authorities. If the law requires it, we may disclose information to a court, regulator or the police.
Some of our providers store or process information outside the United Kingdom, including in the United States. Where that happens, we rely on a recognised safeguard such as the UK data bridge, the UK International Data Transfer Addendum or standard contractual clauses.
7. How long we keep information
| Information | How long |
|---|---|
| Account details | While your account is active, and for a short period after it is closed so we can finish clean up |
| Mail, files, documents, chat, tasks | Until you delete them or your account is closed |
| Voicemails | Until you delete them, or for 60 days, whichever comes first |
| Voicemail greeting | Until you remove it or your account is closed |
| Call records | Latest 50 records, older ones are replaced |
| Notifications | Latest 100, older ones are replaced |
| Sessions | Up to 30 days, or until you sign out |
| Audit log | Latest 500 entries, older ones are replaced |
| Declined sign up requests | Up to 12 months |
8. Cookies and similar technology
We use a small number of cookies that are strictly necessary, so they do not need consent.
- cc_session keeps you signed in. It lasts up to 30 days.
- cc_oauth protects the sign in process. It lasts 10 minutes.
- cc_sh_* remembers that you entered the right PIN for a shared link. It lasts 6 hours.
The app also uses your browser's local storage for convenience settings, and a service worker so the app can work offline and show alerts. None of these are used for advertising.
9. Microphone use
The app asks to use your microphone only when you make or answer a call, record a greeting, leave a voicemail or run the call test. The microphone stops when the call or recording ends. Your browser shows its own indicator while the microphone is in use.
10. Security
We protect information with encrypted connections, signed and revocable sessions, protection against cross-site requests, rate limits, a strict content security policy, private file storage and access checks on every request. You can end all of your sessions at once from Settings. No system is perfectly secure, so please use a strong CirkleID password and tell us straight away if you think your account has been misused.
11. Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal information;
- correct information that is wrong;
- delete your information, in many cases;
- restrict how we use it, or object to a use based on our legitimate interests;
- give you your information in a portable format.
Where we rely on your consent, you can withdraw it at any time. To use any of these rights, email cloud@cirkleid.teamcirkle.co.uk. We aim to reply within one month. If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.
12. Children
Cirkle Cloud is not meant for children under 13, and we do not knowingly collect their information. If you think a child has an account, tell us and we will remove it.
13. Changes to this policy
We may update this policy when the service changes. The date at the top shows when it was last changed. If a change matters to your rights, we will tell you in the app or by email.
14. Contact
Cirkle Development Group
Website: teamcirkle.co.uk
Email: cloud@cirkleid.teamcirkle.co.uk