Data storage, access, and AI privacy

Your CalmCompliance data is stored in Neon DB in the UK/EU cloud region, encrypted at rest and in transit with TLS 1.2+, and backed up daily for 30 days. AI features route requests through OpenRouter with zero-data-retention and data collection denied, so prompts are not retained or used for model training. CalmCompliance staff do not access your data without explicit permission.

Where data is stored

Customer data is held in Neon DB, a cloud-based database hosted in the UK/EU region. Daily backups are performed and retained for 30 days.

Data retention

CalmCompliance retains data according to its published Data Map Policy. User accounts are deleted after a defined period of inactivity. You can also export your data if you ever leave.

Who can access your data

Role-based permissions control what staff can view and change. You assign people as Managers, Members, or Admins for each module. Enterprise plans support single sign-on through Azure AD, Google, or SAML.

CalmCompliance staff do not access your data without explicit permission.

Sensitive personnel blocks can be protected with Record Access Views. When enabled, staff must click View Information to reveal the content, and every reveal is recorded in the audit log. See Control access to sensitive personnel record details and Viewing Audit History and Understanding Audit Events for details.

AI and your data

CalmCompliance routes all AI requests through OpenRouter with zero-data-retention and data collection denied. This means prompts are not retained by the provider and are not used to train models. It applies automatically to every AI-powered workflow, so you do not need to opt in or adjust a setting per request.

AI features that use this privacy routing include:

• AI-assisted triage for issues and requests

• AI-assisted scheduling and task generation

• Risk assessment generation and suggestions

• Form and checklist generation

• Document editor AI commands and quiz generation

• Import analysis and date-range extraction, including AI-assisted user-import column mapping

• Email ingestion for incidents, issues, and requests

• Service desk report-type review

OpenAI does not train on your data. A manager always reviews and confirms the final triaged values for issues and requests. See AI-Assisted Triage for the full workflow.

During AI-assisted user-import mapping, CalmCompliance can send column headings to the AI provider. For recognised sensitive headings—such as address, phone, emergency contact or next of kin, bank detail, National Insurance number, and date of birth—sample values are replaced with [withheld]. Headings that are not recognised can still send their sample values. Local column-name matching does not send values to an AI provider. See Import users from a spreadsheet.

Security controls

• Encryption: Data is encrypted at rest and in transit using TLS 1.2+.

• Access controls: Role-based permissions restrict data access.

• ISO 27001: Security controls align with ISO 27001 requirements.

• Audit logging: All access and data changes are recorded for security monitoring.

Data processing

Third-party providers and service levels

The Sub-Processors document lists every third-party provider that processes data on CalmCompliance’s behalf, their roles, the types of data they handle, and the measures taken to ensure they meet data protection and security standards. Uptime guarantees and support response times are defined in the published SLA.

For more detail

If you need security documentation for an audit or procurement, review the Legal Stuff page or contact your account manager.

Public visibility

The app is configured to allow search engines to crawl pages but not to index them. This prevents the app from appearing in public search results while still allowing search engines to read the noindex directive on every page. See App indexing and search engine visibility for the full behaviour.