Calphii Privacy Policy

Last updated: 9 September 2026

Calphii is built to give you a personal space to focus, organise what matters and shape an environment that feels like your own. Providing that experience involves processing some information about you and the way you use Calphii.

This Privacy Policy explains what information Calphii collects, why we use it, where it may go, how long we keep it and the choices you have.

Calphii is operated by Calphii LTD, Cambridge, England, United Kingdom.

For privacy questions or requests, contact [email protected].

1. Where this policy applies

This Privacy Policy applies to the Calphii application and the features and services provided through it.

It does not govern independent third-party services that you choose to access through Calphii, such as YouTube or SoundCloud. Those services have their own privacy practices.

2. Information we collect

The information we collect depends on how you use Calphii.

Account information

If you create an account or sign in, we may receive and store:

• your email address;
• your name or chosen profile name;
• your Calphii user ID;
• your profile image or selected avatar;
• your authentication provider, such as Google or email-link sign-in;
• account creation and sign-in information;
• your account or plan status; and
• account preferences and settings.

If you sign in using Google, Google provides authentication information to Calphii in accordance with the permissions shown during sign-in.

Calphii does not receive your Google password.

Your Calphii content

When you use Calphii while signed in, we may store content and settings you create so that they can remain available across sessions and devices.

This may include:

• spaces and their names, layouts and access settings;
• notes and note content;
• boards, columns and cards;
• reminders and scheduled items;
• dates and times associated with reminders;
• widget settings;
• visual and ambience preferences;
• media preferences and media references;
• focus timer settings;
• focus-session history and statistics;
• planned and actual focus time;
• whether sessions were completed or ended;
• Garden and other feature progress;
• interface and personalisation settings;
• sharing and collaboration settings; and
• other information you deliberately enter into Calphii.

Calphii is not intended to be a secure repository for highly sensitive records such as passwords, financial credentials, government identification documents or detailed medical records.

Please avoid placing information of that nature into notes, boards, reminders or other Calphii content.

Uploaded backgrounds

If you upload a custom background, Calphii processes the image and stores the resulting file using Firebase Storage.

We may also store technical information associated with the file, including:

• the account that owns it;
• file type;
• storage location;
• file size; and
• technical metadata required to manage the upload.

Custom backgrounds are intended for visual personalisation, not confidential file storage.

Depending on how a stored file is referenced or shared, somebody who obtains its download link may be able to retrieve it.

You should only upload content that you have the right to use.

Shared spaces and social features

Calphii may allow you to share spaces, invite other users or participate in social features.

If you choose to use these features, information may become visible to other Calphii users.

Depending on the feature, this may include:

• your chosen profile name;
• your avatar or profile image;
• content inside a shared space;
• reactions or lightweight social interactions;
• presence information;
• invitations and access relationships; and
• public or shared-space settings.

A person with access to shared content may be able to copy, save or capture it outside Calphii.

Calphii cannot control independent copies another person makes after information has been shared with them.

Location and weather information

Calphii uses location information in two distinct ways.

Weather location

If you choose to use location-based weather, your browser may provide latitude and longitude coordinates.

Calphii may save those coordinates on your device so that it can continue providing local weather without repeatedly asking for your location.

The coordinates are sent to Calphii's weather service so that weather information can be returned for your location.

You can refuse location permission or revoke it through your browser or device settings.

Approximate presence location

Calphii's global presence and map features may derive approximate location information from the network request reaching Calphii.

This may include information such as:

• country;
• city;
• approximate coordinates;
• IP address;
• browser user-agent information;
• network or ASN information; and
• related technical request information.

Network information may be combined to create a pseudonymous identifier used to prevent the same person being repeatedly counted as separate presence activity.

Calphii does not need to display your IP address or other underlying network identifiers to other users.

The purpose of this feature is to provide broad, ambient information about where people are using Calphii, rather than to display a person's precise location.

Device and technical information

When you use Calphii, we and our infrastructure providers may process technical information such as:

• IP address;
• browser type;
• device type;
• operating system;
• browser language and locale;
• referring information;
• network information;
• screen or layout information;
• request dates and times;
• diagnostic information;
• error information; and
• security-related request information.

This information may be used to deliver the service, maintain security, diagnose problems and understand technical performance.

Analytics and advertising measurement

Where you have given the required consent, Calphii may use Google services including Firebase Analytics, Google Analytics or Google advertising measurement technologies.

Depending on the technology involved, these services may process information such as:

• device and browser information;
• pseudonymous identifiers;
• features or screens viewed;
• interactions with Calphii;
• approximate location derived from network information;
• referring information;
• advertising or campaign information; and
• conversion or measurement information.

Non-essential analytics and advertising technologies should only operate after the required consent has been given.

You can change or withdraw your choices through Calphii's privacy or cookie settings where available.

Information stored on your device

Calphii uses browser storage and similar technologies to remember information on your device.

This may include:

• authentication and session information;
• guest-mode data;
• weather coordinates;
• interface and layout preferences;
• audio and volume settings;
• reminder and notification state;
• media-player state;
• map or presence timing information;
• feature progress; and
• other settings required to remember how you configured Calphii.

Some of this information is necessary for functionality that you request.

Other storage may only be used where the appropriate consent has been given.

More information about optional analytics, advertising cookies, and how to change your choice is available in our Privacy & Analytics Notice.

Information you send to us

If you contact Calphii for support, privacy requests, safety reports or other enquiries, we may process:

• your contact information;
• the contents of your message;
• information you choose to provide; and
• technical or account information reasonably necessary to investigate or respond.

3. Where information comes from

Information may come:

• directly from you;
• from your browser or device;
• from authentication providers when you choose to use them;
• from our hosting and infrastructure providers;
• from another Calphii user who invites you to a shared feature; or
• from analytics and measurement providers where you have given the required consent.

4. Why we use your information

UK data-protection law requires us to have a lawful basis for processing personal information.

Providing Calphii

We process account information, workspace content, settings, uploads, requested weather information and related service data where necessary to provide Calphii to you.

Our lawful basis is generally performance of our contract with you.

Optional features

Where a feature requires a genuine choice, such as non-essential analytics, advertising measurement, optional browser geolocation or optional social-presence features, we may rely on your consent.

Where processing relies on consent, you can withdraw that consent at any time.

Withdrawal does not make earlier lawful processing unlawful.

Security and service administration

We process technical, account and security information where necessary to:

• secure Calphii;
• prevent abuse or fraud;
• investigate suspicious activity;
• diagnose problems;
• enforce our Terms; and
• maintain the service.

Our lawful basis is generally our legitimate interests in operating a secure and reliable service and protecting Calphii and its users.

Improving Calphii

We may analyse how Calphii and its features are used to understand what works and what should be improved.

Where possible, we use aggregated or minimised information for this purpose.

Where this processing does not require non-essential tracking technology, we may rely on our legitimate interests in improving Calphii.

Where non-essential cookies or similar technologies are involved and consent is required, we rely on consent.

Legal obligations and claims

We may process information where necessary to:

• comply with the law;
• respond to lawful requests;
• establish or defend legal claims;
• fulfil regulatory obligations; or
• protect a person's rights or safety.

The applicable lawful basis will depend on the circumstances and may include compliance with a legal obligation or our legitimate interests.

5. Who we share information with

Calphii does not sell or rent your personal information.

Information may be disclosed to the following categories of recipient where necessary.

Google and Firebase

Calphii uses Google Firebase services for functions including:

• authentication;
• database storage;
• file storage; and
• analytics where enabled.

Google may process account and technical information when providing these services.

Cloudflare

Cloudflare may process network and request information when providing infrastructure, security, edge functionality and approximate network-location information to Calphii.

Weather providers

When you request location-based weather, location coordinates required for the request may be processed by Calphii's weather service and the weather-data providers used to fulfil that request.

Media providers

If you choose to load or interact with third-party media, services such as YouTube or SoundCloud may receive requests directly from your browser.

This can reveal information such as:

• your IP address;
• browser and device information; and
• information about the media request.

Those providers may also use cookies or similar technologies where permitted.

Analytics and advertising providers

Where you have given the required consent, Google analytics or advertising measurement services may receive information about your use of Calphii.

Other Calphii users

Information is shared with other users where you deliberately use public, invite-only, shared or social functionality.

Other service providers

We may use providers that help us host, secure, maintain or operate Calphii.

They should only receive the information reasonably necessary to perform their role.

Legal and safety disclosures

We may disclose information where we reasonably believe this is necessary to:

• comply with law;
• comply with a binding legal request;
• protect somebody's rights or safety;
• investigate suspected illegal activity;
• enforce our Terms of Service; or
• protect Calphii, its users or its systems.

6. International transfers

Some of the technology providers used by Calphii operate internationally.

Where personal information is transferred outside the United Kingdom and additional safeguards are required, we use or require an appropriate lawful transfer mechanism.

This may include:

• an applicable UK adequacy regulation;
• the UK International Data Transfer Agreement;
• the UK Addendum to approved standard contractual clauses; or
• another transfer mechanism permitted by UK data-protection law.

You may contact [email protected] for further information about international-transfer safeguards relevant to your personal information.

7. How long we keep information

We do not intend to keep identifiable personal information indefinitely.

Our general approach is:

Account information

Account information is normally retained while your Calphii account remains active and until it is deleted or no longer needed to provide the service.

User-created content

Notes, reminders, spaces, boards and similar content are normally retained until:

• you delete the content;
• you delete the relevant space;
• your account is deleted; or
• it is otherwise no longer required to provide Calphii.

Uploaded backgrounds

Uploaded backgrounds are normally retained until you delete them or the associated account information is removed.

Individual global-presence records

Pseudonymous individual presence records currently expire after approximately 24 hours.

Short-term map location aggregates

Short-term location aggregates used to support the live map are currently retained for approximately 26 hours.

Information stored in your browser

Information held in local storage or similar browser storage may remain until:

• Calphii removes it;
• the relevant setting is reset;
• you sign out where applicable; or
• you clear Calphii's stored site data through your browser.

Support, privacy and safety correspondence

Correspondence may be retained for as long as reasonably necessary to respond to the matter, maintain an appropriate record and meet legal obligations.

Analytics and measurement information

Analytics and advertising information is retained in accordance with the configuration and retention settings of the relevant service.

We periodically review whether the information remains necessary.

Exceptions

Some information may be retained for longer where necessary to:

• comply with law;
• maintain security;
• prevent abuse;
• resolve disputes;
• enforce agreements; or
• establish or defend legal claims.

Limited information may also remain temporarily in technical backups until those backups complete their normal rotation.

8. Deleting your account and information

You may request deletion of your Calphii account and associated personal information by contacting:

[email protected]

Where a valid deletion request is received, we will delete or anonymise information that we are no longer required to retain.

Deletion from active systems may not immediately remove:

• temporary backup copies;
• information we are legally required to retain;
• security or abuse records that remain necessary;
• genuinely anonymous aggregate information; or
• copies another user independently created after you shared information with them.

Information stored locally on your device may also need to be removed by clearing Calphii's stored site data through your browser.

9. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

• know whether we process your personal information;
• access your personal information;
• obtain a copy of certain information;
• correct inaccurate information;
• complete incomplete information;
• request deletion;
• request restriction of processing;
• receive certain information in a portable format;
• object to particular processing;
• withdraw consent where we rely on consent; and
• complain to a data-protection regulator.

Your right to object

Where Calphii relies on legitimate interests to process your personal information, you may have the right to object.

We will consider your objection and stop the processing where legally required unless there are compelling legitimate grounds to continue or the information is needed for legal claims.

To exercise your rights, contact:

[email protected]

We may need to verify your identity before fulfilling a request.

If you are in the United Kingdom and believe we have not handled your information properly, you also have the right to complain to the Information Commissioner's Office.

10. Children and younger users

Calphii is not intended for children under the age of 13.

If you are under 18, you should only use Calphii with the permission of a parent or guardian where required by law.

We recognise that younger users may require greater privacy protection.

Where Calphii is likely to be accessed by children, we aim to:

• minimise unnecessary collection;
• apply privacy-protective defaults;
• avoid unnecessary sharing;
• explain privacy-sensitive features clearly; and
• provide additional safeguards where appropriate.

Optional social presence, precise browser location and advertising measurement should not be enabled automatically for a child.

If we learn that personal information relating to a child under 13 has been collected in circumstances where we are not permitted to process it, we will take appropriate steps to remove it.

Parents or guardians can contact [email protected] with concerns.

11. Security

Calphii uses technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, destruction or loss.

These measures may include:

• account authentication;
• access controls;
• Firebase security rules;
• user-specific storage paths;
• browser security policies;
• input validation;
• restrictions around user-owned data; and
• infrastructure security controls.

No internet service can guarantee absolute security.

You are responsible for protecting access to:

• your email account;
• any third-party authentication account used to sign in;
• your device; and
• your Calphii session.

If you believe your Calphii account or information has been compromised, contact [email protected].

12. Automated decision-making

Calphii does not currently use solely automated decision-making that produces legal or similarly significant effects about users.

Automated systems may be used for ordinary product functionality, personalisation, security or abuse prevention, but they are not intended to make decisions that determine your legal rights or similarly significant matters.

13. Third-party services

Calphii may allow you to load or interact with content and services supplied by third parties.

When you choose to interact with those services, their own terms and privacy practices may apply.

Calphii LTD is not responsible for how an independent third party handles information after you choose to interact directly with that service.

14. Changes to this policy

Calphii will continue to develop.

We may update this Privacy Policy when:

• features change;
• technologies change;
• service providers change;
• data practices change; or
• legal requirements change.

Where a change materially affects how your personal information is used, we will provide appropriate notice where required.

The latest version of this policy will always show its revision date.

15. Contact

Calphii LTD
Cambridge, England
United Kingdom

Email: [email protected]