Your data stays in your own space
Every organisation has its own isolated tenancy. Records are separated at the database level, not just hidden in the interface, so one organisation can never see another's learners, staff or documents.
Assurance
Data protection and safeguarding
This is usually the first thing a designated safeguarding lead or a commissioner asks about, so it is answered plainly here rather than buried in a contract.
Role-based access, down to the person
People see only what their role requires. Sensitive areas such as safeguarding, EHCPs and finance can be restricted to named individuals rather than a whole staff group.
Safeguarding records cannot be quietly changed
The safeguarding chronology is append-only. Entries are timestamped and attributed, and later corrections are added as new entries rather than overwriting the original account.
Audit trail on sensitive records
Access to learner records is logged, so you can answer the question of who saw what and when, for a subject access request, a complaint, or an internal review.
UK GDPR built into the record types
Retention rules are set per record type, subject access exports can be produced for any learner, and a data processing agreement is provided as part of onboarding.
Written against KCSiE and AP guidance
Safeguarding structures follow Keeping Children Safe in Education and the statutory guidance for alternative provision, with the current external guidance held in your Knowledge Hub.
Works alongside Microsoft 365
Staff sign in with their work accounts, and the Portal works with Teams, Outlook and SharePoint rather than asking your team to keep documents somewhere new.
You keep your own policies
The Portal holds and version-controls your policies. It does not impose ours, the Framework governs practice, not your governance documents.
What we will confirm in writing
Before you commit, we provide a data processing agreement, a description of the sub-processors involved, our retention defaults and the access model for your organisation. If your local authority or trust has its own information governance questionnaire, send it over, we would rather answer it up front.
See the compliance screen in the demo →Questions from your DSL or DPO?
Send them straight to us. We would rather have the difficult conversation early than discover a problem after your learners' records are in the system.
Ask us about data protection