Last updated: January 2026
Product: Education Companion
Purpose: Managing and resolving school complaints
Date: January 2026
Prepared by: Education Companion Ltd
| Question | Response |
|---|---|
| 1. What is this DPIA for? | This DPIA explains how Education Companion processes personal data and how privacy risks are identified and managed. It is intended to reassure schools and trusts, support Trust DPOs and governance staff, and demonstrate that data protection has been properly considered. |
| 2. What does Education Companion do? | Education Companion is a digital platform used by schools and trusts to receive and manage complaints, communicate with parents and carers, track investigations, outcomes and timelines, and support governance and compliance. It replaces informal methods such as email chains, spreadsheets and paper files with a secure, permission-based system. |
| Question | Response |
|---|---|
| 4. Who is responsible for the data? | Schools and trusts are the Data Controllers. Education Companion acts as a Data Processor. Education Companion processes personal data only on the documented instructions of the school or trust and in accordance with the applicable Licence Agreement and data-protection terms. |
| Question | Response |
|---|---|
| 5. Who does the data relate to? | Pupils / students, parents or carers, and school, college or trust staff. |
| 6. What types of personal data are processed? | Names and contact details, roles or relationships (e.g. staff role or parent relationship), and complaint correspondence, records and outcomes. |
| 7. Is special category data processed? | Education Companion does not require or collect special category data by default. However, complaint content or uploaded documents may include sensitive information (e.g. SEND, health or safeguarding information). This data is provided by the school or complainant, remains under the control of the school or trust, and is processed by Education Companion only as instructed. |
| Question | Response |
|---|---|
| 8. How is data collected? | Data is provided by schools or trusts, entered by authorised users, or uploaded as part of a complaint. Education Companion does not collect data directly from pupils or parents outside the complaint process. |
| 9. Who can access the data? | Access is limited to authorised users within the relevant school or trust based on role. Education Companion staff may access data only where necessary for technical support, onboarding, troubleshooting or investigating reported issues. All access is logged, limited and subject to confidentiality obligations. |
| Question | Response |
|---|---|
| 10. How is the data used? | Personal data is used only to manage and resolve complaints, communicate with relevant parties, track timelines and outcomes, support compliance with complaints procedures, and improve the platform and service. |
| 11. Is there automated decision-making? | No. There is no automated decision-making. AI tools may assist with drafting or summarising information, but all decisions and outcomes remain human-led and controlled by the school or trust. |
| Question | Response |
|---|---|
| 12. How long is data kept? | Data is retained in line with the school or trust’s own retention policies and instructions. Education Companion acts solely on the direction of the school or trust and does not impose fixed retention periods. Where data is archived, it is retained only for as long as the school or trust requires, or where retention is necessary to meet legal or regulatory obligations. |
| 13. Where is data stored? | Data is hosted in secure cloud infrastructure. Primary processing takes place in the UK/EU. Where data is transferred outside the UK/EU, appropriate safeguards are applied in line with UK GDPR requirements. |
| Question | Response |
|---|---|
| 14. How is data protected? | Education Companion uses industry-standard security measures, including encryption in transit and at rest, role-based access controls, audit logs, |