Prepared for independent review
DPIA support pack
Processing context, data flow, technical controls, residual dependencies and controller decisions.
PROCUREMENT & GOVERNANCE
Give every reviewer what they need to make a responsible decision.
Clear public information, current controlled documents and an honest record of what is implemented, awaiting approval or still requires independent evidence.PUBLIC INFORMATION
Useful before you contact us.
Start your review immediately. These pages explain the operating model and the boundaries that should shape any implementation.Published
Privacy and data-protection framework
Controller and processor roles, information categories, access, rights, suppliers, incidents and safeguarding boundaries.
Open document PublishedAccessibility status
Current automated, keyboard and responsive review position, including the independent-audit gap.
Open document PublishedSafeguarding responsibility statement
What ODISSYS supports, what remains a human responsibility and the urgent-concern boundary.
Open documentCONTROLLED DOCUMENTS
Current copies for your review team.
Current controlled copy
Security and access overview
Authentication, MFA, session security, role-scoped access, auditing and production configuration controls.
Legal and DPO review draft
Data Processing Agreement and schedules
Processing instructions, security, rights assistance, suppliers, return, deletion and controller responsibilities.
Evidence assembled; review open
Subprocessor and supplier schedule
Current hosting and transactional-email processing boundaries, locations and transfer safeguards.
Implemented; human exercises pending
Incident and data-rights procedures
Governed response, assessment, decision, export and evidence workflows.
Draft; activation blocked
Retention and exit position
Review triggers, holds, return, deletion and guarded anonymisation boundaries.
We ask which organisation is reviewing the pack so controlled copies can be versioned, contextualised and replaced when material facts change.
ASSURANCE STATUS
Evidence without false confidence.
“Implemented” describes a working control. It does not mean that an external reviewer has approved the entire service.Implemented
Mandatory MFA, privacy locking, role and relationship-scoped access, sensitive-record boundaries and metadata-only audit.
Implemented
Encrypted incident register, data-rights workflow, safeguarding notification and escalation, and quarterly access review.
Awaiting sign-off
DPIA, child-rights assessment, privacy wording, retention decisions and controller–processor terms.
Evidence required
Independent penetration test, restore and deletion exercises, human rehearsals and independent accessibility audit.
What is in the DPIA support pack?Open DPO checklist
Purpose, scope and data flow
- Controller and processor operating model
- Data subjects and information categories
- Purpose limitation and human decision boundaries
- Current data-flow and role matrix
Security and access
- Mandatory MFA and five-minute privacy lock
- Role, organisation, school, DSL and caseload boundaries
- Sensitive-record and metadata-only audit controls
- Production configuration and access-review evidence
Hosting and transactional email
- CloudSpace/CT1 hosting evidence and open questions
- Brevo transactional-email processing boundary
- Subprocessor, location and transfer review status
- Backup, restore and exit evidence status
Items your organisation must determine
- Lawful basis and Article 9 condition by purpose
- Necessity, proportionality and child-rights considerations
- Retention instructions and safeguarding holds
- Authorised roles, escalation routes and residual risk
The pack distinguishes working technical controls from independent approval. It does not claim AWS, Azure, Postmark, AES-256, TLS 1.3 or a 24-hour incident SLA without applicable evidence and agreement.
MULTI-SCHOOL PROCUREMENT
Procuring for a MAT or local authority?
Start with the governance structure—not a one-school template stretched across several settings.
Contracting and data roles
Confirm whether the trust, authority, individual schools or a combination determine each processing purpose. The appropriate controller, joint-controller and processor arrangements follow those facts.
Central oversight with school boundaries
Design central reporting, administration and access review without giving every central user unrestricted learner or safeguarding access across every school.
Safeguarding and escalation
Document school-level DSL ownership, central escalation routes, absence cover and the circumstances in which trust or authority staff require access.
Implementation and commercial scope
Agree the onboarding sequence, school additions and removals, user lifecycle, support model and volume pricing against the actual number and type of settings.
DPO and governance
Processing purposes, lawful basis, special-category conditions, data subjects, rights, retention, suppliers and residual risk.
Safeguarding leadership
Human responsibility, access boundaries, notification, acknowledgement, escalation and urgent-concern procedures.
IT and security
Authentication, permissions, session handling, hosting, suppliers, incident response, recovery and independent testing status.
Procurement and finance
Scope, implementation, responsibilities, commercial terms and the evidence required by your own purchasing rules.
THE APPROVAL PATH
From interest to a governed implementation.
- 01
Define the implementation
Confirm organisations, schools, user roles, processing purposes and the workflows required.
- 02
Review governance
Share the controlled pack with your DPO, information-governance lead, safeguarding owner and IT/security reviewer.
- 03
Agree responsibilities
Complete controller decisions, contractual schedules, authorised contacts, retention instructions and escalation routes.
- 04
Configure and verify
Set up scoped access, onboarding, training and agreed readiness checks before live learner records are introduced.
READY TO START THE REVIEW?
Tell us who needs to assess ODISSYS.
We will provide the current controlled pack and identify any decisions or evidence that remain open.