Your school has its own space
Pupils, staff, records and files all belong to one school. Nothing in Chanceria is designed to look across two.
The most sensitive records in your school, carefully looked after
Safeguarding files, medical notes, bursary circumstances. Here’s how we hold them, what your data protection officer gets before you sign, and where we still have work to do.
How it works
Seven things that keep your records yours
Most of this you’ll never see. It’s there for the day something goes wrong.
Two locks, not one
Our software checks that a record belongs to your school, and then the database checks again. It doesn’t rely on us remembering.
Closed until it’s opened
Anything not deliberately made available to your school stays shut. If something ever goes wrong, you see nothing — never somebody else’s pupils.
People see what their job needs
Safeguarding for your safeguarding team, SEND for the staff supporting the pupil, finance for the bursary. Your school decides who is who.
Parents see their own children
And nothing else. Families are invited by the school, so nobody can sign themselves up.
Documents are held the same way
Letters, medical documents and EHCPs are stored per school, and a request for anything outside yours is simply refused.
The AI plays by the same rules
It sees only what the person using it can see, it can’t change anything on its own, and safeguarding records are closed to it entirely.
Day to day
The everyday habits
- Encryption
- Your information is protected on its way to us and while it sits with us, backups included.
- A full history
- Every look at a safeguarding, SEND or finance record is logged: who, what and when.
- Backups
- Taken regularly, and we test that they restore rather than assuming it.
- Two-step sign-in
- Available to every member of staff, and you can insist on it for your most sensitive roles.
- Only the access needed
- Roles give people what their job needs and no more, and your school sets them.
- If something goes wrong
- You hear it from us: what happened, who it affected, and what we did about it.
For your DPO
What you get before you sign
No chasing, and no “we’ll send that later”. Ask, and it comes.
- A data protection agreement
- Your school is the controller, we’re the processor, and it comes with every contract.
- The full list of suppliers we use
- Including where the database is hosted and which AI companies handle requests.
- Written answers to your questions
- Your DPO’s list, answered in writing before you commit to anything.
- An honest gap list
- We don’t hold Cyber Essentials or ISO 27001 yet, and you should hear that from us.
Questions we get asked
Where is our data kept?
In a database used only for Chanceria, hosted with OVHcloud. We tell you exactly where, along with every supplier we use — including the AI companies — before you sign.
Who at Chanceria can see our records?
Only the engineers who keep the service running, for support and fixing faults, and support access should be at your request. Nobody browses school records.
What can the AI see?
Only what the person using it can see. Safeguarding records are closed to it, full medical and SEND detail is limited to senior administrators, and it can’t change anything on its own. The full list is on our AI page.
Is our data used to train AI?
No. We never use school data to train models. AI requests are handled by Anthropic and OpenAI in the United States, and their business terms rule out training on them.
Who is responsible for the data?
Your school is the data controller and Chanceria is the processor, working on your instructions. A data protection agreement comes with every contract.
What if we want to leave?
You take everything with you. Exporting the lot is built in, and we’d rather you could go than feel stuck.