SUBMIT A SUPPORT REQUESTAs part of their GDPR responsibilities, schools are required to understand how suppliers process and protect personal data. We are therefore frequently asked to provide information to support Data Protection Impact Assessments (DPIAs). To save schools time and ensure consistency, we have published the responses to the most common questions below. This information is reviewed regularly, kept up to date and may be copied directly into a school’s DPIA or referenced where appropriate.
Quick Access
If you just need the headlines to complete your DPIA paperwork
Privacy by Design
At iTCHYROBOT, protecting personal data is a fundamental part of how we design, develop and operate our services. The Parents’ Evening and Forms platforms have been built using the principles of Privacy by Design and Data Minimisation, ensuring that schools retain control of their information while only the minimum amount of personal data necessary is processed to deliver each service.
Separation from the Public Website
The Parents’ Evening and Forms platforms never expose personal information on the school’s public website.
No pupil names, parent details or other personal information held within these platforms is ever published, displayed or made accessible on the public-facing website. Access to the platforms is restricted to authorised users through secure authentication tied to validated email accounts.
Data Minimisation
Only the minimum personal data required to provide the service is retrieved from the school’s Management Information System (MIS).
Where a school chooses to use Wonde integration, the connection is read-only and authorised by the school. The data synchronised is limited to the information necessary to identify pupils, present the correct appointments or forms, and enable communication with parents.
The data typically consists of:
- School URN
- Pupil first name
- Pupil surname
- Class
- Year group
- Parent primary contact
- First name
- Last name
- Email address
- Telephone number
- Mobile number
No additional pupil records or unnecessary personal information are retrieved.
Internal Platform Identifiers
Following synchronisation, the school’s identifiers are not used as the operational keys within the platform.
Instead, iTCHYROBOT generates an internal unique pupil identifier that is used solely within our systems. This internal identifier has no meaning outside the schools website platform and helps reduce dependency on identifiers held within the school’s Management Information System, further limiting the exposure of identifiable information.
Encryption of Personal Data
Sensitive personal information, including parent contact details, is encrypted whilst stored within the platform using industry-standard encryption techniques.
This provides an additional layer of protection should storage media ever be compromised and forms part of our wider defence-in-depth approach to information security.
School Control of Data
Schools remain the Data Controller and retain full control over their information at all times.
Schools can:
- authorise or revoke the Wonde integration;
- determine when synchronisation takes place;
- update records before each parents’ evening;
- remove bookings and submitted forms;
- delete individual records where appropriate; and
- request deletion of all data relating to their organisation.
iTCHYROBOT acts solely as the Data Processor. We do not determine the purposes for which personal data is processed, nor do we make decisions regarding its use, retention or disclosure. We process personal data only in accordance with the school’s documented instructions and the services it has chosen to use.
Security by Design
These design decisions are part of a broader security strategy that includes dedicated UK-hosted infrastructure, restricted administrative access, encrypted communications, encrypted backups stored within the AWS EU (Ireland) region, regular security patching and ongoing monitoring.
By combining technical safeguards with careful system design, iTCHYROBOT aims to minimise the amount of personal data processed, reduce risk wherever possible and provide schools with confidence that they remain in control of their information at every stage of the service.
Headlines
Data Sources
Where pupil and parent information is synchronised from a school’s MIS, this is achieved through Wonde.
The Wonde integration is:
- initiated and authorised by the school
- read-only
- controlled through a three-way agreement between the school, Wonde and iTCHYROBOT
- disabled immediately if the school revokes authorisation (enforced by Wonde).
The following data may be synchronised:
- School URN
- Pupil first name
- Pupil surname
- Class
- Year Group
- Parent primary contact
- Email address
- Telephone number
Internal Identifier
The school URN is not used as the primary identifier within the platform.
Instead, iTCHYROBOT generates an internal unique pupil key for each record. This internal identifier is used throughout the application and prevents direct dependency on the school’s Management Information System identifiers.
Parents’ Evening Telephone Numbers
For telephone appointments, parents are asked to provide the telephone number they wish staff to use at the point of booking.
This approach:
- improves call accuracy
- allows parents to provide the most appropriate contact number
- avoids reliance on potentially outdated MIS records.
Data Control
Schools retain control of all personal data stored within the platform.
Schools can:
- update synchronised records before each parents’ evening
- remove bookings
- delete forms
- request deletion of all platform data
- terminate use of the service at any time.
iTCHYROBOT retains no rights over customer data beyond those necessary to provide the contracted service.
Data Security
Customer data is protected using multiple layers of security including:
- Dedicated UK-hosted infrastructure.
- Restricted administrator access limited to authorised iTCHYROBOT technical personnel.
- HTTPS encryption for all communications.
- Encrypted backups stored within AWS EU West (Ireland).
- Regular operating system and security updates.
- Principle of least privilege for administrative access.
- Logical separation of customer data between schools.
Frequently Requested DPIA Information
| Ref | Risk | Standard Mitigation | iTCHYROBOT Response |
|---|---|---|---|
| R4.10 | Arrangements for storing the data on servers are unknown. | The supplier has been contacted and has provided information about the server arrangements. | iTCHYROBOT operates all customer services from dedicated UK-hosted infrastructure provided by IONOS. The servers are dedicated to iTCHYROBOT and are not shared hosting platforms. Administrative access is restricted solely to authorised iTCHYROBOT technical staff using authenticated administrative accounts. Customer data is hosted within UK data centres. Encrypted backup copies are stored within Amazon Web Services (AWS) S3 in the EU West (Ireland) region. No customer data is transferred outside the UK or EU as part of the normal operation of the service. |
| R4.11 | The servers that hold the data are outside the UK and EU. | The onward transfer of data is covered by an Adequacy Decision or contractual safeguards. | This risk does not apply to the iTCHYROBOT Parents’ Evening and Forms platforms. Production systems are hosted within UK data centres operated by IONOS. Backup data is stored only within AWS EU West (Ireland). No production or backup data is transferred outside the UK or EU. As Data Processor, iTCHYROBOT processes personal data solely on the documented instructions of the school (Data Controller) and does not transfer personal data to third countries. |
Data Controller and Processor
| Subject | iTCHYROBOT Position |
|---|---|
| Role | iTCHYROBOT acts solely as the Data Processor. The school remains the Data Controller. |
| Purpose of Processing | To provide online forms, parent communications and parents’ evening booking services. |
| Decision Making | iTCHYROBOT makes no decisions regarding how personal data is used, retained or disclosed. Processing is carried out only under the school’s documented instructions. |
Reviewed: RA (02/07/2026)
