Security & governance
School records are private. Access should be deliberate.
A teacher, bursar, school director and parent have different reasons to use school information. Pensuh is organized around those responsibilities, with controls and review points that institutions can assess during procurement.
Access and accountability
Give people the access their work requires—not everybody else's.
Data protection begins with deciding who may view a record, make a change, authorize an action or retrieve a document.
01
Institution and campus boundaries
Keep school-specific records within the relevant institutional scope. School groups can define central reporting requirements alongside campus-level responsibilities.
02
Role and resource permissions
Define access by responsibility and record context. Sensitive HR, finance, academic and child-release decisions should not be exposed through broad default roles.
03
Reviewable approvals
Distinguish draft work from reviewed and approved outcomes. The path from entering a result to publishing it should have clear authorized steps.
04
Audit context
Understand who created, changed or approved important records and when. Confirm audit coverage and available exports during technical review.
05
Controlled records and attachments
Review who can access uploaded documents, student history, guardian details and institutional files, including their retention and removal requirements.
06
Operational resilience
Discuss backup frequency, restore testing, incident handling, access reviews and recovery expectations for the actual hosting arrangement.
Child safeguarding
A visitor at the gate is not automatically an authorized collector.
Safe Pickup links permission to a specific child and collector. Identity verification, release confirmation and escalation are separate responsibilities so that a forwarded message alone cannot become an instruction to hand over a pupil.
Schools remain responsible for their safeguarding procedures, staff training and escalation policies. Confirm the configured process before operational use.
Checks involved in a safe handover
These are distinct decisions; the same action should not automatically satisfy all three.
- A verified guardian authorizes a named adult for that pupil
- The collector’s identity and current permission are checked
- Designated school staff independently confirm the release
- Revoked, expired or disputed requests are refused and escalated
PENCIL & responsible AI
The assistant follows the user's access—not the other way around.
PENCIL uses institutional and curriculum context within role and record permissions. Teachers review learning recommendations, school leaders assess alerts, and students should never see private staff or other learners' records. AI suggestions support professional judgement; they do not issue diagnoses or autonomous disciplinary decisions.
AI boundaries worth checking
Confirm the configured AI permissions and handling arrangements as part of your institution's technical review.
- Institution and role-scoped access to student and curriculum context
- Human review for assessments, intervention recommendations and lesson-drift alerts
- No automatic medical, disability or disciplinary conclusions
- Clear handling expectations for AI-generated material and institution data
Technical due diligence
Ask for evidence that applies to your deployment.
Security is more than a list of controls on a web page. Your technical and legal teams should review the operating environment and relevant contractual commitments.
01
Deployment and hosting
Confirm hosting regions, subprocessors, administrative access, backup storage and where institution data is transferred.
02
Identity management
Review account provisioning, password and session controls, staff offboarding, privileged access and any supported external identity connection.
03
Incident response
Discuss how suspected unauthorized access is identified, investigated and communicated, including the contact path for your institution.
04
Retention and exit
Agree record retention, deletion requests, export formats and responsibilities at contract termination.
Security questions
What institutional IT teams usually need to confirm.
Get started
Bring your security checklist to the conversation.
Our team can discuss the controls, evidence and contractual questions that matter for your institution.
Prefer to explore independently? Create a workspace using sample school records.