# The assurance pack

The documents your DPO, your trust or a council in Scotland asks for before a call: download them now, no call needed. Updated 6 November 2026.

## Onboarding

Key documents to help your organisation review and approve Sendix. The DPA is the one you sign in the Sendix app.

- **Data processing agreement (DPA), version 1.4.** The current version (6 November 2026), covering EHCPs in England, with optional review preparation, and Child’s Plans and IEPs in Scotland, with optional delivery tracking, including for Co-ordinated Support Plans. It’s the one you sign in the Sendix app. PDF: https://sendix.ai/trust/sendix-dpa-v1.4.pdf; Word: https://sendix.ai/trust/sendix-dpa-v1.4.docx
- **DPIA summary for leaders.** Our DPIA in brief: roles, the data, where it lives, security controls, AI guardrails, retention defaults and the top risks. DPIA v0.7 is approved by Sendix and provisional, with consultation (Step 3) outstanding. PDF: https://sendix.ai/trust/sendix-dpia-summary-for-leaders.pdf
- **Key risks and mitigations.** Every risk in our DPIA, what we do about it, and the risk that remains, scored likelihood × severity. PDF: https://sendix.ai/trust/sendix-risk-register.pdf
- **Data protection FAQs.** Short answers on AI training, hosting, transfers, parents’ rights, retention, testing, single sign-on and breaches. PDF: https://sendix.ai/trust/sendix-compliance-faq.pdf

## Assurance

How we protect your data, and who checks that we do.

- **Security overview.** Testing and certification status, the rule for real plans before the penetration test, hosting, and who could reach plan text. PDF: https://sendix.ai/trust/sendix-security-overview.pdf
- **Sub-processors and the AI model.** The three suppliers that process pupil data, where, and which model runs on Amazon Bedrock. PDF: https://sendix.ai/trust/sendix-sub-processors.pdf
- **Who at Sendix can reach plan text.** Access inside the app, the infrastructure underneath it, break-glass, and what is and isn’t logged. PDF: https://sendix.ai/trust/sendix-infrastructure-and-break-glass.pdf
- **Breach notice: within 24 hours.** What we tell you, when, and what we do next. PDF: https://sendix.ai/trust/sendix-breach-notice.pdf
- **Exit and continuity statement.** Exporting each plan, the deletion certificate when you leave, and what happens if Sendix stops trading. PDF: https://sendix.ai/trust/sendix-exit-and-continuity.pdf
- **DfE generative AI product safety standards: self-assessment.** Each of the Department for Education’s standards, with whether we meet it and what is missing. PDF: https://sendix.ai/trust/sendix-dfe-genai-self-assessment.pdf

## Policies

Our privacy notice and terms, on this site.

- **Privacy notice.** How Sendix AI Ltd handles personal data. Read: https://sendix.ai/privacy
- **Terms of Service.** The terms for using Sendix. Read: https://sendix.ai/terms

## DPIA templates, one per controller

Your school or trust, or a council in Scotland, is the controller, so it completes its own DPIA. Each template says who the controller is and who should sign.

- **Academy trust.** The trust is the controller for all its academies and signs once. Word: https://sendix.ai/trust/sendix-dpia-template-academy-trust.docx; PDF: https://sendix.ai/trust/sendix-dpia-template-academy-trust.pdf
- **Maintained school.** The governing body is the controller, and signs or authorises someone to. Word: https://sendix.ai/trust/sendix-dpia-template-maintained-school.docx; PDF: https://sendix.ai/trust/sendix-dpia-template-maintained-school.pdf
- **Independent school.** The proprietor is the controller, in England or Scotland. Word: https://sendix.ai/trust/sendix-dpia-template-independent-school.docx; PDF: https://sendix.ai/trust/sendix-dpia-template-independent-school.pdf
- **Scottish council.** The council, as education authority, is the controller for its schools. Word: https://sendix.ai/trust/sendix-dpia-template-scottish-council.docx; PDF: https://sendix.ai/trust/sendix-dpia-template-scottish-council.pdf

## Sub-processors

- **Microsoft Azure:** Hosting, database, backups, key management, logging. UK South.
- **Amazon Bedrock (AWS):** Runs the AI model on minimised passages of the plan and reports. London (eu-west-2).
- **Amazon SES (AWS):** Email to staff, such as invitations. No pupil data. London (eu-west-2).

We give 30 days' notice before adding or replacing a sub-processor, and you can object.

### The AI model: Qwen3-235B-A22B-2507 (Bedrock model ID `qwen.qwen3-235b-a22b-2507-v1:0`)

- It runs on Amazon Bedrock in AWS London using In-Region inference. We call it by its direct model ID at the London endpoint. Cross-region inference profiles, which could send a request outside the UK, are refused in our code.
- A request is sent only if a signed approval record matches the exact endpoint, region and model. Production has one: this model, in London, in-region. Anything else is blocked.
- Bedrock doesn’t store prompts or outputs for this model or use them for training. Nor do we: your data never trains a model.
- It sees minimised passages of the plan and reports. Sendix removes the pupil’s name, pupil number, NHS number, postcode and labelled full dates of birth before an AI model sees the text.

## Who at Sendix can reach plan text?

Inside the Sendix app, our administrator accounts can’t open plan text, findings, file names or pupil identifiers. The check is in the code that serves every plan, and tests in every build try it as an administrator and as staff from another school. There is no “log in as a user” feature.

Underneath the app:

- Plan extracts are stored in a database in Azure UK South, encrypted in transit and at rest with Azure-managed keys, not with a key your school holds.
- One person at Sendix, the founder, holds administrative access to our Azure account, with multi-factor authentication, and our deployment pipeline holds deployment rights. No one else at Sendix has system access. That access could reach the database. We don’t use it to read plan text.
- Break-glass is used only to reset a Sendix administrator’s lost authenticator. It never reads plans.
- Changes to our Azure resources and every database job are logged. Individual database queries are not, so if someone with this access connected to the database directly, what they read would not be recorded.

## The DfE generative AI product safety standards

We checked Sendix against the 63 points in the Department for Education’s Generative AI product safety standards (updated 19 January 2026): 15 met, 12 partly met, 1 not met, and 35 not applicable because pupils don’t use Sendix. Where we fall short:

- No published accuracy evaluation yet.
- No recorded evaluation of the current AI model before we adopted it.
- No written complaints procedure for safety issues.

The standards: https://www.gov.uk/government/publications/generative-ai-product-safety-standards/generative-ai-product-safety-standards

## Security checks

- **Independent penetration test.** Booked for January 2027, with an independent, CREST-certified tester. It’s complete before a fourth organisation uses real plans. It covers cross-school access and the release checks, and we share its summary with every organisation using real plans.
- **Real plans before the test.** Until the test is complete, we release real pupil data to no more than 3 organisations in total. Schools, trusts and alternative provision all count. We release an organisation only when we hold a current Cyber Essentials certificate, our cross-school tests pass on the version in use, and its data protection officer has accepted the remaining risks in writing, including that the test is still to come. Every other organisation uses fictional plans.
- **Cyber Essentials.** Applied for on 9 October 2026 through IASME. The assessment is under way; no certificate has been issued.
- **Breach notice.** We tell you within 24 hours of becoming aware of a personal data breach affecting your data (DPA clause 7.1).

## Exit and continuity

- Sendix never holds the only copy. We don’t keep the original file, and every amendment request and report is a file your staff download.
- Any SENCO or SEND lead can export a plan’s data at any time. To export a pupil’s data, your staff find that pupil’s plans by reference and export each one.
- When you leave, you choose return, deletion or both, within 30 days. Offboarding produces a deletion certificate, and backups clear within 35 days.
- If we decide to close the service, you get at least 90 days’ notice, exports stay open throughout, and prepaid fees for the time after closure are refunded. If Sendix became insolvent, the DPA still binds whoever holds your data.

## Questions

- Email privacy@sendix.ai (please do not send pupil information by email).
- Book a walkthrough with your DPO: https://cal.com/sendix/30min
- Short answers for DPOs: https://sendix.ai/data-protection.md
- Prices: https://sendix.ai/pricing.md