Information about the “Ask AI” Artificial Intelligence
The Self Evaluation “Ask AI” feature uses the “OpenAI” artificial intelligence technology.
How does it actually work?
When you use an AI feature in our software:
- The system sends some text (your question or questionnaire text) securely to OpenAI’s servers.
- OpenAI’s model generates a reply.
- The reply comes back and is shown in our product.
All of this happens in the background – you just see the result.
What data is sent to OpenAI?
Typically:
- The questionnaire question, or the ad-hoc questions that you type.
- Basic technical information (date/time, which feature you used)
We aim to minimise personal data and only send what’s needed for the feature to work.
Is the data safe?
Yes, the system is designed with data protection in mind:
- Data is encrypted in transit and at rest.
- OpenAI provides business-grade security (audits, certifications, monitoring).
Does OpenAI use our data to train its models?
- For the way we use OpenAI (via their business/API service):
- Our inputs and outputs remain our data.
- They are not used to train OpenAI’s models or shared with other customers.
- This is different from people using their personal ChatGPT accounts at home.
Are we allowed to do this under GDPR / UK-GDPR?
Yes, provided it’s done properly.
- The school remains the data controller for pupil and staff data.
- Our software acts as a data processor for the school.
- OpenAI is a sub-processor used to provide some features.
The school’s Data Protection Officer (DPO) checks the legal basis (for example, public task/legitimate interests), completes any DPIA, and ensures the right contracts and safeguards are in place.
What this isn’t
Just to be clear:
- OpenAI does not:
- Create advertising profiles for pupils or teachers from API data
- sell personal data sent via the API
- Use your API/business data for general model training