Data protection impact assessment (DPIA): draft

Tool: Teachmate Supplier: Teachmate Ltd (Co. 14972646)
School: [School to complete: school name] Prepared by: [School to complete: name and role] Date: [School to complete: date]

Draft generated by AI Prefect from the supplier’s published documents (checked 2026-10-23). A starting point only; not legal advice. Verify every fact before relying on it.

1. What the tool will be used for

Type of tool	teacher tools
Purpose in our school	[School to complete: what you will use it for, which year groups or staff, and why]
Who will use it	Supplier says pupil-facing: no - teachers only, 18+ [School to complete: number and roles of users]
Personal data involved	[School to complete: e.g. staff names and emails; any pupil data; any special category data (health, SEND, safeguarding)? Avoid where possible]

2. How the supplier handles data

Processor or controller	processor (school is controller, DPA s.2.1)
Where data is stored	UK and EU (AWS, Microsoft Azure); any transfer outside under IDTA/UK Addendum, UK-US Data Bridge or adequacy (DPA s.5)
Trains AI on inputs	no
How long inputs are kept	AI inputs/outputs 28 days; school data deleted 28 days after contract end
Data processing agreement	https://www.teachmate.com/trust/data-processing-agreement Signs individual DPAs: yes - DPA incorporated into the terms
Supplier DPO / UK representative	Not stated by the supplier. [School to complete: contact details]
Minimum age	18+
Other safety notes	Cyber Essentials (per Flint review); no named DPO in DPA (per Flint review)
Lawful basis	[School to complete: e.g. public task (Article 6(1)(e)) or legitimate interests; Article 9 condition if special category data]

3. Risks and how we will reduce them

AI Prefect rating: staff Green, pupils Red.

Risk	Suggested measure	Likelihood / severity	Residual risk
Data may be stored outside the UK/EU (Mixed)	Confirm the transfer safeguards (UK IDTA, standard contractual clauses or adequacy).	[School to complete: low / medium / high]	[School to complete: accepted?]
Minimum age: 18+	Check this against the age of any pupils who will use it.	[School to complete: low / medium / high]	[School to complete: accepted?]
AI output may be inaccurate or biased	Staff review all output before it is used; do not rely on it for decisions about individuals.	[School to complete: low / medium / high]	[School to complete: accepted?]
[School to complete: any other risks]	[School to complete: measure]

4. Sign-off

DPO advice	[School to complete: DPO comments and date]
Decision	[School to complete: approved / approved with conditions / not approved]
Approved by	[School to complete: name, role, date]
Review date	[School to complete: usually within 12 months, or when the supplier changes its terms]

Sources

https://www.teachmate.com/trust/privacy
https://flintk12.com/compare/best-ai-platforms-for-uk-schools
https://www.teachmate.com/trust/data-processing-agreement