Third-party access
Parents, payers and sponsors: what they see, on what legal basis, and what the student controls.
The platform
Data and privacy
A student information system holds national ID numbers, grades, money and sometimes health. Wise Ed lets each person open only what their work needs, keeps a record of who did what, keeps the most sensitive records out of every integration, and lets the school take all of its data out whenever it wants.
- Rights checked by the server, not only hidden on the screen
- Every look at health or accommodation records logged
- The full export needs nobody at Wise Technologies
Roles built from the menu
- A role is a list of menu items it opens, each as “view” or “view and change”. Whoever administers Wise Ed at the school makes as many roles as the school needs, and gives a person one or several.
- A role narrows, it never widens. Who is an office user at all is still decided on the person’s record; a role only says which screens that person opens.
- Checked by the server. Every call of the office passes one check before anything is read or written, so a screen that is not on the menu cannot be reached by typing its address either.
- Roles per campus. At a school with several campuses, a role can be limited to some of them: a clerk at one campus sees that campus’s students only, in every list and every record.
- Asked before it changes everybody’s screen. Until a school makes its first role, everybody sees what they saw before; making the first role and deleting the last one are asked about first.
- Lecturers and students are not office users. Lecturers see their own exam records and months; a student sees only themselves.
Every change on record
- Who, when and what, for every change in every module, field by field, in the school’s own log — worded in the office’s thirteen languages.
- Nothing quietly rewritten. A grade is corrected by a new entry, an invoice by a credit note, a document by a new issue; the old one stays readable.
- Exports are logged too, and exporting a list is a right of its own in the roles.
Health, support and accommodations
The strictest part of Wise Ed: special categories of personal data, kept apart from the rest.
- Their own rights. Support and health entries, disciplinary cases and accommodation documents are screens of their own in the roles. At a school without roles, only whoever administers Wise Ed at the school opens them.
- Every view logged. Each look at a health or support entry, a disciplinary case or an accommodation document is on record, with every change and every refused attempt — who, when and which record, never the text itself.
- The adjustment travels, the reason does not. An examiner reads “extra time 25 %, a separate room” on the exam record; never the kind of entry, never the diagnosis. See accommodations.
- Never out of Wise Ed through an integration. The API, Zapier and webhooks do not read these records at all, and parents, payers and sponsors never see accommodations.
- Ended accommodations are kept as long as the school decides, 3 years by default, and erased by the nightly job once that time has passed.
Consents, and who looked
- Consents kept as evidence, per person and purpose, never rewritten. A segment or an export of relationships and alumni leaves out anybody without the consent; including them takes a reason, which is logged.
- An adult student decides who sees what. Parents, payers and sponsors see only what the student grants, per person and per part of the study, and a grant withdrawn works at once. See third-party access.
- The student sees who looked. Each look of a third party is recorded, the third party is told so, and the student reads who looked at what. The record is kept 3 years by default; the school can set it shorter or longer.
- Students’ own message preferences are respected, including no text messages; only notices the school marks essential reach everybody.
Data protection impact assessments
Two templates for the school’s data protection officer, for the two parts of Wise Ed that most often need one. Each is a starting point the school completes for itself.
Accommodations
Adjustments for students with special needs: what is kept, who sees it, and for how long.
The full export
Everything the school keeps in Wise Ed, in one ZIP file, in open and documented formats — whenever the school wants it, without us.
How data comes in, and how lists go out, is on data in and out.
- One button. The server prepares the file in the background while the office does something else, and the office downloads it when it is ready.
- One CSV file per table of Wise Ed, the timetable’s catalogues the records point at, the timetable itself as dated lessons and bookings, and the records of the timetable’s student modules.
- The real files: attachments of requests, theses and decisions, named from the row that holds them.
- Described inside the file: a README, a description of every table and column, schema.json for programs, and SHA256SUMS, a checksum of every file that proves nothing was changed.
- Credentials stay behind. Passwords, access keys and other secrets are not data about anybody; their columns stay empty, and a list inside the file names every one.
- A right of its own in the roles. At a school without roles, only whoever administers Wise Ed at the school holds it. Every request and every download is in the school’s own log.
- Kept 7 days, then deleted from the server.
- Open for 90 days after a licence ends. During that time every Wise Ed screen leads to the export, so the school can still take its data out.
- Never switched off. The export lives among the school’s own settings, which no module switch can hide.
Questions about data and privacy
Can a clerk see only her own campus?
Yes. A role limited to some campuses sees those campuses’ students only, and the server checks it on every call, not only the screen.
Who can see a student’s health information?
Only a person whose role opens that screen — at a school without roles, only whoever administers Wise Ed. Every look is logged. Examiners see the adjustment, never the reason.
Does any of it go to Zapier or our other systems?
Health, support, accommodation and disciplinary records never do. For everything else the school decides which personal fields may leave; see integrations.
Do we have to ask Wise Technologies for our data?
No. Whoever holds the right presses the button and downloads the file. It stays possible for 90 days after a licence ends.
Is there a template for our data protection impact assessment?
Two: one for third-party access and one for accommodations, linked above. Each is a starting point the school completes for itself.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.