This policy explains how Edaro uses Artificial Intelligence within our software to support Multi Academy Trusts with better oversight of agency supply spend, safeguarding data and candidate information.

Our Approach to AI

Edaro uses AI to read and interpret documents that Trusts already receive, such as invoices, time sheets, safeguarding details and agency terms of business.

The AI organises this information and presents it on a clear, easy-to-understand dashboard for both Trust and Academy leaders.

The AI is designed to support decision-making, not replace it. All decisions remain with Trust personnel.

What Our AI Does Not Do

It does not make recruitment decisions.
It does not replace safeguarding checks carried out by the Trust.
It does not access information without permission.
It does not share or sell data.

Accuracy and Human Oversight

While our AI is designed to read and structure information accurately, Trust staff always retain oversight.
Users can review, amend or remove data within the system.

Security and Data Protection

All AI processes follow UK GDPR requirements.
Data is stored securely within the UK.
Only authorised users within a Trust can access their information.

Responsible Development

Edaro continuously reviews and improves its AI to ensure it remains safe, transparent and aligned with DfE expectations.
Feedback from Trusts helps us further develop the tool.

EDARO’S ENVIRONMENTAL & SOCIAL RESPONSIBILITY POLICY

Edaro is committed to reducing environmental impact, supporting responsible use of AI, and contributing positively to the education sector.

Environmental Principles

Our software reduces the need for physical paperwork within Trusts by digitising agency supply documents, contributing to lower resource usage.

We use cloud-based infrastructure designed for energy efficiency and minimal waste.

We prioritise suppliers and partners who follow sustainable practices.

We monitor our operations and look for opportunities to reduce our carbon footprint.

Social Value

Edaro is built to support Multi Academy Trusts in making better, data-driven decisions that ultimately benefit pupils, staff and local communities.

We actively listen to Trusts, adapting the software to meet real-world needs.

We engage with the DfE and educational bodies to align our approach with national priorities.

Responsible Use of Technology

We promote transparency in how our AI works and ensure it is used safely and responsibly.

Human oversight is always required, and Trust staff remain in control.

We avoid unnecessary data collection and only process information needed for the service.

Continuous Improvement

Edaro regularly reviews its environmental and social commitments and identifies ways to improve sustainability, ethical use of AI and community impact.

EDARO’S PRIVACY POLICY

Edaro provides software that helps Multi Academy Trusts gain visibility and insight into their agency supply spend and related data. This privacy policy outlines how we collect, process and protect personal data.

What Data We Collect

We may collect the following types of data when a Trust uses our software or engages with us:
Contact details for Trust staff (name, email, phone, job title).
Candidate and agency information contained within invoices, time sheets, safeguarding records, and related documents uploaded by the Trust.
System usage data (login activity, audit logs).
Website form submissions (demo requests, enquiries).

How Data Is Used

We process data in order to:
Provide and maintain the Edaro software.
Enable the AI to read documents uploaded by Trusts.
Generate dashboards and reports.
Provide support and training.
Improve the overall performance and accuracy of the software.

Legal Basis for Processing

Data is processed under:
Contractual necessity – providing the software and agreed services.
Legitimate interests – improving the software and supporting Trust operations.
Consent – when individuals explicitly provide their details on our website or request contact.

Data Sharing

Edaro does not sell or share data with third parties for marketing.
Data is only shared where legally required or as part of delivering the service (for example, secure hosting providers).

Data Storage and Security

All data is stored securely in the UK or in UK-compliant data centres.
Access is restricted to authorised personnel.
Encryption is used in transit and at rest.

Retention

Data is retained only for as long as necessary to deliver our service or meet legal obligations. Trusts may request deletion at any time.

Your Rights

Individuals can request:
Access to their data.
Correction of inaccuracies.
Deletion where applicable.
Restriction of processing.

Requests can be made via our contact details below.