WELLBEING A guide to asking the right questions
about AI and data security MARK SOLOMONS, creator of Welbee, the online evaluation and staff wellbeing improvement tool, and six times winner in the ERA Awards, explores AI security and supplier due diligence in this month’s article.
protecting your school community.
1. Does your AI directly process identifiable student, family, or staff data? This question establishes the level of risk. An AI analysing anonymised data is fundamentally different from one processing information linked to named individuals. If identifiable data is processed by AI, it could present significant privacy concerns and complaints from families, students and parents. For staff wellbeing measurement and improvement, the focus is usually on trends, not individual monitoring.
2. Is our institution’s data stored and processed entirely separately from other clients’ data?
This addresses data integrity. So the secure answer is data segregation, where your data exists in its own secure, isolated environment. This prevents data leakage between clients.
T
he integration of Artificial Intelligence (AI) into the tools we use every day is no longer a future prospect; it’s happening now. Our management information systems, learning platforms, and wellbeing survey and improvement tools are increasingly incorporating AI. When used thoughtfully, AI will provide powerful insights to help us better understand and improve a range of outcomes, including staff wellbeing.
This new and rapidly evolving technology also brings with it a critical responsibility: the stewardship of our staff, student and parent data. As leaders, we are the custodians of this sensitive information, and we must be confident that any supplier we partner with treats it with the seriousness it deserves.
While it is important to embrace, rather than fear the technology, the key is in understanding how to effectively use it. While the DfE training launched in June provides support for leaders and staff, the starting point is due diligence. It isn’t about becoming a technical expert; it’s about exercising effective leadership and governance. Before you adopt any new AI- powered system or accept an AI-driven update from an existing supplier, it’s essential to have a clear and comprehensive set of answers. What follows is a guide to some of the essential questions you should be asking. A trustworthy and transparent supplier will not only have answers to these but will welcome the opportunity to discuss them with you. Here are nine questions that you can ask any supplier about how they have developed and use AI. The depth and clarity of their answers will speak volumes about their commitment to
3. How do you ensure and demonstrate ongoing compliance with GDPR, DPA 2018, and the ICO’s Children’s Code? A statement of compliance isn’t enough; you need evidence of an ongoing commitment. Ask for their ICO registration and data protection policies. If the tool is for students, their adherence to the ICO’s Children’s Code is non-negotiable. They should explain how the code’s 15 standards are embedded into the product’s design.
4. Will our data be used to train or fine-tune your general AI models for other clients or future products?
This is about data ownership. Your school’s data is a valuable asset and should be used for your benefit alone. Some suppliers use client data to improve their core AI, either by training AI models or improving their processes, effectively getting free R & D. You need explicit assurance that your data will not be used to improve their AI features without your consent.
5. How is Intellectual Property created by our staff or students protected from unauthorised use by your AI for commercial purposes or broader model training? Content created by your users is their Intellectual Property (IP). There is a risk an AI could absorb this IP for the supplier’s commercial benefit. You need a firm guarantee that any user-generated IP remains your property and is protected from being used for any purpose beyond the service being provided.
6. How are data protection principles embedded into your product from the outset, not just as an add-on? This tests a supplier’s adherence to ‘Data
16
www.education-today.co.uk
Protection by Design and by Default’. Privacy should be foundational to a product’s development, not an afterthought. A provider who has genuinely embraced this will explain their development journey with confidence.
7. How is your AI designed and audited for ethical operation, to avoid bias, and ensure fairness for all users, especially those with protected characteristics?
AI models can inherit and amplify biases, leading to unfair outcomes. A responsible supplier must demonstrate how they combat this. Ask to see their ethical AI framework and evidence of bias testing. They should have a proactive process to ensure their AI operates ethically for all.
8. Is your AI specifically designed, validated, and tested for the unique nuances of the education market?
The education sector is unique. An AI trained on generic business data will not understand the context of a school, leading to flawed insights. The supplier should be able to prove their model was built for education and validated by educators in real-world school settings.
9. How transparent is the AI’s decision- making process, especially when providing recommendations or insights? Can you clearly explain why the AI suggests a particular action?
If an AI suggests an intervention or action, you should be able to understand why. This ‘explainability’ is vital for you to trust the output, apply your professional judgement, and justify your decisions.
AI is already transforming practice and has the potential to revolutionise it. At the leadership level to inform, improve and speed up decision making and at the individual level to remove administrative tasks, reduce workload and improve outputs and outcomes. And much more! I am lucky at Welbee to have a former teacher and headteacher leading our AI and product developments – he knows his onions and makes it easy for me to answer these questions, and more!
Ultimately, AI is a tool. Like any tool, its value is determined by the skill and care with which it is used. By asking questions, you are engaging in the essential due diligence required to establish the right foundations and build a framework of trust and security. Then we can all confidently harness the power of this new technology to accelerate school improvement and support our most valuable asset: our people.
For further information and practical advice, visit:
https://welbee.co.uk
July/August 2025
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40
