Outleap AI Safety Policy (School-Facing Template)

Status: Approved baseline template. Adapt through your school safeguarding and governance process before local adoption.

1. Purpose

This policy defines how AI-assisted feedback in Outleap is governed so that student outcomes, fairness, and safeguarding are protected.

2. Scope

Applies to Outleap usage by:

• outleap_admin
• school_admin
• teacher
• student

3. Operating Principles

1. Human accountability: School and authorised staff remain responsible for decisions and published guidance.
2. Safeguarding first: Any welfare concern takes priority over workflow speed.
3. Transparency: AI assistance is used as part of a supervised educational process.
4. Minimum necessary data: Only required context is sent for feedback generation.
5. No hidden student profiling: No automated high-stakes decisions are made solely by AI output.

4. Intended Use

Current intended use (the processing in place today):

• Help students structure their own evidence into reusable Evidence Bank records.
• Generate structured draft feedback on UCAS three-question statements for staff review and release.
• Support consistency and efficiency in staff-released, managed feedback cycles.
• Draft reference content where references are enabled for the school, for staff review and finalisation.
• Provide staff with context for coaching conversations.

Future scope (not current processing): CV, cover-letter and competency-answer workspaces for non-university routes are in development. They are not part of current AI processing, and this policy would be updated and agreed with the school before any such workstream is enabled.

5. Prohibited Use

• Treating AI output as final without authorised review.
• Using AI output as the sole basis for safeguarding judgments.
• Entering unrelated sensitive personal data into prompts/workflows.
• Sharing student statements or feedback outside approved school/supplier systems.

6. Safety Controls in Service Operation

• Role-scoped access controls and school-level tenancy boundaries.
• Audit logging for key admin and publication actions.
• Logging policy that avoids student statement text and AI output content in application logs.
• Managed review before student-facing AI feedback is released in new school setups.
• Student-facing drafting suggestions, where used, must stay bounded to the student's own material and must not be presented as approved school guidance.

7. Current Rollout Model

• Student: own records only.
• Teacher: assigned-student workspaces only.
• School admin: school-scoped settings, cohorts, references, and compliance.
• Outleap admin: provisioning, cohort setup, statement-feedback publishing, and recovery operations in the current first-school product.

8. Safeguarding Handling

If content raises concern (for example self-harm, violence, hate, or safeguarding risk):

1. Follow the school's safeguarding policy and DSL route.
2. Record handling actions in approved staff systems.
3. Restrict safeguarding notes to authorised staff only.
4. Do not expose safeguarding-only notes in student-facing views.

9. Quality and Bias Review

• Review sample outputs regularly for quality and fairness.
• Record incidents, near misses, and corrective actions.
• Update prompts/processes through controlled change and testing.

10. Roles and Accountability

• School policy owner: [Name + role]
• School safeguarding lead: [Name + role]
• Supplier contact: Jesse Merrigan (Director, Outleap Limited), hello@outleap.io
• Last review date: [YYYY-MM-DD]
• Next review date: [YYYY-MM-DD]

11. Related Documents

• Data Processing Agreement
• DPIA
• Data Retention Policy
• School safeguarding policy
• School acceptable use policy