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Trust pack · current as at 26 September 2026

Outleap AI Safety Policy (School-Facing Template)

A template policy on AI feedback in Outleap: what it is for, what it must not be used for, and who is accountable.

These documents describe the new Outleap, which reaches schools on 2 November 2026. Schools using Outleap today can ask for their current copies at hello@outleap.io.

Download (.docx) Download (.md)

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 feedback is named as AI feedback in this policy and in Outleap's privacy notices, and is advisory.
  4. Minimum necessary data: Only required context is sent to an AI service provider, for feedback, drafting support the student asks for, sorting evidence or reading a page.
  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, advisory feedback on UCAS three-question statements. Feedback is bounded to the student's own draft and is visible to staff through normal product views; automated safeguarding alert delivery, staff routing and review holds are not part of the service.
  • Support consistency and efficiency across feedback rounds.
  • Provide advisory feedback on students' own CVs, cover letters and application answers where enabled for the school. When a student asks, Outleap can also build a first CV from the student's own evidence (where the school's CV setting allows it) and reword one CV point the student chooses; neither changes the student's work unless the student chooses it. Feedback on a cover letter or an application answer can include suggested wording, which is stored with the feedback in the student's record and is not shown in the product views.
  • Provide staff with context for coaching conversations.

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.
  • Presenting AI feedback as approved school guidance; it is AI-assisted support, not school-authored advice.

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.
  • Statement feedback is advisory and visible to staff through normal product views. Safeguarding escalation remains owned by the school's usual route; automated alert delivery and routing are not part of the service.
  • Suggested wording, where used (a first CV built from the student's own evidence, a reworded CV point, or wording stored with feedback on a cover letter or an answer), must stay bounded to the student's own material, changes nothing until the student chooses it, 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, and compliance.
  • Outleap admin: provisioning, cohort setup, support and recovery operations in the current first-school product. Outleap staff are not the normal educational release owner.

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: To fill in: Name + role
  • School safeguarding lead: To fill in: Name + role
  • Supplier contact: Jesse Merrigan (Director, Outleap Limited). General, privacy and data-rights contact: hello@outleap.io
  • Last review date: To fill in: YYYY-MM-DD
  • Next review date: To fill in: YYYY-MM-DD

11. Related Documents

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

This is a template document. School-specific fields require completion and legal review before use.

For questions, and for privacy and data-rights requests, email hello@outleap.io.