Trust Centre
P16 runs sixth form admissions from online application to enrolment day, and this pack answers the questions your business manager, data protection officer and IT lead will ask before you sign.
At a glance
| Question | Answer |
|---|---|
| Who is the supplier? | Educoda Ltd, company 16434698, ICO registration ZB949031 |
| How long has it been running? | Since 2018 at Brampton Manor Academy; 15,000+ applications in the last three cycles |
| Where is data stored? | Germany: servers in Nuremberg, uploaded files in Cloudflare's EU region, email sent from London |
| Does it connect to our MIS? | Yes: students come in through Wonde, and enrolled students go back as a CTF or ATF file |
| Can you move our data from our current system? | Yes, we import your existing records at no charge |
| Does it follow the School Admissions Code? | Yes, Admissions Code mode is on by default |
| How long does setup take? | Up to five days, done with you on a call |
| What does it cost? | From £575 a year, every feature included, no setup or training fee |
Data protection
Your school stays the controller of the admissions data it receives, and Educoda processes it only on your instructions.
- DPIA: we send a pre-filled data protection impact assessment, so your DPO only needs to review it and add school-specific details.
- Data processing agreement: Schedule 1 of our School Services Agreement covers UK GDPR Article 28 terms. Sent with your quote.
- Sub-processors: Hetzner (hosting and backups, Germany), Cloudflare (security, file storage and encrypted backups, EU), AWS (email, London), Ideal Postcodes (address lookup), Sentry (error monitoring, no names or emails sent), Stripe (payments) and Wonde (MIS integration, UK, where your school connects it). Full list and safeguards are in our privacy policy. We give 30 days' notice before adding or replacing a sub-processor.
- Breach notification: we tell your school within 24 hours of confirming a personal data breach that affects its data.
- Retention: fixed periods, for example up to 7 years for enrolled students and 2 years for unsuccessful applications, or as your school instructs; encrypted backups for up to 13 weeks.
- Children's data: Educoda never sells data and never markets to students or parents.
- Rights requests: students can correct their own profile; we pass requests about school-held data to you promptly.
Security
Every control below is live in production today; only the certification is still in progress. The database server accepts connections only from P16's own servers over a private network, behind a cloud firewall.
| Area | What P16 does |
|---|---|
| Logins | Argon2 password hashing, MFA (enforceable for staff, mandatory for admins), sessions end after 60 minutes idle |
| Access | Role-based permissions that can expire, full audit log of who has access |
| School separation | Each school's data is isolated on every request; staff cannot see another school's applicants |
| Encryption | TLS 1.2/1.3 for all traffic; AES-256 at rest for the database, uploaded files and backups |
| Documents | ID and results documents in private storage, opened only through time-limited signed links |
| Payments | Handled on Stripe-hosted pages; card details never reach P16 |
| Resilience | Cloudflare DDoS and bot protection, real-time error alerts; encrypted backups every week and night plus continuous archiving, held in two locations (Germany and Cloudflare R2, EU) |
| Development | Automated tests and static analysis on every change; pinned dependencies |
| Certification | Cyber Essentials in progress |
Full detail at p16.uk/security.
MIS integration and data migration
P16 connects to your MIS through Wonde, so student data comes in without re-keying and enrolled students go back in a format every MIS accepts.
- Into P16: import your own Year 11 students and their details from your MIS, so internal applicants start with their records already filled in.
- Out of P16: enrolled students go into your MIS as a CTF or ATF file, the DfE's standard transfer formats, which every MIS imports and validates. CSV exports cover governors and reporting.
- Switching from another system: we import your existing records at no charge, and you get 20% off your first year.
- Returning schools: copy last year's subjects and settings in one click.
School Admissions Code
P16 keeps sensitive data out of admissions decisions by design, in line with the Code and the January 2026 adjudicator determination on sixth form application software.
- Admissions Code mode is on by default for new schools.
- Until a student enrols, staff see only what bears on your published admission arrangements. Ethnicity, religion, SEN, FSM, medical needs, references and ID documents stay locked.
- Decisions use the student's own predicted grades, never a referee's.
- A rejection on predicted grades is never final: any student whose results meet your entry requirements can enrol on results day.
- A checklist per cohort flags anything the Code would not allow, such as a missing PAN for external applicants.
Your school remains the admission authority, so your published arrangements still need to match. See our School Admissions Code approach.
Support, onboarding and results day
You get a named contact, not a support queue, and we are available on results day.
- Try first: a one-week trial environment with sample data, no commitment.
- Setup: up to five days. We configure your branding, cohorts, subjects and entry requirements with you on a call, so no training session is needed.
- First cycle: onboarding help for your first cohort.
- Results day: we are on hand throughout if anything comes up.
- Ongoing: email support included for every school.
Documents available
Ask and we will send any of these.
| Document | Where |
|---|---|
| Pre-filled DPIA | p16.uk/trust-centre/dpia (read online or download as Word: Word download) |
| Data processing agreement | Schedule 1 of the School Services Agreement, sent with your quote |
| Privacy policy and sub-processor list | p16.uk/privacy-policy |
| Security overview | p16.uk/security |
| School Admissions Code approach | p16.uk/admissions-code |
| Brampton Manor case study | p16.uk/customers/brampton-manor |
| Cyber Essentials certificate | Available once certified |
Contact: [email protected] · Data protection: [email protected]
See it against your own admissions process
A 15 to 30 minute walkthrough, a price based on your student numbers, and a one-week trial environment if you want one.