Groupcall Integration

Please use this button to log in to Groupcall and consent to the data sharing agreement below for your Piota App.

Consent to Data Sharing

Introduction

This document forms an additional Data Sharing Agreement (DSA) with you for Groupcall. In order to use Groupcall Xporter your organisation must understand and accept this agreement.

What is Groupcall Xporter?

Groupcall Xporter is a mature and versatile extraction/translation tool that specialises in connection to school and college MIS systems. It extracts data to an agreed format for a customer and then delivers the data using an agreed method.

Groupcall Xporter extends typical extraction tools by providing:

• A randomising scheduler
• Remote web-based monitoring and management
• Support for multiple sets of extraction scripts in a single installation (i.e. multiple customers)
• Delta generation and change tracking.

Groupcall Xporter is used by approximately 75% of Secondary and 45% of Primary schools in the United Kingdom. Groupcall Xporter enables real time data extraction for Schools, Academy Groups, Local Authorities, Broadband Consortia and Third Party Organisations.

Xporter Data Movement Overview

Xporter is an automated solution to securely collect and deliver data to a chosen location or system. The system allows organisations to define what data is collected and how frequently. Xporter runs in each establishment, hosted, or cloud environment, to extract the required information from the Management Information System (MIS) and transfer it securely and in a uniform format to the desired location, regardless of the source MIS type.

The ability to instigate multiple extracts means each extract can deliver different data at different times.

Xporter Transfer and Use of Personal Information

Groupcall Xporter facilitates the extraction of data between MIS and 3rd party systems such as learning platforms, cashless systems, library services and of course Piota Apps.

The extent of Personal Information shared with other systems will depend upon each 3rd party’s requirements and you must have an explicit DSA to that effect with each partner.

Piota Apps require the school scope of data for use in the registration system for your Piota app and you will already have a DSA with Piota as part of your written contract for service.

There are also Groupcall products that use Xporter for data extraction and transfer, each with its own agent.

Groupcall Emerge is an example and there are specific DSAs for this and each of the Groupcall products. For more information about other Groupcall products and relevant DSAs please visit http://support.groupcall.com/data-sharing-agreements/

Groupcall Xporter Extracts are pre-determined and must be agreed to by the Data Controller prior to being ‘switched on’. The owner of the system(s) in receipt of Xporter extracts is considered to be the Data Processor.

The Data Processor must have sufficient agreements in place with the Data Controller when using Groupcall Xporter to transport data, including Personal Information. Schools must ensure that, as Data Controllers, they have the ability to share data in this way and that they consider there to be appropriate measures in place to ensure that the data is held securely and confidentially.

For a more detailed explanation of what constitutes Personal Information and the roles and responsibilities of people responsible for data, please see http://support.groupcall.com/data-privacy-summary/

Groupcall Xporter is a mechanism for the automated extraction and transport of system data. Data deltas are cached in Groupcall Xporter for an agreed time period in-line with 3rd party requirements. Data stored by Xporter includes system logs for audit and restore purposes. Each Xporter Extract will have a defined set of data fields that it can pull from an application and transport onwards.

Groupcall has taken all reasonable measures to ensure the safety and security of data, including Personal Information. We have processes in place, in line with ITILv3 guidance for Continual Service Improvement, to ensure that all reasonable measures are taken to maintain compliance with relevant parts of the 1998 Data Protection Act.

Use of Data

The Use of Data policy is provided for schools to ensure that, as data controllers they have the ability to share data, and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially.

This document sets out how Groupcall supports these objectives.

Groupcall and its suppliers will be acting as ‘data processors’ as defined by the 1998 Data Protection Act. Groupcall has taken all reasonable measures to ensure the safety and security of the personal information, and continues to review these measures on an on-going basis.

Xporter Data Security

This information gives details of the management of data security in relation to the use of Groupcall Xporter, which schools may wish to use.

MIS data is extracted using Xporter software and Groupcall provides input, working in good faith, to partners to ensure that data transfer is compliant.

The mechanism Xporter uses to access the school MIS system requires initial setup by the school, or MIS provider, with full support from Groupcall.

Access can be revoked at any time.

Groupcall Support Personnel & Data Security

The Support team at Groupcall are able to resolve or advise you on any technical issues that you encounter while using Groupcall products, however they are unable to advise on any other issues affecting Piota products and in such instances you should rcontact Piota directly.

Often it is necessary for a Groupcall support technicians to view the issue with you, in order to diagnose it fully and offer a solution. In circumstances where support technicians need to view the issue with, you they may use remote access tools to view your computer with you, in which case you should remain at your computer and supervise the entire session. All of our remote sessions allow you to retain control and allow you to terminate the session at any time. If your issue escalates and an additional support technician is required, then additional Groupcall staff may join the remote session.

If your issue is a platform issue or requires changes to your account configuration, then Groupcall staff may perform such configuration on your behalf from our secure management platform without requirement for remote access.

You are reminded that you should avoid sending personal information, such as student/contact records, to Groupcall or to Piota directly. You certainly should only send such information when supported by strong encryption, if there is an explicit requirement to do so. Groupcall or Piota staff will advise the most secure method for transfer if there is such an explicit requirement.

Xporter Updates

Once installed, the Xporter client requires little maintenance, as a built-in update facility ensures it is never more than 4 hours out of sync with the very latest version, which ensures the security and integrity of your data.

To further maintain the integrity of the software and to minimise the risk of data extraction errors, Groupcall adheres to ITILv3-based release management cycle and this exhaustive testing together with thorough documentation and rollback support give you and us peace of mind!

Xporter Data Lifecycle

Your data’s point of origin remains in the controlling system and is transported via Groupcall Xporter based upon agreed rules, in-line with 3rd party specification.

Data deltas are cached in Groupcall Xporter for an agreed time period in-line with 3rd party requirements, on the host server. Any data, or information, stored in a third party system is subject to agreements between the Data Controller and Data Processor. Groupcall are involved until the point of data receipt.

Privacy Policy

This forms part of the application process to use relevant Groupcall Products. The Head Teacher or an authorised member of staff will agree to have read and understood the terms and conditions outlined below:

Who is responsible for managing my information?

The Groupcall Product in question is provided by Groupcall Limited (“Groupcall”) and its suppliers. We are responsible for ensuring that your data is adequately protected in relation to the operation of the Groupcall Product platform in question.

Who can I contact if I have queries about this privacy policy?

If you are already a Groupcall customer then please contact Groupcall Support. If you are a prospective customer then please contact our sales team by emailing sales@groupcall.com or call 020 8502 7344.

Will you ever update this privacy policy?

We may update this privacy policy from time to time and we will send notification to your main account contact if this is the case. For specific optional functionality within a Groupcall Product, we may also issue appendices to this agreement.

How can I update my data?

The data in the Groupcall Product reflects the data in your school MIS system, hence to correct any inaccuracies in the Groupcall Product you should correct the data in your MIS and allow an overnight update to occur.

If it is important that data changes are shown in the Groupcall Product more urgently. For example, if a parent has been restricted from contact with their child by court order, then you can contact Groupcall Support for assistance, by emailing support@groupcall.com or call 020 8502 7344.

What information do we collect?

We collect students, staff and parental contact and grouping information such as school record identifiers, names, gender, date of birth, electronic contact details, language preference and recent attendance marks. The full information we collect is detailed under the "Transfer and Use of Personal Information" section. For each specific product's see, Data Sharing Agreements.

Xporter Browser Cookies

Groupcall Xporter is not a browser-based service and therefore does not rely upon Internet browser cookies for any functionality.

Further assistance

If you need further assistance please contact Piota support in the first instance.