Simple, transparent pricing
One price per school, per year. Every feature included. Start with a free 6-week trial.
Most popular
Standalone School
Full platform access for any single school not part of a trust.
£475/school/year
- Full SEMH assessment framework
- Intervention tracking & CES
- ISP & EHCP evidence generation
- Reporting & dashboards
- Parent portal
- Unlimited users & pupils
UK-hosted (AWS London)Zero third-party trackingGDPR compliantPowered by practitioners
Frequently asked questions
For senior leaders, trust boards, and procurement teams
About the Platform
- What is the Phoenix Wellbeing Tracker?
- A web-based assessment, intervention, and reporting tool designed for schools to track and support pupil social, emotional, and mental health (SEMH). It provides a structured framework of 8 wellbeing domains with 40 indicators, enabling staff to assess pupils, plan interventions, track progress, and generate reports including Individual Support Plans (ISPs) and EHCP evidence packs.
- Who developed it?
- The platform was designed by Phoenix Education Consultancy, led by Sarah Johnson (CEO) — a government advisor, President of PRUsAP, and author of three published books on SEMH practice, with over 20 years of experience. The assessment framework, scoring anchors, intervention library, and clinical content are all evidence-based, drawing on developmental psychology, attachment theory, and DDP/PACE approaches.
- How does it align with the SEND White Paper 2026?
- The SEND White Paper introduces a legal duty for Individual Support Plans (ISPs) from September 2029. The Wellbeing Tracker was designed with ISP generation built in from the start — capturing identified needs, support in place, intended outcomes, and reasonable adjustments. The Parent Portal supports mandated parent/carer visibility, and the platform generates EHCP evidence packs for the most complex cases.
- What age ranges does it cover?
- EYFS (ages 3–5) through to Post-16 (ages 16–18). Scoring anchors are adapted for seven age bands to ensure developmental appropriateness. The 8 wellbeing domains and 40 indicators remain consistent across all ages, with age-adapted observable behaviour anchors for every stage.
Data Protection & GDPR
- What type of data does the platform process?
- Children's personal data and special category data under GDPR Article 9 — including pupil names, dates of birth, SEMH assessment scores, staff observations, intervention records, and ISP documentation. All pupil data is treated as special category data requiring the highest level of protection.
- What is the lawful basis for processing?
- Schools are the data controllers. The lawful basis is typically GDPR Article 6(1)(e) — public interest (education). For special category data: Article 9(2)(g) — substantial public interest, supported by the Data Protection Act 2018 Schedule 1, Part 2, Paragraph 18 (safeguarding of children). Phoenix Education Consultancy acts as the data processor.
- Do you provide a Data Processing Agreement (DPA)?
- Yes. Every school or trust signs a DPA before going live, covering the nature and purpose of processing, data categories, retention periods, sub-processor obligations, breach notification procedures, and data subject rights. Schools can request amendments.
- How long do you retain data?
- Configurable per school, with a default of 72 months (6 years) from the date a pupil leaves — aligned with DfE recommendations. The system sends a warning email 30 days before deletion, giving time to export records.
- What happens when a pupil leaves the school?
- Their data is retained for the configured period. A SENCO Handover Pack (PDF) can be generated containing full assessment history, intervention records, and notes for the receiving school. After the retention period, all data is permanently deleted and logged in the audit trail.
- Can schools export their data?
- Yes. Administrators can request a full export at any time — a ZIP of CSV files covering pupils, assessments, scores, interventions, observations, ISP plans, check-ins, and alerts. On cancellation, schools get a 90-day window to export before deletion.
- Do you carry out a DPIA?
- Yes. Processing children's special category data at scale requires a DPIA under GDPR Article 35. We provide a completed DPIA template that schools can review and adopt as part of their own documentation.
Security & Infrastructure
- Where is the data hosted?
- All data is hosted in the UK on Amazon Web Services (AWS), specifically eu-west-2 (London). No data leaves the UK. The database runs on AWS RDS (PostgreSQL) with automated backups. File storage uses AWS S3 with server-side encryption. Email is sent via AWS SES, also in the London region.
- Is data encrypted?
- Yes, at every layer. In transit: TLS 1.2+ (HTTPS enforced). At rest: AES-256 encryption on the database and S3 storage. Passwords are hashed using Argon2id — the current industry-recommended algorithm, resistant to GPU and ASIC attacks.
- How do you handle authentication and access control?
- Email and password authentication with role-based access control (RBAC). Five school-level roles with specific permissions. Sessions use HTTP-only secure cookies with SameSite=Strict protection. Sessions time out after 30 minutes of inactivity (8-hour absolute max). Login is rate-limited to 5 attempts per 15 minutes.
- How is data segregated between schools?
- Every database query is automatically filtered by school ID. A teacher at one school cannot access data from another, even via direct URL manipulation. Trust users can view aggregated data across their schools only. The platform admin layer is entirely separate.
- Is there an audit trail?
- Yes. Every significant action is logged — creating, reading, updating, and deleting records, plus report exports, logins, and logouts. Each entry records the user, role, action, affected record, IP address, browser info, and timestamp. Audit logs are retained indefinitely.
- Do you use any third-party tracking or analytics?
- No. Zero third-party tracking, analytics, advertising pixels, or data collection tools. No data is shared with Google, Meta, or any other third party. The only external services are AWS infrastructure — all within the UK.
Pupil Privacy & Safeguarding
- How does the platform protect small cohort data?
- Any cohort report with fewer than 5 pupils has its data suppressed automatically to prevent identification. This threshold is built into the reporting engine and cannot be overridden.
- What can parents see?
- Parents see RAG status (not raw scores), active interventions with plain-language descriptions and home strategies, ISP documents, and the next review date. They cannot see other pupils' data, staff observations, raw scores, or internal notes. The Parent Portal can be enabled or disabled per school and per pupil.
- Is the platform suitable for safeguarding purposes?
- The platform supports safeguarding through audit trails, alert generation for score declines, vulnerable group flagging (Pupil Premium, EHCP, SEND Support, LAC, PLAC, Forces, Young Carer, EAL), and root cause identification with safeguarding prompts. It complements — but does not replace — your DSL or safeguarding recording system (e.g. CPOMS, MyConcern).
Pricing & Contracts
- How does the free trial work?
- Every school gets a 6-week free trial with full access to all features — no credit card required. Six weeks is enough to complete a full assessment cycle so you can evaluate with real data. At the end, add a payment method to continue. If you choose not to, your data is available for export for 90 days.
- How does billing work?
- Individual schools pay by card (Stripe) on an annual subscription. Trusts and local authorities can pay by purchase order — we generate a formal invoice with your PO number, payable within 30 days by BACS. Education subscriptions are VAT-exempt.
- Can trusts add schools gradually?
- Yes. Start with a pilot group and add schools at any point during the subscription year. Each school added is billed at the trust per-school rate and pro-rated for the remainder of the current period.
- What are the cancellation terms?
- Subscriptions auto-renew annually. 60 days' written notice required before the renewal date. The platform remains accessible until the end of the paid period, followed by a 90-day grace period to export all data.
- What happens to our data if we cancel?
- You have 90 days to export everything — pupils, assessments, scores, interventions, observations, ISP plans, check-ins, and alerts — as a ZIP of CSV files. After 90 days, all data is permanently and irreversibly deleted, with a confirmation provided for your records.
Implementation & Support
- What do we need to get started?
- Nothing to install — it's entirely web-based. Staff access it through any modern browser on any device. You need an internet connection and school email addresses. Setup takes approximately 30 minutes: create your school profile, upload your logo, invite staff, and add pupils.
- How do we import pupil data?
- Add pupils individually or import in bulk via CSV. We provide a template with the required fields. If you use a MIS such as BromCom or SIMS, you can typically export a compatible CSV directly.
- What training is provided?
- The platform is designed to be intuitive — assessment scoring uses observable behaviour anchors so staff know exactly what each score means. For schools and trusts wanting hands-on support, Sarah Johnson can deliver training sessions covering the assessment framework, intervention planning, and report interpretation.
- Is there ongoing support?
- All subscriptions include email support. Trusts get a dedicated onboarding process and regular check-ins during the first term. Clinical and practice queries can be directed to Sarah Johnson.
Technical Details
- What technology is the platform built on?
- Next.js (React) front end, PostgreSQL back end, hosted on AWS managed services in the UK (London region). PDF reports generated server-side. Email via AWS SES. Single-tenant database with school-level data segregation, running on AWS App Runner with auto-scaling.
- Does it integrate with our MIS?
- MIS integration (starting with BromCom) is on the roadmap. Currently, pupil data can be imported via CSV. API-based real-time sync with BromCom, SIMS, and Arbor is planned. The data model already supports external system identifiers.
- Is it accessible on mobile devices?
- Yes. Fully responsive on tablets, smartphones, desktops, and laptops. The assessment interface is optimised for touch input. For detailed reports and administration, a larger screen is recommended.
- What is your uptime commitment?
- The platform runs on AWS managed services with built-in redundancy, automatic scaling, health monitoring, and automated backups with point-in-time recovery. We are working towards a 99.9% uptime target for commercial launch.