For organisations
Saphe Tech is sold to organisations, not individuals. Onboarding is deliberately structured so that the governance is in place before a single personal record exists.
Onboarding, step by step
- 01
Register your organisation
Tell us who you are, what kind of setting you run, and who your named data protection contact is. Nothing about any individual is collected at this stage.
- 02
Review and sign the data processing agreement
Your organisation is the data controller; Saphe Tech is your processor. The DPA sets out exactly what we may do with your data, where it is stored, and how it is deleted. It must be accepted before any personal data can be entered.
- 03
Set up roles and access
Invite your team and assign roles — administrator, safeguarding lead, catering, teaching staff. Each role sees only the records its work requires, and every access is logged.
- 04
Capture consent, then records
Send consent requests to parents and carers. Records are only created once consent is recorded, and families can review, correct or withdraw at any time.
- 05
Run your review cycle
Set your own review intervals for plans, medication expiry and staff training. Saphe Tech prompts your team and keeps the evidence trail your inspectors will ask for.
Role-based access
Access is least-privilege by default. You can tighten any role further; you cannot accidentally grant blanket access to everyone.
Organisation administrator
Full configuration, member management, DPA and retention settings, exports.
Safeguarding / welfare lead
All individual records, healthcare plan documents, medication register, incident notes.
Catering team
Dietary requirements relevant to meal service, menus and recipe ingredient records. No clinical documents.
Teaching / care staff
Only the individuals in their assigned groups, and only the summary fields their role needs.
Ready to start?
Registration takes a few minutes and commits you to nothing until the data processing agreement is signed.
Saphe Tech is an administrative record-keeping and workflow tool. It does not provide medical, clinical, dietary or legal advice, does not diagnose or treat any condition, and does not determine whether a food is safe for any individual. Those decisions always rest with the organisation, its qualified staff, and the information given by parents, carers, clinicians and manufacturers.