Groupcall Limited

Groupcall Xporter Suite

MIS data service and GDPR compliance tool that automatically & securely collects data from schools and delivers it to Local Authorities, MATs & 3rd party organisations. Customers define what data is required for collection and Xporter extracts from the MIS and transfers it securely via RESTful APIs for on-demand consumption.


  • Automatically and securely collects MIS data from schools
  • GDPRiS provides a platform for School GDPR compliance
  • Delivers the extracted data in a uniformed format
  • Supports all major UK MIS Platforms
  • Deliver data to Local Authority, MATs & third party systems
  • XVault data aggregation tool to collect data from multiple sources
  • Xporter On Demand cloud RESTful API service for on-demand consumption
  • Decide what data and what frequency as required
  • Dashboard - powerful monitoring and reporting tool
  • Write back of data to MIS also available


  • Automated data extraction and provisioning
  • Reduces administration burden and training
  • School keeps MIS up to date, Xporter does the rest
  • Extract data to provision third party systems (catering, library etc.)
  • Manage one dataset (MIS) and use it many times
  • One central dataset (MIS) ensures all others remain accurate
  • Ensures compliance with DPA and EU GDPR
  • Enables schools to manage and maintain GDPR compliancy requirements
  • Cloud based GDPR platform that supports schools at all levels
  • Manage GDPR Audits, supplier data mapping and staff GDPR awareness


£45.00 to £75.00 per instance per year

  • Free trial available

Service documents

G-Cloud 9


Groupcall Limited

Steve Baines

0208 506 6190

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints Supported browsers are as follows:
• Internet Explorer 10+
• Microsoft Edge (latest version)
• Firefox (latest version)
• Chrome (latest version)
• Safari (latest version)
System requirements Internet access is required

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Usually within 1 hour and often sooner. Instant response email provides support case reference with technician follow up thereafter
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support Web chat
Web chat support availability 9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard WCAG 2.0 AA or EN 301 549 9: Web
Web chat accessibility testing None
Onsite support No
Support levels Support is included without additional cost offering email, telephone and live web chat support during normal UK business hours plus emergency support outside these hours.
Critical - A problem which must be resolved before the end user can continue normal business operations. Response within four (4) working hours of receiving notice of a critical problem being reported.
Serious - A problem which significantly inhibits production but does not prevent operations. Response within within eight (8) working hours of receiving notice of a serious problem being reported.
Moderate - Requirements which do not impede productive use of the Software. Response within seventy two (72) working hours of a moderate problem being reported.
Minor - Cosmetic production problems and general test system problems that do not affect availability of the production system. Response within two (2) working weeks of a minor problem being reported, or if relevant in the next version release. An example of a minor issue, may be an enhancement request or notification of a incorrectly spelt word
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Online training, telephone training and, where required, onsite training is made available to new users.
Sandbox environment is provided to customers to enable them to develop their use of the service, trial before going live etc.
Online documentation, FAQs and telephone support are provided also.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction On request we can provide copies of their data in suitable formats. All data is securely deleted from our systems following the termination of the contract.
End-of-contract process There are no additional costs at the end of the contract at all. Upon termination of the contract the services are closed down. Data can be provided in a suitable format should the user request it.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 10+
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices No
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing None
What users can and can't do using the API Authorised administrator users can configure their own software to automatically extract data from the school MIS. This then has to be approved by the school themselves through data Sharing Agreements and authorisation. Xporter on Demand then enables the automatic extraction of the approved data from the school MIS and provisions it into the third party of Local Authority systems on a scheduled basis, thereby ensuring all systems are kept up to date and accurate.
Schools control who is allowed to access and use their data as well as what data they allow to be used by each approved third party. At all times the school are able to remove authorisation which immediately halts the service and prevents further data processing.
Approved third parties can request changes to the data being extracted and provisioned, which then has to be approved by the school (data controller) before the service automatically begins to extract and deliver the amended data items.
API documentation Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Authorised school users can approve or otherwise the processing of individual data items for different purposes and third parties.
Authorised third party users can request changes to the data items being provided to them from the school MIS but cannot access anything until authorised by the school using their permissions area.


Independence of resources The solution is a cloud delivered, multi-tenancy platform hosted in Microsoft Azure North Europe and West Europe regions, delivered as ‘Software-as-a-Service’ (SaaS) and is designed specifically for UK education customers.
The service has a ‘high availability’ modular architecture with no single points of failure and uses advanced cloud hosting features including auto-scale and auto-heal.
The whole solution is tuned to deliver extremely high performance even to devices on narrowband and congested networks.


Service usage metrics Yes
Metrics types Usage history, data items processed, success or failure reports, date and times of processing, which schools data is received from, times of last processing etc.
Reporting types
  • Real-time dashboards
  • Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with SSAE-16 / ISAE 3402
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach The system allows users to download their data in .csv file format should they require it.
Data export formats
  • CSV
  • Other
Other data export formats
  • JSON
  • XML
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability 99.95% availability under our SLA.
Approach to resilience The technical infrastructure is provided by Microsoft. This includes the physical data centre, Internet connectivity, firewalls, security systems, Local Area Networks and subnets, Load Balancing, Virtual Servers, Web Roles, Worker Roles, Data Disks, Service Queues, Web Application Pools, auto-scaling NoSQL storage, and Elastic SQL collections. This is provided as a ‘Platform-as-a-Service’ upon which we develop and deploy our in-house created and managed software components.
The solution is resilient to Azure availability across both European datacentres. Duplicate infrastructure is deployed separately for testing, and separately for pre-production.
Outage reporting Email alerts to authorised users.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Access is restricted using permission based roles. Internally these are determined by management based on the function being provided (support, development, sales etc.) and permissions are restricted to an 'as necessary for the role' basis, ensuring no person is able to access data that they do not need to access in order to perform their role.
Administrators at school level are also able to set permission levels for their additional users to restrict access to a granular level as required or desired.
Access restriction testing frequency At least every 6 months
Management access authentication Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users contact the support team to get audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 QMS
ISO/IEC 27001 accreditation date Originally accredited March 2013. Annually audited and renewed each year since then
What the ISO/IEC 27001 doesn’t cover ISO/IEC 27001 covers entire company, all processes and all products and services
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards ISO/IEC 27001
Information security policies and processes We are accredited to ISO/IEC 27001 and follow the policies and processes included within our Information Security Management System.
The Groupcall Limited Information Security Policy applies to all business functions within the scope of the Information Security Management System and covers the information, information systems, networks, physical environment and people supporting these business functions.
The objective of Information Security is to ensure business continuity and minimise business damage by preventing and minimising the impact of security incidents. In particular, information assets must be protected in order to ensure:
1. Confidentiality i.e. protection against unauthorised disclosure
2. Integrity i.e. protection against unauthorised or accidental modification
3. Availability as and when required in pursuance of the Organisation’s business objectives.
1. The Managing Director has approved the Information Security Policy.
2. Overall responsibility for Information Security rests with our Information Security Officer.
Internal and external audits are performed every year to ensure policies and processes are being followed and complied with.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach As part of our ISO/IEC 27001 accreditation, a change management/change recording system is in place. Adequate authorities are in place for the approval and acceptance of change, including risk assessment, and a path for regression is clearly identified.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Risk Assessments and similar analyses of all of our activities that have been identified as relevant to the security of information, have been conducted and documented as part of our ISO/IEC 27001 accreditation and these are reviewed and updated regularly to identify new or changed risks and vulnerabilities.
Appropriate patches are deployed as required and as soon as they become available and have been adequately tested.
We monitor appropriate web services, subscribe to newsletters etc. to ensure we keep up to date on any perceived or identified threats.
Protective monitoring type Undisclosed
Protective monitoring approach Our ISO/IEC 27001 accreditation requires that we employ protective monitoring and this is audited internally and externally at least annually. We identify potential compromises through continual monitoring of our systems with alerts to warn of any potential issues. In addition, we ask all customers to immediately alert us to any potential issues they indentify. Upon identification of potential issues these are assessed and handled accordingly. Where the assessments indicate a potential threat, we take immediate action to put into place remedial actions to minimise risks and undertake a root cause investigation, enabling measures to be deployed to update systems accordingly.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Our incident management process is a key part of our ISO/IEC 27001 accreditation.
We have pre-defined processes for common events which enable us to internally escalate any perceived or potential incidents swiftly, minimising risk and enabling us to deploy appropriate measures to resolve issues.
Users are able to report incidents via email, telephone or live chat directly to our support team.
Incident reports are compiled where required and these are communicated to management and to affected users as necessary.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks No


Price £45.00 to £75.00 per instance per year
Discount for educational organisations No
Free trial available Yes
Description of free trial Full access to the API in a sandbox environment for testing and development only


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