Before buying an EdTech platform, check in writing that it covers your exact Cambridge and Pearson syllabus codes, protects student data under local law, and is safe for children, with filtering and safeguarding alerts for AI tools. It must also fit the exam boards’ rules, with workable cost, contract and exit terms. Then pilot it with one department.
What should a school check before buying EdTech?
Work through the checklist in order. The early items rule a platform out fastest.
| # | Check | What “pass” looks like |
|---|---|---|
| 1 | Syllabus coverage | Every syllabus code you enter is covered, in full or clearly marked partial |
| 2 | Data protection | Hosting location stated; data processing agreement; DPIA completed; student data not used for model training without a lawful basis |
| 3 | Safeguarding (AI tools) | Filtering of harmful content; alerts to the Designated Safeguarding Lead; activity logs |
| 4 | Exam-board fit | Not used as sole marker of assessed work; coursework use can be acknowledged as Cambridge and Pearson require |
| 5 | Teacher control | Teachers set work, see results and can override marks |
| 6 | Evidence | Claims backed by named schools, method and sample |
| 7 | Price | Full cost per student per year, including set-up, training and renewals |
| 8 | Contract | Term length, notice period, price rises, service levels |
| 9 | Exit | Data returned or deleted, in a usable format, on exit |
| 10 | Support | Onboarding plan and named support in the first term |
| 11 | Local rules | Meets regulator requirements, e.g. ADEK’s rule that AI learning tools “meet ADEK requirements” |
| 12 | Pilot | Agreed pilot with one department and a clear question to answer |
Which vendor questions matter most?
The ones that are hard to fix after signing:
- “Which of our syllabus codes do you cover fully, and which partly?”
- “Where is our data hosted, who can access it, and is it used to train AI?”
- “What happens to our data if we leave, and how quickly?”
- “What evidence supports your outcome claims: which schools, measured how, over what period?”
- “Can teachers see everything students do and override any mark?”
- “What will the price be at renewal?”
The UK DfE asks AI suppliers not to “exaggerate the impact or capabilities of their tools”, and says “any claims should be supported by robust and transparent evidence” (DfE). Apply the same standard to any vendor. Our guide Questions Schools Should Ask Every EdTech Provider expands these.
How should data protection be checked?
Against the law where the school operates, not the vendor’s home country. Under EU and UK GDPR, schools need a lawful basis for processing, and a data protection impact assessment is required where processing is likely to be high risk. The DfE’s standards expect AI products to support a DPIA “during the full life cycle of the tool”. They also expect products not to use personal data “for any commercial purposes, including further model training and fine-tuning, without confirmation of appropriate lawful basis”. Other jurisdictions have their own laws, so take local advice. See choosing GDPR-compliant EdTech.
How should AI features be evaluated?
As a separate section of the checklist. For any tool with AI, check it against the DfE’s 2026 standards: filtering, safeguarding alerts, no final answers by default, and no manipulative design. Check it against the exam boards’ rules too. Cambridge says “teachers must not use artificial intelligence (AI) as the sole or primary means of marking candidates’ work”. Our 12-point AI tool checklist covers this in full.
How should a school compare prices fairly?
On total cost per student per year, over the contract term. Published pricing varies widely. exam-mate publishes per-account prices, Seneca offers a free core with paid tiers, CENTURY lists school licences from £2,860 a year, and several others quote only on request. Ask every vendor for the same breakdown: licence, set-up, training, integrations and renewal terms. See the 2026 platform comparison.
How should the pilot be run?
Short, with one question to answer and a decision date. Pick one department and a cohort with a mock in the pilot window. Define the measure beforehand, such as marking time or mock scores, and decide on the agreed date, recording the reason either way. See Buying EdTech for Cambridge & Edexcel Schools for implementation after purchase, and our existing guide A School Leader’s Guide to Choosing the Right EdTech Platform.
How schools do this with AI Buddy
We would expect schools to run AI Buddy through this checklist like any other platform. AI Buddy covers 26 IGCSE and A Level subjects across Cambridge and Pearson Edexcel, with teacher dashboards, AI feedback, a test builder and mock exams. Student data sits in GDPR-compliant, encrypted hosting, and white-labelling is available. Ask us for written answers to all twelve checks, including evidence for any outcome claims and our data exit terms.
Frequently asked questions
What should a school check before buying an EdTech platform?
Syllabus coverage, data protection, safeguarding for AI features, exam-board fit, teacher control, evidence, full cost, contract and exit terms, support, local rules, and a pilot.
What goes in an EdTech evaluation rubric?
Pass/fail gates for coverage, data protection and safeguarding, then scored criteria for teacher control, evidence, cost, support and pilot results.
What questions should schools ask EdTech vendors?
Which syllabus codes are covered, where data is hosted and whether it trains AI, what happens on exit, what evidence supports claims, whether teachers can override marks, and what renewal will cost.
How long should an EdTech pilot last?
Long enough to include one measurable event, such as a mock, with a decision date set before it starts.
Discover how AI Buddy helps schools strengthen teaching, learning and evidence-informed school improvement. Or start a short consultation with our schools team using the form below — we will get back to you directly.
Sources
- Department for Education, Generative AI: product safety standards (updated 19 January 2026)
- Cambridge International, Cambridge Handbook 2026
- Abu Dhabi Media Office, ADEK AI Literacy initiative (17 September 2026)
- Vendor pricing pages: exam-mate, Seneca, CENTURY