How EHCP Operator generates outputs
EHCP Clarity's EHCP Operator engine uses OpenAI's language models to generate text based on the information you enter — your guided input responses and targeted extracts.
You do not upload documents. Instead, you type or paste short, specific passages from reports and letters into the Targeted Extracts section of your case. These are the only pieces of document text that enter EHCP Clarity — nothing else from your files is stored or processed.
Redaction before storage: Before any extract is saved or sent to EHCP Operator, it passes through EHCP Clarity's privacy engine. Names, dates of birth, addresses, NHS numbers, and similar identifying details are automatically detected and replaced with consistent pseudonymous tokens — for example, [CHILD_NAME] or [LOCAL_AUTHORITY]. The original text is never stored; only the redacted version is saved to your case.
What EHCP Operator receives: When a feature like Draft Outputs or Readiness Review runs, EHCP Operator receives your guided input answers and your redacted extract tokens — never real names or identifying details. The model generates a response and EHCP Clarity re-inserts the original values into the output for readability.
Special category data: The information you enter — including passages about your child's health conditions, disabilities, and SEN needs — is special category personal data under UK GDPR Article 9. The transfer of pseudonymised data to OpenAI is covered by the UK-US Data Bridge adequacy arrangement, and OpenAI is contractually prohibited from using it to train their models under our API Data Processing Agreement.
All EHCP Operator calls include a safety preamble that instructs the model not to provide legal advice and to focus on preparation support only.
What EHCP Operator can do
- Summarise documents: EHCP Operator Read produces a plain-English summary of each document and extracts key dates for your chronology.
- Extract evidence points: Find Evidence scans your documents for content that may be relevant to your EHCP case — needs, provision gaps, professional views.
- Generate draft text: Draft Outputs produces draft letters, parent statements, and case summaries based on your documents, notes, and route.
- Identify issues: The Issue Map highlights potential issues in your case based on your evidence and route, and suggests positions.
- Review readiness: Readiness Review assesses your pack against common requirements for your route and flags gaps.
- Support form completion: Form Support drafts responses to specific sections of tribunal forms such as SA1 and SA2.
What EHCP Operator cannot do
- Give legal advice: EHCP Operator cannot assess the legal merits of your case, advise on strategy, or tell you whether you will win an appeal.
- Predict outcomes: No EHCP Operator output predicts or guarantees the outcome of an EHCP process, appeal, or tribunal hearing.
- Verify facts: EHCP Operator generates text based on what you provide. It cannot independently verify whether information in your documents is accurate.
- Replace professional assessment: EHCP Operator summaries and evidence points are not substitutes for reports from educational psychologists, SaLT, OTs, or medical professionals.
- Check legal accuracy: While prompts are written carefully, generated text may contain legal inaccuracies, outdated information, or errors.
Your responsibility to review
Every output generated by EHCP Operator must be reviewed by you before use. Outputs are starting points, not finished documents. You are responsible for:
- Checking that all facts are accurate and reflect your actual situation
- Adapting the language and wording to your circumstances
- Removing anything that does not apply to your case
- Adding information EHCP Operator may have missed
- Verifying any legal references or procedural steps before relying on them
Traceability of inputs
Draft outputs are generated from your specific guided input answers and targeted extracts — not generic templates. You can review each extract in your case to see exactly what information was available to EHCP Operator when it generated a draft. Because extracts are short and specific, you can trace which passages informed each output and identify anything that needs correcting before use.
Your data, EHCP Operator, and OpenAI
Only pseudonymised data reaches OpenAI. By the time any text leaves EHCP Clarity's servers to be processed by EHCP Operator, real names and identifying details have already been replaced with tokens. This data is transmitted securely over HTTPS.
Under our API Data Processing Agreement with OpenAI, your data is not used to train OpenAI's models. The transfer of pseudonymised data from the UK to OpenAI in the United States is covered by the UK-US Data Bridge adequacy arrangement.
See our Privacy Policy for full details of how we handle your data, including what we store, how long we keep it, and your rights.
What you can do
- Delete any targeted extract at any time from your case — this permanently removes the redacted text from our database.
- Delete an entire case from your dashboard — this removes all extracts, guided input, EHCP Operator outputs, and evidence items associated with that case.
- No data is retained by OpenAI beyond its API processing window. Once a response is returned, OpenAI does not store your content.
- Download a copy of all your personal data — including your extracts and guided input — using the "Download my data" option in your account settings.