Licensing software hosting and data protection
What the scheme software holds, and who sees it.
Schemeline runs one scheme beside the council's corporate system.
Hosting
Where it runs.
Live data will be held in EU (Ireland). Everyone uses a web browser; nothing is installed.
Data held
What the scheme record contains.
People
Names and contact details of applicants, licence holders and managers.
Properties
Addresses and UPRNs in the designated area.
Certificates
Uploaded certificates, each with its expiry date.
Fees
Whether each part is paid; no card details are held.
Case notes
Notes, photos, letters and decisions, each dated.
Licences
Conditions, dates and any variation.
Roles and access
Five kinds of user, each seeing only their part.
Team leaders
Do an officer's work, set up schemes, assign and decide cases in bulk, grant temporary exemptions and revoke licences, import and export records, produce renewal letters, read the audit log, apply retention periods, answer subject access requests, add and remove officers and turn officers' sign-in off.
Officers
Work cases, visits and target lists in every scheme of their council, record fees paid and take unassigned cases.
Auditors
Read the audit log and download it as a CSV file, and nothing else.
Applicants
See only their own applications and licences.
The public
Search the register of licences in force.
| Action | Team leader | Officer | Auditor |
|---|---|---|---|
| Work cases, from validation to the licence | Yes | Yes | No |
| Take a case that is not assigned to anyone | Yes | Yes | No |
| Record a fee paid on the council's payment page, one case at a time | Yes | Yes | No |
| Plan and record inspection visits | Yes | Yes | No |
| Work a scheme's target list of addresses, and download it as a CSV file | Yes | Yes | No |
| Search the public register | Yes | Yes | No |
| Follow each scheme on its dashboard | Yes | Yes | No |
| See the licences due for renewal | Yes | Yes | No |
| Read the notifications queued for applicants | Yes | Yes | No |
| Set up a scheme and open it for applications | Yes | No | No |
| Import licences, target lists and payment confirmations | Yes | No | No |
| Export cases and licences as CSV files, and every record and uploaded file as one zip file | Yes | No | No |
| Assign cases to any officer, one at a time or in bulk, and switch on automatic allocation | Yes | No | No |
| Serve notices of proposed grant and grant licences on many cases at once, from the case list | Yes | No | No |
| Grant a temporary exemption on a case, and revoke a licence | Yes | No | No |
| Produce a scheme's renewal reminder letters | Yes | No | No |
| Read the audit log and download it as a CSV file | Yes | No | Yes |
| Set each scheme's retention periods and remove personal details from records past them, and the audit log's period and the events past it | Yes | No | No |
| Find the records held about a person and download a subject access bundle | Yes | No | No |
| Add and remove officers, change roles and away dates, reassign open cases, and turn sign-in off, which ends sessions at once, and back on | Yes | No | No |
Every officer sees the cases of every scheme their council runs, and no other council's records. An auditor sees the audit log only. The product checks each action on the server, not only in its menus.
The register withholds phone numbers and email addresses. Its CSV download is off until the council switches it on for a scheme. See what it shows.
Sign-in and sessions
Officers will sign in with your council's own accounts.
Officers
Microsoft Entra ID first, or another OpenID Connect provider that signs ID tokens with RS256. No council has set this up yet.
Multi-factor authentication
Enforced by your own provider, under your own policies. The product holds no officer passwords.
Applicants
An emailed link that works once, for 30 minutes, once email sending is switched on.
Sessions
End after 30 minutes without use, and 12 hours after sign-in. The cookie is Secure and HttpOnly.
Leavers
A team leader removes the officer or turns their sign-in off. Their sessions end at once.
The demo
Signs in as a made-up person, and opens only your own copy of the made-up data.
Exports
CSV files shaped like Uniform and APP imports.
They are approximations, so your systems team maps the columns once.
Changed records
Licences and cases granted, varied, revoked, expired, refused or withdrawn. Load the file once a day, for the day before.
Licences and cases
Licences granted or cases received between the dates you choose.
Full export
Every record and uploaded file, in one zip.
Retention and subject access
Your retention schedule, applied in the product.
Each scheme keeps records for the years you set. Past that, a team leader removes the personal details. One search finds everything held about a person.
DPIA support pack
A draft pack for your own DPIA.
It covers the data held, roles, sign-in, hosting, retention and exports. Accessibility is in the website accessibility statement and the product accessibility statement.
Read the pack Draft