Platform technology

Built for safeguarding, not just logistics

The Vayacare platform was designed from the ground up around the welfare of SEND children — not adapted from a general transport solution. Every feature begins with a safeguarding or welfare use case.

Six platform layers

Each layer addresses a distinct workflow — from live dispatch to long-term EHCP management.

01
📡
Real-time dispatch & GPS
Live vehicle tracking with sub-30-second refresh. Route deviation alerts. Geofenced arrival/departure triggers at school gates and pickup addresses.
→GPS polling every 12 seconds
→Geofence alerts at 200m radius
→Driver app offline-first with sync on reconnect
→Live ETA calculation from current position
02
🛡️
Child welfare & safeguarding
Structured welfare note system mapped to Tier 1–3 classification. DSL workflow integration. Court order flags and contact restriction enforcement at the data layer.
→Tiered welfare note classification
→DSL notification within 5 minutes
→Court order and restriction enforcement
→MASH referral form generation
03
📖
Communication passport engine
Digital passport system allowing parents to document sensory profiles, communication preferences, anxiety triggers, and medical protocols. Delivered to driver 24h before first journey.
→Structured parent data entry
→Version-controlled change log
→Driver-facing read-only view (in-journey)
→PA training briefing auto-generated
04
✅
Compliance & certification
Automated certificate expiry tracking across all drivers, PAs, and vehicles. Renewal reminders 30 and 7 days before expiry. Compliance status published to LA portal in real time.
→DBS, MIDAS, First Aid, safeguarding tracking
→7-day and 30-day renewal alerts
→Cert upload and ops verification workflow
→LA compliance matrix — live view
05
🖥️
LA commissioner portal
White-label web portal giving commissioning teams live access to route data, child records, incident logs, invoices, and welfare notes — without requiring any Vayacare staff intervention.
→Role-based access (commissioner / social worker / finance)
→Real-time route and incident visibility
→Invoice and payment schedule
→EHCP transport plan management
06
📱
Parent app
Mobile-first parent interface for live tracking, passport editing, journey feedback, concern submission, and direct ops messaging. Available in 12 languages.
→Live GPS tracking with driver ETA
→Communication passport editor
→Welfare concern submission
→Journey history and attendance log

Integrations

Vayacare connects with the systems LAs already use. No rip-and-replace.

LA systems
MOSAIC (EHM)
Child record and EHCP data sync
LA systems
CAPITA One
School and placement data
Social care
Careline 360
Social worker case notes
Fleet
TomTom Telematics
GPS telemetry and driver behaviour
Recovery
RAC Fleet
Breakdown and recovery dispatch
Payments
Stripe
Invoice payment processing
Comms
Twilio
SMS incident notifications
Comms
Sendgrid
Transactional and report emails

Data security & compliance

SEND transport data is special category data under UK GDPR. We treat it accordingly.

✓
UK GDPR Article 9 compliant
Special category data handling for SEND and safeguarding data
✓
ISO 27001 aligned
Information security management framework in place
✓
End-to-end encryption
All data in transit (TLS 1.3) and at rest (AES-256)
✓
UK data residency
All data stored in UK data centres — no US or EU transfer
✓
Role-based access control
Row-level security — LA users see only their data
✓
Audit trail
Tamper-evident log of all access to child and welfare data
See the platform live
Book a 45-minute demo with our team. We will show you the commissioner portal, the driver app, and a live welfare note workflow.