A plain-language decision glossary

A concept screen is a visual proposal used to communicate an interface or workflow idea. It can support discussion, but it does not establish that a feature is released, integrated, secured, supported or available for purchase. The timetable, attendance, result and activity imagery in the Easy Edu review site is illustrative because the company has not supplied a dated product record or approved live screenshots. A school should label each screen as released, planned, illustrative or out of scope and request evidence for anything described as released. Useful evidence includes the current product name, version, module list, demonstration and supporting documentation. The distinction protects both the buyer and the company: the school does not procure against a mock-up, and Easy Edu is not represented as promising a capability it has not verified. The evaluation guide shows how to place a concept beside product status, workflow proof, implementation and operating evidence.

Role access describes the records and actions available to a defined user such as a teacher, student, parent or guardian, administrator, support person or vendor operator. A role name alone is too broad. The evaluation should separate view, create, correct, approve, export and administrative actions, then include temporary access and responsibility changes. For example, a substitute teacher may need limited class access for a fixed period, while a guardian with several children needs the correct relationship boundaries. Ask who grants access, how quickly a change takes effect, what is logged and what happens when someone leaves. Easy Edu has not supplied a verified permission model, so these are evaluation questions rather than product claims. A role-action matrix makes the evidence visible and exposes cells that still need a document or demonstration. The role-flow guide provides a practical structure for building and testing that matrix. Record who approved each access rule and the date on which the school and vendor tested it.

An authoritative record is the agreed source that determines which value is current and correct when several screens, messages or systems contain related information. In a school workflow, a timetable change, attendance correction or result release needs a named authoritative source so teachers, learners, guardians and administrators do not act on different versions. Ask where the original value is created, who can approve or correct it, whether the earlier value remains visible and how downstream notifications point back to the current record. A dashboard display is not automatically authoritative, and a notification should not become a second uncontrolled source. Easy Edu has not supplied evidence about its record architecture. The term therefore helps a school design a scenario test without implying a capability. The role-flow guide shows how to trace origin, authority, correction, notification and audit history through one ordinary school event. The test result should name the system and field that wins when two displayed values disagree.

Malaysia's Personal Data Protection Department describes a data controller as a person or organisation that processes, controls or authorises the processing of personal data in commercial transactions. The exact role for a school-platform arrangement depends on the actual purposes, decisions, contracts and jurisdiction, so a website glossary cannot make the legal determination. A school should map each processing activity, identify who decides why and how the information is used, and request the applicable terms and privacy documentation. Different activities can involve different responsibilities. Easy Edu has not supplied a verified data-flow diagram, contract or role allocation, so no controller claim is made here. Use the official Malaysian guidance as legal context and obtain appropriate advice for the proposed arrangement. The data-question guide turns the concept into a record of purpose, party, evidence, request owner and unresolved legal or operational questions. Document unresolved role questions in the contract review rather than treating a glossary label as agreement.

A data processor handles personal data on behalf of a controller under the relevant arrangement. Malaysia's Personal Data Protection Department explains the controller-processor relationship and the controller's responsibility to ensure appropriate security measures in that relationship. The label should not be assigned from a sales description alone. Ask what information is processed, for whose purpose, under whose instructions, which subcontractors participate, what security and incident duties apply, and how access, retention, export and deletion are handled. Easy Edu has not supplied the contracts or operating evidence needed to assign its role for any school service. This glossary therefore provides a question framework, not a legal conclusion. A school should review the actual agreement and obtain appropriate advice. The data-question guide helps connect each party to a processing purpose and the document or demonstration that supports the answer. Also ask how instructions are recorded and what happens when the vendor believes a request conflicts with the agreement or law.

Retention is the rule that determines how long information remains and what triggers archive or deletion. One period rarely fits every school record. A useful matrix names the category, purpose, active period, backup or archive period, deletion trigger, exception and responsible owner. It should also explain what happens after a user leaves or a contract ends. Terms such as indefinitely or as needed require an operational reason and review process. Easy Edu has not supplied a retention schedule, hosting description or deletion procedure, so this page does not state how any product handles school information. Ask for the current policy and evidence tied to the exact service. Retention also interacts with legal and educational obligations, which need case-specific review. The data-question guide provides a vendor-neutral matrix that keeps live data, backups and logs visible rather than assuming that deleting one screen removes every copy. Place the approved schedule beside the exit plan so deletion duties remain visible when the service relationship ends.

An audit record is a history of selected actions, actors and times kept for accountability and investigation. It may show that a value was created, approved, changed, exported or accessed, but its usefulness depends on scope, integrity, retention and who can review it. A school should ask which actions are logged, whether earlier values remain available, how administrator and vendor-support activity is handled, and how long the record is kept. A visible activity feed is not automatically a complete or protected audit record. Easy Edu has not supplied verified logging details, so the term defines an evidence request rather than a product capability. Test one correction and one denied action with non-sensitive data, then ask to see the retained evidence. The role-flow and data-question guides connect audit records to permissions, authoritative values, incident handling and retention. Record the time zone, actor identifier and export method so an investigation can interpret the sequence consistently.

An export is a copy of information supplied in a defined format for use outside a service. A contractual right to export is more useful when the school has tested whether identifiers, fields, relationships, attachments and timestamps remain understandable. Use non-sensitive sample data, open the files with the intended tools and record missing or transformed information. Ask how long a complete export takes, whether it carries a cost, who can request it and what documentation is provided. Also ask what happens to active data, backups and logs after exit. Easy Edu has not supplied a verified export method or deletion process, so no capability is claimed. The school-data guide provides an acceptance test that turns export from a broad promise into an observable result with an owner and date. Legal and records-management requirements still need review for the specific school. Repeat the sample after a product change and before contract renewal so the school does not depend on an outdated result.

A subcontractor is another organisation engaged by a vendor to perform part of a service. In a digital platform this can include hosting, communications, analytics, support or other processing, but no such Easy Edu supplier list has been verified for this site. A school should request the current parties, service purpose, data involved, location, contract controls, change-notification process and responsibility for incidents or requests. The presence of a familiar cloud or education brand should not be inferred from an interface, domain or general industry practice. Each relationship needs written evidence tied to the exact service. Legal roles can vary with the arrangement, so the final assessment requires the applicable agreements and advice. The data-question guide places subcontractors in the same flow as collection, storage, access, retention, export and deletion, making hidden handoffs easier to identify before procurement. Ask how the school is told when the list changes and what options exist if a new party is unacceptable.

A pilot is a limited, time-bound test with an agreed scope, evidence plan and exit conditions. It is not a quiet production launch. Define the school problem, participants, data allowed, environments, support contacts, success measures, decision date and removal or transition plan before starting. Prefer invented or properly controlled test data until privacy, security and contractual requirements are settled. Include ordinary workflows and exceptions rather than only a polished demonstration path. Easy Edu has not supplied a confirmed pilot offer or delivery model, so this definition does not promise that the company provides one. A pilot may be an appropriate next step only after product status, roles, implementation responsibilities and data arrangements are clear enough to test safely. The evaluation-session guide provides a self-run agenda for deciding whether clarification, a controlled demonstration, a pilot definition, commercial review or no further action should follow. The closing record should state who removes test access and how pilot information is returned or deleted.