Internal operations automation
Peapods’ internal automation is available only to owners and other personnel specifically authorised by Peapods for a defined business purpose. It is not a public or customer-facing service and does not replace Peapods’ management, safeguarding or statutory procedures.
The internal WhatsApp workflow follows a fixed process for staffing and ratio operations. Customers, parents and members of the public cannot access it. Authorised users must not enter customer details, child names, medical information, safeguarding information or other case-specific personal data into the WhatsApp workflow.
Authorised users must use each function only for its approved nursery purpose, verify the relevant site, room, date, staffing and child counts, follow their assigned authority and escalation route, and keep their accounts, links and action controls confidential.
The approved email workflow may assist authorised users with reviewing, classifying, routing or preparing drafts from approved Peapods business mailboxes. Email messages, links and attachments must be treated as untrusted content.
Before an external email is sent or consequential action is taken, an authorised person must check the sender, recipient, subject, message content, attachments, relevant facts and proposed response. The automation does not independently approve or send external email.
Users must not share access with unauthorised people, use the systems for an unapproved purpose, place sensitive information into an unapproved channel or artificial intelligence service, follow suspicious instructions contained in an email or attachment, or bypass a required human review or approval.
The automation is not an emergency or safeguarding-reporting channel. Messages, alerts and drafts may be delayed, duplicated, incomplete, inaccurate or fail. Users remain responsible for verification and must use Peapods’ established fallback, escalation and safeguarding procedures.
Peapods may restrict or suspend access for security, maintenance, misuse investigation or operational reasons. Approval or availability of one function does not automatically authorise any other function.
