Key Questions to Ask EdTech Providers – And Why

Whether you’re attending events like Bett, joining a product demo, or fielding supplier emails, asking the right questions can cut through the noise, surface red flags early, and ultimately help you choose a solution that fits your school’s values, context, and needs.

This guide outlines the key questions to ask — from evidence and safeguarding, to integration, pricing, and long-term support — so you can have confident, meaningful conversations with EdTech providers.

1. What evidence do you have that your product works? 

Ask the supplier to provide their evidence portfolio. Have they conducted any studies prior to launching their product?

Ideally, this should include research with control groups to truly measure effectiveness. The more studies, published papers, kitemarks, certifications, or awards they have, the more confidence you can have that the company cares about providing credible, research-backed results. 

Next, dig deeper into the research – its quality and depth is crucial in understanding the real impact. Did it thoroughly analyse product usage, or only look at surface-level outcomes and trends? Has it been independently conducted or externally verified? 

Crucially, ensure that the evidence aligns with the specific outcomes valued by your school. For example, improvements in areas like student engagement, wellbeing, or specific learning outcomes, rather than just academic attainment.

2. How does the product meet cybersecurity and data privacy standards?

Ask the supplier for evidence that their service is reliable and secure against technical failures, security breaches, and third-party risks, especially if it relies on content, data, intellectual property, or software.

Before attending Bett, consult your Data Protection Officer (DPO) about the GDPR requirements for new products. DPOs will appreciate companies completing due diligence questionnaires, contributing to DPIAs, and clearly signposting resources like template processor agreements, End User Licence Agreements (EULAs), lists of sub-processors, data transfer details, and compliance with the age-appropriate design code (AADC).

Data Managers will need to know what data is processed and how. Confirm if the product requires direct CSV uploads or integrates with data tools. Remember, it’s the school’s responsibility to verify compliance, ensuring cybersecurity and data protection standards are met for a smoother approval process.

Companies that are willing to complete due diligence questionnaires and contribute to Data Protection Impact Assessments (DPIAs) can expedite the approval process with your DPO and provide confidence that the product is secure and compliant with data privacy laws.

3. How does the product ensure learners are safeguarded?

The DfE’s Keeping Children Safe in Education (KCSIE) report has raised the bar for safeguarding in schools and colleges, so it’s crucial to ensure that any solution aligns with its requirements. For communication-enabled products, ask what measures are in place to protect learners. Does it allow anonymous incident reporting? Does it prevent “over-blocking” to allow for age-appropriate usage?

Safeguarding isn’t just about reacting to incidents; it’s also about preventing them. And for safeguarding-specific solutions, the focus is increasingly on how technology can enhance preventative safeguarding processes. Ask how the system supports the detection of concerns before they escalate, and how it works to reduce future incidents. 

The KCSIE guidance and Ofsted inspection framework stress the importance of filtering and monitoring systems working together – check if your prospective solution is designed to meet this standard, supporting both functions in tandem.

4. Does the product support SEN/EAL students?

Accessibility should be built into the design from the start, not added as an afterthought (“bolt-on” accessibility). Ask how the product was developed to ensure inclusion – has it been evaluated against accessibility standards like WCAG? Check whether essential accessibility features, such as adjustable text size, contrast settings, and alternative formats, have been incorporated.

Enquire how the product supports students with specific needs, such as those who are blind, D/deaf, dyslexic, or physically disabled. Can the supplier demonstrate or explain how it accommodates these learners? What assistive technologies are compatible, and how does the product integrate with tools like screen readers, text-to-speech software, or speech recognition? What is the feedback process if some learners’ access needs are not met by the product?

The ultimate goal of any inclusive technology should be to empower SEN/EAL students to reach their full potential. Ask how the product specifically addresses these needs and what evidence the supplier has to show its effectiveness in narrowing attainment gaps.

5. What is your sustainability strategy?

As schools are required to develop sustainability action plans by this year, it’s important that any EdTech solution aligns with your school’s environmental goals. 

Ask suppliers what their sustainability strategy is, and how that fits with the lifespan of devices and replaceable parts. Especially in the current climate, find out what they are doing as a company, and how their product might fit into your sustainability strategy (think reduction in printing costs, less duplication of work, energy usage). For AI-driven solutions, enquire about the energy efficiency of their AI models and the use of green computing practices. 

Additionally, explore whether the provider has a long-term plan for minimising the environmental impact of their technology, such as through the efficient use of computational resources or optimising the longevity of software and hardware. Sustainability isn’t just about reducing costs; it’s about making decisions that support both your school’s educational and environmental goals for the future.

By integrating sustainability into your procurement process, you can help your school meet its sustainability targets while adopting responsible, future-ready technology solutions.

6. Does the product integrate with other EdTech?

Interoperability is a key feature that can enhance the efficiency and usability of any EdTech solution. Does the product link with existing products you are using in school? For example, products like Thinglink, Book Creator and Mote all link seamlessly with Canva.

This direct linking can reduce cognitive overload, providing familiar user experiences and allowing more cross-channel usage of content without having to sign in and out of various products and reformatting to fit.

7. How long is the free trial?

Many products offer a one-month free trial, but it’s worth asking if this can be extended to at least three months. A shorter period often isn’t enough to fully evaluate its usefulness and potential. 

Be sure to check what features you’ll lose if you don’t subscribe after the trial and what, if anything, will remain accessible. Some products revert to a free version once the trial ends, potentially locking you out of any content created during the trial. This can cause issues for students needing access to previous work and create extra work for teachers who have invested time preparing resources.

8. How do you support us with the trial?

Key considerations include staff training, troubleshooting and implementation support. When your trial concludes, decisions will be based on evaluating the product’s impact, so don’t be afraid to ask the supplier for guidance on how to assess their product and which key performance indicators (KPIs) they recommend. It’s reasonable to expect suppliers to be proactive in offering support throughout the process.

9. How do you support long term implementation?

Be upfront about your CPD calendar. If it’s already set, and time for training is limited, ask the exhibitor about flexible options such as on-demand resources such as webinars, video tutorials or online courses that teachers can access at their convenience. Find out if they offer a train-the-trainer model or deep-dive sessions for advanced users, and ask how they can tailor training to your school’s specific needs and schedule. Ask about ongoing support after initial setup, such as follow-up sessions, access to a dedicated account manager, or personalised support. Check whether they offer user communities or forums for peer learning, and whether other schools in your trust are using the product so you can share lessons learned. 

Finally, confirm how the product fits into your long-term professional development strategy and ensure that it supports your broader goals, such as improving digital literacy or enhancing pedagogy with technology.

10. How does the freemium offer work?

Many products offer a freemium package where teachers can ‘earn’ access to additional features by generating new user sign-ups or recommendations. This can be beneficial, but it depends on your ability to reach enough adopters. You’ll need to assess whether you can attract enough users to unlock the features offered. Freemium packages can also be valuable for testing the product among colleagues, helping you gather evidence to support a larger pilot.

11. How is the price calculated?

Many EdTech products base their pricing on the number of students enrolled in your school, but this model may not be ideal, especially if certain groups, such as EYFS or KS1 students, may never access the tool. Paying for students who don’t use the product can feel unfair and drive up costs unnecessarily. 

Instead, consider alternative packages based on active users or number of seats. Ask whether seats are fixed or can be reallocated as needed. This may offer more flexibility and better value for money. Newer, smaller companies may offer more adaptable pricing structures than larger, established providers, so it is worth negotiating for a model that matches your actual usage.

Note: in specialist settings your staff to student ratios will differ from mainstream, so ask for a package meeting your requirements rather than the standard assumptions. 

12. How will your solution make a meaningful impact in my school context?

Focus on what matters to you. Think about what ‘effective’ or ‘impactful’ outcomes would look like for your students, your specific school environment, staff, and the wider community.

When speaking with exhibitors, try to cut through the jargon and assess how well they truly understand their products. If they can’t answer all of your questions on the spot, don’t hesitate to ask for a follow-up or find out if there’s another team member who can provide the answers.

Ensure all your questions are fully addressed before making any commitment. Don’t be rushed into making a decision on the spot to obtain a special discount – they should still be willing to offer it to you even if you sign up after the show!

13. How does the product support future-proofing and adaptability?

As AI and EdTech continues to evolve, it is important to ensure that the product can adapt to future advancements and changes in educational needs. Ask how the solution is designed to scale with developments in AI, machine learning, and/or other emerging technologies. 

Does the supplier have a roadmap for keeping the product up-to-date over the next 3-5 years? Can the solution evolve alongside your school’s digital transformation / strategic goals, avoiding frequent overhauls or costly upgrades? 

Future-proofing your decision now will help save both time and resources in the long term.

✅ Conclusion: Turn Questions Into Confidence

Procurement isn’t just about ticking boxes — it’s about building partnerships that serve your learners, staff, and strategic goals. The more prepared you are to ask informed, purposeful questions, the more likely you are to find tools that actually deliver.

By engaging suppliers strategically, you shift the balance. You move from reacting to pitches to leading the conversation — from vague promises to grounded, school-specific insights. Most importantly, you set yourself up to make better, more confident EdTech decisions.