Compliance systems
Some organisations receive reports and complaints about serious matters — hate incidents, professional misconduct, safeguarding concerns, breaches of a code — from people who may be at risk if the information is mishandled. The tools generally available to them are an email inbox, a spreadsheet, or a case-management product designed on the assumption that the data is not dangerous.
Xelvio has built a family of systems for organisations in this position: a parent-led community safety organisation, a healthcare-sector professional association, an education-sector institution. Each was built for one client. Each shares the same architecture.
The shared architecture
1
Intake
Web and mobile reporting forms, anonymous or identified. Evidence upload to isolated storage. Capture of social-media material where relevant. An immediate-advice tool that gives the reporter guidance before or instead of submitting.
2
Protection
Field-level AES-256-GCM encryption of reporter identity and narrative, with keys held separately from the database. Pseudonymised identifiers throughout. UK/EU hosting. Retention and erasure built into the data model, so a subject rights request is a function of the system rather than a manual exercise.
3
Triage
Each report assessed against a configurable standard — a code of conduct, a complaints procedure, a charter, a statutory or sector definition — and assigned a category, route and timescale. Related reports grouped automatically. Human review at every decision point.
4
Casework
Status tracking, secure notes, evidence, correspondence, and role-based access for handlers, reviewers and external advisers. A full audit trail of every action.
5
Reporting
Filterable by every recorded attribute. Sector-level and stakeholder reports produced on demand. Exports for regulators, funders and partners without exposing underlying personal data.
6
Resources
Training and informational modules for reporters, members and staff, delivered within the same system.
Not every client needs every stage. Each system is configured and, where necessary, developed from this base, so a bespoke system is delivered in weeks rather than months and inherits protections that have already been tested in production.
What we build from it
01Complaints triage
A system built to your complaints procedure and governing documents. Fixed set-up fee.
Confidential reporting portals
Encrypted intake and casework for hate-incident, misconduct and safeguarding reporting.
Casework and triage platform
The full architecture, for organisations running a reporting or casework service at scale.
Member and sensitive-data systems
Membership records, secure intake and document handling for professional associations and community bodies, built on the same protections.
How we work
Discovery: we review your governing documents, current process and threat environment, and produce a specification. Build: the system is configured and developed to that specification. Launch: handler training and a written data sheet and DPIA, so your DPO — whether that is Xelvio or not — has what they need on day one. Support: optional. Additional modules are scoped and priced separately.
Delivery uses modern AI-assisted development on a tested base, which is what makes bespoke systems viable for organisations that could not otherwise commission them.