GDPR – a helpful reminder for schools and the use of data

Woman looking at paperwork

GDPR came into force on 25 May 2018 and since then, schools have been collecting, processing, storing, using and disposing of different types of data including personal data [data that relates to an identifiable living individual] and sensitive personal data [data that relates to an individual’s race and ethnicity, political opinions, religious beliefs, membership of trade unions, physical and mental health, sexuality and criminal offences].

As we approach GDPR’s fourth anniversary, this is perhaps a good time to remind schools of their need to comply with the regulations and observe the eight ‘data protection principles’, ensuring that information is:

  • used fairly and lawfully
  • used for limited, specifically stated purposes
  • used in a way that is adequate, relevant and not excessive
  • accurate
  • kept for no longer than is absolutely necessary
  • handled according to people’s data protection rights
  • kept safe and secure
  • not transferred outside the European Economic Area without adequate protection.

Schools must notify the ICO (Information Commissioner’s Office) that they are processing personal data and ideally nominate an individual (typically, the School Business Manager) as ‘Data Controller’.  Access to personal information should ideally be restricted to those who need it to do their jobs and access controls should be reviewed at appropriate intervals to ensure effective information governance for hard and soft copy data.

Policies

Schools ought to have a straightforward policy on Information Management and Governance – a well-thought-out policy helps to set out standards for record keeping, general practice and will also help to raise staff awareness and underpin any staff training and development.

Training

Raising awareness of the role and importance of (management) information among staff, governors, volunteers, parents and pupils will always be welcome. Using INSET days is ideal for bitesize training sessions for staff in particular.

Finally, schools might like to subscribe to the ICO e-Newsletter, a facility available on the ICO website.

 

 

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