Data protection and information management
- Inclusive recruitment and development: using data to improve your practice Get tips on how to collect and use data to help you determine where your HR practices could be more inclusive. Find out what steps to take to improve equality for your staff.
- Pupil record: contents and cover sheet Know what to include in your pupil records, and what should be on the records' cover sheets. Also, be clear on what you should keep separate to the record.
- School admission register All schools need to hold an admission register. Find out what should be in it and see answers to frequently asked questions.
- School census: key dates and guidance The next census date is 18 May 2023. Make sure you know what to do and where to go if you have any questions.
- School workforce census: who to include Find out which members of staff you should include in your annual school workforce census return.
- Subject leader file: checklist of contents Subject leader files can help you feel prepared for 'deep dives' in Ofsted inspections. Download our checklist to create effective files for primary and secondary subjects.
- Taking medical information on trips Taking pupils with medical conditions on trips requires a little extra preparation. Learn what medical information you should take with you and how to store it safely.
- The common transfer file Learn what data you should include in the common transfer file (CTF) and how you can send it. You'll also find out what action you should take if you haven't received a new pupil's CTF data.
Data protection and sharing information
- 'Cheat sheet' for data protection officers There's lots of new information to absorb now that you've taken on the role of data protection officer (DPO). Download our 'cheat sheet' to help you remember the key UK GDPR principles, deadlines and definitions.
- Child protection records: transfer guidance Find out how to transfer safeguarding files securely, and what information you should include. We also look at communicating with other schools and parents.
- Data protection impact assessment (DPIA) Find out what a data protection impact assessment (DPIA) is, when it must be done, and who should be involved. Download and adapt our DPIA template to save you time.
- Data protection impact assessments: role of the DPO As the DPO, you must be consulted when staff are carrying out a data protection impact assessment (DPIA). Learn about your role at each stage of the process, and find out when a DPIA is needed.
- DPO's report to governors: template Use our template to make sure you're giving your governors all the information they need to know about data protection and your school's compliance with the UK GDPR.
- Email security: sending personal data UpdatedAny personal data you send by email must be kept secure. Use our tips to help keep personal data safe in emails to make sure you’re doing everything you can in line with the UK GDPR to avoid a data breach, including 'phishing' scams.
- Freedom of information: responding to requests Know what to do if you receive a request for information under the Freedom of Information Act (FOIA), including when you can charge for a response or refuse the request. Download and use our template letters to help you respond to requests.
- How to respond to subject access requests in the summer holidays Learn how to take practical steps to meet your deadlines for responding to subject access requests over the summer holidays. Find out when you can extend the deadline for 'complex' requests and download our template letter to notify individuals of the extension.
- International data transfers under the UK GDPR Use this step-by-step guide to determine whether your school can lawfully share personal data with countries outside the UK. This includes sending it directly to an international organisation or to be kept on a server abroad.
- Parents' right to access their child's educational record Understand your responsibilities to allow parents to access their child's educational record so you can stay compliant with education law and the UK GDPR.
- Pupil records: transferring to other schools or education providers See the rules on transferring pupil records when a pupil moves school, and get guidance on how to do this securely for digital and paper copies.
- Reporting, sharing and publishing requirements Be clear on what you must report, share and publish to stay compliant, as a maintained school or academy.
- Role of the data protection officer (DPO) Understand the DPO's responsibilities, what experience they should have and training they may need. Plus, find out what to consider when determining how much time your DPO needs for their role.
- 'Special category' data under the UK GDPR The UK GDPR classifies some data as 'special category', meaning it's sensitive and needs more protection. Find out what kind of data is defined this way in schools, and the conditions you can use to justify processing it.
- Subject access requests: guidance and template forms Individuals have the right to request access to the information your school holds about them, under the UK GDPR. Use this guidance and our template forms to help you comply with subject access requests and know when you can refuse them.
- Taking and displaying pupil photos and information There are no hard and fast rules under UK GDPR on displaying pupil photos or other information, but you must have a 'lawful basis' for using personal data, and seek consent where necessary. Use our practical examples to work out how to stay compliant in your specific circumstances.
- Taking documents home: securing personal data Personal data accessed by staff at home must be kept secure. Take these steps to keep documents containing personal data safe, avoid a data breach and stay compliant with the UK GDPR.
- The UK GDPR Read our one-page summary of the UK General Data Protection Regulation (UK GDPR) and download a copy to share with your colleagues.
- The UK GDPR: audit Carry out a data protection audit to make sure your processes comply with the statutory requirements under the UK GDPR and meet best practice. Check your records management and data processing practices, and evaluate the data protection training you deliver.
- The UK GDPR: ‘lawful basis’ for processing personal data Under the UK GDPR, you must identify a lawful basis (or legal reason) you can use to justify the specific purpose for processing personal data. Use our guidance to work out which of the 6 lawful bases to use and avoid wasting time seeking consent you don't need.
- The UK GDPR: summary The UK General Data Protection Regulation (UK GDPR) determines how you must process and store personal data – understand what you have to do and the principles of data processing.
- The UK GDPR: template record of processing activities Under the UK GDPR, you must record how you process the personal data you hold. Use our template and guidance to help you comply with this requirement now and on an ongoing basis in your school.
- UK GDPR: at what age can pupils give consent? There's no statutory age at which pupils can give consent for data processing under the UK GDPR. Learn what age is usually appropriate, and how to manage issues around seeking pupils' consent.
- UK GDPR: make sure your suppliers are compliant You must make sure that any third parties that process personal data for your school meet UK GDPR requirements. See the steps you'll need to take, and download our checklist for your provider contracts.
- UK GDPR mythbuster Use our mythbuster to separate the fact from the fiction around the UK GDPR when it comes to visitor books, photo archives, consent and more.
- UK GDPR: personal data breach procedure Download our model procedure and use it in the event of a data breach at your school. If you have any data breaches, use our template to record the details.
- UK GDPR: seeking consent for processing personal data Use our guidance to help you decide whether you need to seek consent for processing personal data under the UK GDPR. If you do, download our template consent forms, or use our checklist to make sure your own forms meet the requirements.
- UK GDPR: sharing safeguarding information Be confident in how you share safeguarding information under the UK GDPR. Know the principles to follow, your legal basis for sharing data and your responsibilities for information sharing.
- UK GDPR: staff posters and handout Download our data protection cheat sheet for staff, and display these posters around your school to help everyone remember how to keep personal data safe day-to-day.
- UK GDPR: using apps and online services with pupils Stay compliant with data protection law when using educational apps or other online services with pupils. Work through these questions before setting up a new app or service to figure out your responsibilities, then check your next steps.
- Child protection records: retention Read guidance on keeping child protection records, including the information on the pupil file, allegations made against members of staff, and court orders.
- Retaining first aid, accident and medical records Learn what records you need to keep following incidents in school that need first aid, as well as how long to keep the records to make sure you're complying with UK GDPR and relevant legislation.
- Staff personnel files: what to include Understand what information you should keep in staff personnel records and how long you should keep it for, so you can make sure you're compliant.
- UK GDPR: retention and disposal of records Find out how long you need to retain school records for, and why and how you should establish a retention schedule. Plus, learn how to dispose of data securely.