Information about children and families.
WHAT YOU HOLD
Student identity and contact details Academic records Attendance Behaviour records Health information Parent and guardian details Financial records Photographs
WHY IT DESERVES PARTICULAR CARE
Much concerns children, and some is sensitive.
WHAT LAWFUL BASIS USUALLY APPLIES
Legal obligation, public task or contract, depending on the record.
WHY CONSENT IS USUALLY WRONG
Academic and attendance records are not optional.
WHERE CONSENT DOES APPLY
Photographs and publicity Optional activities Sharing with third parties beyond necessity
WHAT TO OBTAIN FOR PHOTOGRAPHS
A clear choice for parents, recorded.
WHAT TO RESPECT
Refusals, in practice as well as on paper.
WHAT TO RESTRICT
Health information Behaviour and disciplinary records Anything about family circumstances
WHO SHOULD ACCESS WHAT
Only what their role requires.
WHAT TO BE CAREFUL WITH
Records in shared staff areas Information shared in group messages Photographs on personal devices
WHY PERSONAL DEVICES SPECIFICALLY
Images of children on staff phones are a safeguarding as well as a privacy issue.
WHAT TO PROHIBIT
Taking or storing images of students on personal devices.
WHAT THIRD-PARTY PLATFORMS REQUIRE
Assessment of where data goes and what the provider does with it.
WHAT RETENTION TO SET
Per category, with academic records typically longer.
WHAT TO DELETE
Unsuccessful applications and former families, after the period.
