Data protection in schools – What makes a good data protection officer?
Mark Hodges explains how data protection officers can help schools stay on top of their data privacy and security responsibilities…
- by Mark Hodges
In any organisation, cultural change takes time and effort to put into motion. It’s certainly not something that happens overnight. When it comes to data protection in schools, it also requires ongoing commitment from leadership, staff, students and parents alike.
Since the introduction of GDPR in 2018, the law has held schools more accountable for the data they collect. Having robust data protection measures in place is therefore beneficial to schools in the long-run. It should ensure that they reduce the overall amount of personal data they process, and implement more efficient, streamlined and responsible processes in relation to data considered essential.
Setting high standards
By appointing a data protection officer (DPO), a school will have in place a designated (and ideally experienced) individual responsible for overseeing all data protection practices.
The DPO should stay updated on privacy regulations. They should also provide guidance to staff and ensure compliance with all data protection policies.
This means they play a crucial role in helping schools ensure compliance with data protection regulations, and fostering an improved culture of privacy.
To make sure DPOs can lead the charge, schools should look to prioritise the importance of its data protection and privacy policies. The aforementioned stakeholders will all need to be on board, but also be willing to collaborate as much as possible.
Any good DPO will want to encourage this. They’ll want to offer their input on how such collaborations should work and see to it that their school sets high standards for future data protection conduct.
With data protection being a complex and rapidly evolving field, a DPO can bring much-needed specialist knowledge and expertise to bear in discussions around privacy laws, data security and best practice.
They can also help to establish strong data protection frameworks for schools that ensure compliance. In time, they can help you to foster a culture of responsible privacy and data security.
5 key strategies for data protection in schools
To ensure your school is embarking on a better data protection strategy, a DPO will likely observe the following steps:
1. Develop new policies
The DPO will collaborate with the school’s leadership to develop comprehensive data protection policies and procedures tailored to the school’s specific needs. At the same time, they’ll ensure that these align with all applicable privacy laws and best practices.
2. Break down silos
In our experience, we’ve found that a huge number of schools aren’t consistently logging incidents or near misses. For example, if a data breach occurs in one department, schools often won’t share this with any others. Prompt logging, sharing and then fixing is the best form of long-term prevention.
While it can be daunting to share details of a data breach with the wider workforce, doing so is essential for strengthening your data protection against future threats.
3. Encourage discussion
By promoting open discussions around privacy concerns and responsible uses of technology, we can reinforce the importance of obtaining consent before collecting or sharing personal information.
4. Talk to parents
A DPO will help a school reliably communicate to parents and guardians information regarding its commitment to data protection. They’ll also outline the role parents can play to maintaining privacy themselves.
5. Provide training and education
DPOs can also help schools conduct training sessions and workshops in order to educate staff, teachers, and students on issues pertaining to data protection, privacy laws and best practices.
This way, you can be confident that everyone understands both the importance of safeguarding personal information, and what they can do personally to maintain robust data security.
By employing the above strategies, a DPO can create a cultural shift within a school. They can make data protection a shared priority. At the same time they can instil a greater sense of responsibility and accountability for safeguarding personal information.
Over time, this cultural change will help you foster a more privacy-conscious environment. This is one where data protection is ingrained within your school’s ethos.
Mark Hodges is education sector lead at the IT services provider, Cantium; for more information, visit cantium.solutions
