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August 2016

Data Protection Guidance

Biometrics

Privacy Notice Guidance
formerly known as Fair Processing (Pupil Census)

Privacy Notice Guidance
formerly known as Fair Processing (Workforce)

Contacts

Data Protection &
Freedom of Information

Records Management for Schools

Data Security

Freedom of Information Act 2000 & Document Retention

Publication
Schemes

Cloud Software Services

 

 

Contacts

If you have any DPA or FOI queries please contact the Schools Legal Helpline - 01992 555520 (comnet - 25520)

 


Cloud Software Services and Data Protection

The DfE have produced guidance for local authorities, school leaders, staff and governing bodies on cloud software services. It outlines how schools need to consider data security when moving services and sensitive information to the internet-based facilities of cloud computing (the cloud).

 

Data Protection Guidance

August 2016 Updated EU-U.S. Privacy Shield

Schools are reminded that the data protection policy of third party data handlers (school data services for example) should always be checked for suitability according to the sensitivity of the data concerned. More information on the status of this new protection measure can be found at the foot of the document in this ICO link.

Here is the original European Commission press release.

Data Security

Security of Confidential / Personal Data - Electronic and Paper

It is critical that schools consider the safety of confidential / personal data removed from a school site (electronic and paper). Ensuring that ALL staff are aware of how to handle sensitive or personal information and their responsibilities when accessing data is vital and this section provides guidance on staff training and recommendations.

If you are considering applying this method of security to any computer devices in your school which you think may be taken off-site:

  • data encryption must not be attempted on any file servers or computer devices configured as RM Community Connect 3 or 4 workstations;
  • storage devices such USB sticks are best encrypted in their entirety;
  • staff laptops that hold personal data should have an encrypted ‘container’ created where all sensitive data should be stored;
  • existing SIMS ‘master’ PCs should not be encrypted at this stage.  SITSS are considering the feasibility of encrypting the whole of the hard drive on all new SIMS ‘master’ computers.  We are also investigating the possibility of encrypting existing, older SIMS ‘master’ PCs;
  • backup media must be kept secure at all times.

Warning – keep your encryption password in a safe place.  Access to encrypted drives and ‘containers’ is controlled by password - should you loose it you will NOT be able to access your data!

Password Security and Password storage – why it’s not as simple as 123…

Latest advice regarding password security from the Information Commissioner’s Office can be found here

Keeping Parents informed: What schools need to consider when using email

Latest advice from the Information Commissioner’s Office can be found here

How to Encrypt Files in schools only
Appendices

School Policy in Brief

 

Also see the 'Model School Policy for ICT Acceptable Use Incorporating eSafety, Data Security & Disposal of ICT Equipment' in the esafety section:

 

Privacy Notice Guidance formerly known as Fair Processing (Pupil Census)

Please note: The Privacy notices are in line with the suggested text issued by the DfE but schools can include any additional information as appropriate. However, if you experience any difficulties with the external links or require further advice on how any organisation processes data please contact the organisation direct.

Privacy Notices 2015/16

Updated versions of the Privacy Notices for Department for Education data collections are now available below. The updated Privacy Notices will be for:

•             Pupils in Schools, Alternative Provision and Pupil Referral Units and children in Early Year Settings

•             Children in Need or looked after by the Local Authority

The core information in the Privacy Notice is largely unchanged. Some text has slightly changed but the context and meaning has not.

Schools do not have to reissue the Privacy Notices to existing pupils but must ensure that the updated version is available on the school's website and parents/carers are made aware of the updated version.

Updated


Privacy Notice Guidance formerly known as Fair Processing (Workforce)

For Action

In order to ensure that all staff have been provided with an appropriate form of notice it will be necessary for schools to inform all current staff of the change to this Privacy Notice.

It will be every school’s responsibility to issue a Privacy Notice to all staff that commenced employment with your school after 01/04/15 onwards.

Schools need to make Staff aware of the changes to the Privacy Notice who were in employment with the school before this date of 01/04/15 (this could be via a copy being posted on the staff notice board and staff being made aware of its existence).

Please note: The Privacy notices are in line with the suggested text issued by the DfE but can include any additional information as appropriate. However, if you experience any difficulties with the external links or require further advice on how any organisation processes data please contact the organisation direct.

 

 


Freedom of Information Act

ICO Advice to Schools Regardng Data Protection and Freedom of Information

The Information Commissioner's Office have posted a video and further advice on the responsibilities of schools regarding Data Protection Act and Freedom of Information. The Information rights video is aimed at head teachers, managers and governors to help comply with their responsibilities to information rights in schools, colleges and universities.

The Information Commissioner’s Office has updated its advice on the Freedom of Information Act and Environmental Information Regulations Act.

https://ico.org.uk/media/for-organisations/guide-to-freedom-of-information-4-5.pdf

https://ico.org.uk/media/for-organisations/guide-to-the-environmental-information-regulations-2-3.pdf

Freedom of Information and Environmental Information Regulations Act Guidance for Hertfordshire Schools in schools only Jan 2016

A new document has been produced by Hertfordshire County Council Information Governance Unit in conjunction with Herts for Learning. It is designed to help schools understand their responsibilities under Freedom of Information Act 2000 (FOIA) and Environmental Information Regulations 2004 (EIR). The document can be downloaded here:

 

 



Records Management for Schools

The Records Management Toolkit for schools developed by the Information and Records Management Society can be downloaded from:

Publication Schemes

The ICO has updated their guidance for schools and provided greater guidance for nursery, primary and small schools.

Explanatory Notes for Model Publication Scheme for all schools including academies and free schools

https://ico.org.uk/media/for-organisations/documents/1235/definition-document-schools-in-england.pdf

Template Model Publication Scheme for Nursery, Primary and Small Schools

Guide to completing the Model Publication Scheme for Nursery, Primary and Small Schools

https://ico.org.uk/media/for-organisations/documents/1242/how-to-complete-template-guide-to-info-for-schools.pdf