School data protection

Two quick questions so we only show what's relevant to your school. These aren't scored.

1. Do pupils use online learning platforms, school apps, tablets or other edtech with their own accounts?
2. Does the school use CCTV anywhere on its grounds or in its buildings?

Enrolment is where most pupil data starts. Collect what you need, explain it, and don't keep it forever.

1. Does your application form ask only for what you need to decide on admission, and leave the rest until a place has been accepted? Principal
2. Are parents, and older pupils in words they can understand, told what the school does with their data, who it's shared with and how long it's kept? Knock-out Principal
3. Are parents told that pupil data is returned to the Department of Education through the Primary Online Database (POD) or Post-Primary Online Database (P-POD), and is access to these systems limited to named staff? Principal or School secretary
4. How does the school decide how long to keep pupil and staff records? Principal
5. Are paper files kept in locked storage, and are school laptops and devices encrypted, screen-locked and never shared with family members? Principal or ICT coordinator
6. Upload your current enrolment form (online form screenshot or paper form). Evidence needed School secretary

From the help text

Under the Education (Admission to Schools) Act 2018 and DPC guidance, schools shouldn't collect information such as reports, assessments or medical details before a place is offered unless the admission policy genuinely needs it. 'Yes' means a two-step process: a short application form, then a fuller enrolment form.

SEN, medical and child protection records are the most sensitive things a school holds. Access should be tight and purposeful.

1. Are special educational needs files, psychological assessments and NEPS reports kept securely, with access limited to the staff who need them? SEN coordinator
2. Is pupils' medical information (allergies, conditions, medication) available to the staff who need it in an emergency, without being displayed where visitors or other pupils can see it? Principal
3. Are child protection records kept securely and separately by the Designated Liaison Person, in line with the Child Protection Procedures for schools? Designated Liaison Person
4. Does the school have a Child Safeguarding Statement, based on a written risk assessment, that is displayed publicly and reviewed every year? Board of Management
5. Are staff, volunteers and coaches vetted before working with children, and are vetting disclosures stored securely, seen only by the vetting contact and not kept longer than needed? Principal

From the help text

These records contain health and disability data about children. 'Yes' means they're held separately from general files, access is limited to the principal, SEN coordinator and relevant teachers, and they're shared only as needed (for example with the NCSE for resource allocation).

Schools share data with many bodies, and parents often ask for it. Have a clear answer ready.

1. When An Garda Síochána, Tusla or other bodies ask for pupil information, does the school ask for the request in writing, check the legal basis and record what was shared? Principal
2. When a pupil moves school, or reports go to NEPS, the NCSE or the State Examinations Commission, is the data shared securely and only what the receiving body needs? Principal
3. If a parent, pupil or staff member asks for a copy of their data, would the school know how to respond within one month? Principal
4. Does the school have a clear approach to sharing information with separated parents and guardians? Principal
5. How does the school handle photos and videos of pupils on its website, social media, newsletters and displays? Principal or Communications lead
6. Does the school website link to your privacy notice and ask before setting any non-essential cookies, such as analytics or embedded social media? Principal or Web developer

From the help text

Schools can share information to protect a child or help prevent or investigate crime, but should be able to show why. 'Yes' means a short procedure, a log and the principal's sign-off. Mandated reports to Tusla under Children First are separate and must never be delayed.

Edtech brings real benefits, but every app is a supplier handling children's data on the school's behalf.

Asked only if you answer “Yes” to: Do pupils use online learning platforms, school apps, tablets or other edtech with their own accounts?

1. Does the school keep a list of every app, platform and online tool pupils use, with what data each one holds? ICT coordinator
2. For each app holding pupil data, does the school have the provider's data processing terms, and have you checked where the data is stored and whether it's used for advertising or profiling? ICT coordinator
3. Has the school completed a data protection impact assessment for its main learning platforms and any app that monitors pupils or uses AI? Data protection lead
4. Are pupil accounts created and managed by the school, with privacy-protective settings, and are staff accounts protected with two-step login? ICT coordinator
5. Has the school told staff not to put pupils' personal data into public AI tools, and set rules for pupils' use of AI? Principal

From the help text

Teachers often sign classes up to free tools without anyone else knowing. 'Yes' means a list kept by the ICT coordinator and a rule that new tools are approved before use.

CCTV can help keep a school safe, but children have a reasonable expectation of privacy in parts of the building.

Asked only if you answer “Yes” to: Does the school use CCTV anywhere on its grounds or in its buildings?

1. Does the school have a written CCTV policy, approved by the Board, that sets out why cameras are used and who can view footage? Board of Management
2. Where are the cameras? Principal
3. Are there clear signs at each entrance saying CCTV is in use, why, and who to contact? Principal
4. Is footage deleted automatically after a short, fixed period, with access limited to named people and every viewing or disclosure logged? Principal

From the help text

A clear purpose (usually security of the premises) limits how footage can be used later. 'Yes' means a board-approved policy on the website.