Schools and Multi-Academy Trusts (MATs) handle vast amounts of sensitive data every day, from student records to staff information. In line with UK GDPR requirements, this data must be protected with robust technical and organisational measures. Yet, many schools still fall into common compliance traps that can lead to serious breaches.
Let's explore the top five GDPR mistakes schools make and how you can avoid them.
1. Lack of Staff Training
The Mistake:
Many schools assume GDPR compliance is the responsibility of the Data Protection Officer (DPO) alone.
The Fix:
In reality, every staff member who handles personal data plays a role in compliance. Invest in regular role-based GDPR training for all staff. This includes teachers, admin teams, and IT personnel. Training should cover data handling, breach reporting, and secure communication practices, and be enforced by Senior Leadership.
2. Poor Data Storage Practices
The Mistake:
Storing sensitive data on unsecured devices or shared drives without proper access controls is a major risk that is easy to mitigate.
The Fix:
Implement secure storage solutions and enforce strict access permissions. Use encrypted systems and regularly audit who has access to what data. It is important to note that USB storage devices may be loaded with malware and weaponised. Controlling their use closes down one more attack path.
3. Ignoring Data Retention Policies
The Mistake:
Schools often keep personal data for far longer than necessary, increasing the risk of breaches and violating their GDPR obligations.
The Fix:
Create and enforce a robust data retention policy. Regularly review and delete data that is no longer required for legal or operational purposes.
4. Weak Cyber Security Measures
The Mistake:
GDPR compliance isn’t just about paperwork, it’s about protecting data from cyber threats. Schools are increasingly targeted by phishing and ransomware attacks.
The Fix:
Adopt robust cyber security practices:
- Multi-factor authentication
- Regular software updates
- Staff awareness training on phishing
- Endpoint protection, that is active, up-to-date and properly managed
5. Failing to Investigate Breaches Promptly
The Mistake:
Delays in investigating breaches and security incidents can lead to lost learning, deepening crisis, operational issues and possible enforcement action.
The Fix:
Some data breaches have to be reported to the ICO within 72 hours of becoming aware. Have a clear breach response plan in place. Ensure staff know how to identify and report incidents immediately, even if they are not sure it is a breach. Build a no-blame, compliance focussed culture so you can learn from your near misses and share best practice with other schools.
Conclusion
Avoiding these common mistakes is essential for safeguarding student and staff data. By reframing GDPR compliance, not just as a legal obligation, but as a proactive strategy for building trust within your school or MAT community, you position your organisation as a responsible guardian of personal data, and will contribute to operational excellence. When stakeholders (parents, staff, and students) see that your processes prioritise both security and transparency, confidence in your school’s leadership and digital practices grows.
Over time, this approach leads to greater operational efficiency, reduces reputational and financial risks, streamlines your response to data requests and incidents, and ultimately frees up valuable resources that can be directed back into teaching and learning.
Need help keeping on top of your compliance?
Discover how GDPRiS can support your school or MAT with compliance and cyber security solutions.