So, you've been asked to be the data protection champion/lead in your organisation! We explain what that role involves, how it works with Data Protection Education (DPE) as your Data Protection Officer (DPO), and the new resources we've added to help you.
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What is a Data Protection Champion? |
The Data Protection Champion is the local, day-to-day face of data protection in a school or academy. They are the first point of contact for staff, and they work closely with us, receiving extra training on handling data protection in their setting.
DPE is your DPO. The DPO is an independent expert who reports to the highest management level and advises your organisation on its obligations under data protection law. The champion is an internal role that works alongside us.
| The champion's main job is to promote awareness of data protection and good practice, and to build a culture of data privacy in their school. |
What the champion does
- ✅ Understands the data protection principles and how they apply in school
- ✅ Champions good practice and leads by example
- ✅ Is the main point of contact for data protection enquiries, and knows when to contact the DPO
- ✅ Logs issues on the DPE Knowledge Bank, including support tickets, subject access requests and breaches, and helps key staff do the same
- ✅ Keeps the school up to date on known issues and concerns
- ✅ Completes data protection audit walks, at first with a DPE consultant, and feeds back the results
What the champion receives
- ✅ Enhanced, continuing CPD, including training with a DPE consultant through consultations and data walks
- ✅ Bespoke training where required
- ✅ A dedicated DPE school consultant
- ✅ Full access to DPE's online training modules, which champions are expected to complete
- ✅ Time and support from their school or trust to carry out the role
- ✅ A governor aligned to data protection and cyber security
- ✅ Advice on subject access requests from the DPE team, with full SAR management and redaction available to schools and trusts that have added this service
Who should be the champion?
The role suits someone with an interest in data protection and a good view of how the school runs day to day, such as an office manager, data manager or business manager.
In a single school, we recommend pairing the champion with a member of the senior leadership team:
- ✅ The senior leader gives strategic oversight, allocates time and budget, makes decisions about risk and reports to governors
- ✅ The champion handles the day-to-day work and is the frontline contact for staff and parents
Sharing the work this way stops either person being overwhelmed, speeds up decisions, and means a breach or subject access request isn't missed when someone is absent.
In a multi-academy trust, each academy has its own champion, and the trust has a Data Protection Governance Lead who keeps data protection consistent across every academy, coordinates the champions and reports to senior leaders and the board. Read more in The Data Protection Governance Lead role.
How it fits together
- Staff raise questions and concerns with their champion.
- The Data Protection Champion handles routine matters and logs issues (operational).
- The senior leader or Data Protection Governance Lead provides oversight and reports to governors or the board (strategic).
- DPE, as your DPO, gives independent advice (advisory).
New resources for customers
We have refreshed the Data Protection Champion tab of the Trusts Best Practice Area. It includes:
- ✅ A short video introducing the champion role, to share with staff or show at a briefing
- ✅ Who is your data protection champion? A poster to add your champion's name and display in the staffroom and school office
- ✅ The Data Protection Champion role card A one-page summary of what the champion does and receives
- ✅ Which DPE tools does each role use? An at-a-glance guide to the Knowledge Bank tools for the champion and the Data Protection Governance Lead
You don't need to be an expert
Taking on this role can feel daunting, as you might think you need to be a data protection expert. That really isn't the case, that's our job! Champions need to know good practice, spot issues early and know when to ask us. If you're not sure, start with the Best Practice Library or
We've put a short video together to explain what the role means and how we can support you: watch the video on the champion role.