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A vibrant, illustrative graphic announces "SOCIAL MEDIA DAY!" in large, bold letters, with "SOCIAL" in white and "MEDIA DAY!" in orange. Below this, "June 30th" is displayed in an orange rectangular box. The central focus is a large, purple smartphone, angled slightly to the right, with a bright screen populated by various 3D social media icons floating around and seemingly interacting with it. These icons include: A yellow star A pink speech bubble A golden bell A red heart A blue folder icon with a mountain and sun image A blue paper airplane A yellow envelope with a letter A red location pin A blue magnifying glass A red play button triangle Two blue speech bubbles, one with three dots and another with a smiley face There are also several expressive emoji faces floating around the phone: A large, yellow smiling face with closed eyes on the phone screen. A red heart-eyes emoji. A slightly mischievous, winking emoji with a tongue out. A happy emoji with closed eyes and rosy cheeks. At the bottom left, a circular logo states "DATA PROTECTION OFFICER BY" around an emblem featuring a stylized person figure protecting data, with "DATA PROTECTION EDUCATION" written beneath it and a URL "HTTPS://DATAPROTECTION.EDUCATION". The background is a gradient of blue, with darker shades at the bottom and lighter at the top, along with some abstract cloud-like shapes.

📲👍It's Social Media day today - now an integral part of our daily lives both personally and at work. We take a look at some privacy considerations and acceptable use.

Image of a microphone with a title "Episode 3 records management"

This podcast episode delves into the often-overlooked but crucial topic of records management within the school environment. It breaks down the lifecycle of a record from creation to disposal, highlighting the legal framework schools operate within, including the Data Protection Act 2018, UK GDPR, and the Freedom of Information Act 2000. The episode also explores the consequences of non-compliance, the importance of a robust Records Management Policy, and the specific considerations for handling sensitive data like safeguarding records. Ultimately, it emphasizes that effective records management is a whole-school responsibility that protects students, staff, and the school itself.

Key Takeaways

  • Records management is a systematic process encompassing the entire lifecycle of information, from creation and maintenance to retention and disposal.
  • A formal, written Records Management Policy and a detailed retention schedule are essential for ensuring compliance and efficient operations.
  • All school employees, from the headteacher to external contractors, are responsible for adhering to the Records Management Policy.
  • Special category data, such as health and safeguarding records, requires enhanced protection, including stricter access controls and longer retention periods.
  • Effective records management is not just about compliance; it's about fostering a culture of good information governance within the school.

Suggested Actions

  1. Develop or review your school's Records Management Policy, ensuring it clearly defines roles, responsibilities, and procedures for handling different types of records.
  2. Create a detailed retention schedule that specifies how long each type of record must be kept, in accordance with legal requirements and best practices.
  3. Implement a system for classifying data (e.g., Confidential, Public, Internal) to ensure the appropriate level of security and access control.
 


This content was produced using Podfeed AI.
Podcast Episode 1 - data protection training for school staff

Join us for our first DPE podcast! Data Protection Training for School Staff

This podcast episode provides an overview of the Data Protection Education's 2024 training update, focusing on the legal framework and practical guidance for data protection in the workplace. The discussion covers key definitions like UK GDPR, Data Controller, Data Processor, Personal Data, and Data Protection Officer. It also highlights the importance of data protection in preventing breaches and fostering a strong data protection culture within organisations, using scenarios and examples to illustrate practical applications and potential risks.

Key Takeaways

  • Understanding the UK GDPR and the Data Protection Act 2018 is crucial for compliance in the UK.
  • Recognising 'personal data' and 'special category data' is fundamental to protecting individuals' information.
  • Data protection is not solely an IT issue; it's everyone's responsibility within an organisation.
  • Practical scenarios and role-playing can effectively illustrate data protection principles in action.
  • 'Harry the Hacker' concept highlights that data breaches can occur through simple oversights and physical security lapses, not just cyberattacks.




This content was produced using Podfeed AI.

photo of a hand holding a phone with whatsapp on the screen. Beige background and black text: What's up with WhatsApp? Emma Martins, Chief Commissioner of the Data & Marketing Commission and Data Protection Education have teamed together to give you a comprehensive overview of the risks, recent cases and guidelines about using WhatsApp.

📳What's Up with WhatsApp? WhatsApp is a regular theme in relation to SARs, FOI's, data breaches and general use as tickets into our Knowledge Bank platform.  Emma Martins, Chief Commissioner of the Data and Marketing Commission has worked with us to produce some guidance following the recent employment tribunal that was published in relation to a preschool.
Photo of a shadow behind some computer code. Blue background and white text: Education & business comparisons. Navy background and blue text: Gov.uk Cyber security breaches survey 2025. Data Protection Education logo

The GOV.UK Cyber Security Breaches Survey 2025 is out and reveals that 43% of UK businesses and 30% of charities experienced a cyber security breach or attack in the last 12 months.  We review and highlight some key data protection points.

AI generated photo of the back of a computer screen with hands on a keyboard. Blue padlock with white text saying: Not everyone should have access. White background and black text: The key to protecting sensitive data : least privilege. Recent dismissal case in Nottinghamshire

🚫🔒 Sensitive data requires a higher level of security under UK GDPR because of its potential to cause significant harm to individuals if it is lost, stolen or misused.  A recent case of a teacher losing their job after accessing a safeguarding report and transcribing it to her personal computer highlights the both the importance for least privilege access and continual review of access.
Photo of a computer network and lots of spiders on a white background. Black text: The Scattered Spider Web. Data Protection Education DPO badge

🛡️🕷️ The Scattered Spider is a fast-growing group of cyber attackers currently on the attack and possibly attributed to the recent attack on M & S - they don't just break in and grab one thing, they like to cause as much chaos as possible and then ask for a ransom.
Photo of blocks and notepads with the words, honesty, integrity, values and ethics in red ink. Above the photo in white on black: National Honesty Day: How transparent is your organisation?

⚖️🛡️ National Honesty Day, although one day to highlight the importance of honesty, it reminds us of how importance truth is in the realms of data protection and cyber security and how it should be part of an organisation's fundamental beliefs and ethos.
Photo of glasses, the letters 'FOIA' in red, Freedom of information black text on white background. BBC News Reporter request, DAta Protection Education DPO badge

This article shares advice we have given to several customers who have received an FOI request from the BBC News about conducting research into the challenges of handling harmful sexual behaviour in schools.
Ludo pieces on a board on white background. Blue text: New Governor resources, Governors: data protection & cyber security course, governance frameworks: data protection, cyber governance code of practice. Data Protection Education logo and DPO services badge

📢🏛️ We've published some new resources for governing bodies about data protection and cyber security.  Governors can be added to our Knowledge Bank platform as part of your subscription with us at no extra charge.

ICO poster: Black and white photo image of a lady and text: "I had to move my kids out of school'. Black text on white background: Does stress lead to data breaches? Ripple Effect . Data Protection Education logo

😓💻  When organisations approach the end of a busy and stressful time, or as they rush to finish for a long weekend or holiday, we see a huge spike in data breaches reported to us. 
Transparent image of a teacher at the front of a class teaching children. Robot holding AI in blue letters. Text in blue and black: 83% teacher say AI is a time saver. Data Protection Education logo

🤖🕒 Most meetings we are having with schools at the moment feature conversations and questions around the use of AI by staff in  organisations.  It's clear the landscape is rapidly evolving and education may not be moving as fast, however, it does help to be prepared.
Image of a young child on a computer. Blue text: Narrowing the digital divide. White text on navy background: DfE Consultation. Data Protection Education

💻📢 The DfE are seeking views on proposals for narrowing the digital divide in schools and colleges.  It outlines the DfE's long-term vision for narrowing the digital divide in schools and colleges.

Robot hand pointing to opt out check box. Arbor AI in orange text, On by default in white text. Data Protection Education logo. Blue background

💻 ⚠️ Arbor recently announced that it was including some AI as part of it's default configuration - some customers have raised questions about this with us.
Background photo of digital folders around a shield in blue and white. A bag of money in a trolley. Text says procuring a new MIS. Data Protection Education logo

✅📃 An MIS (management information system) is a critical part of the school's day to day operations and digital infrastructure.  They can be on premise or in the cloud, which means contract terms can differ.  We highlight the latest guidance alongside what is already data protection law - you should follow this, even if you are procuring your MIS through your local authority or third party IT provider.

Text: HCRG Data Breach. Photo of a hand coming out of a laptop holding a red key

Some of our customers have been affected by the data breach reported by the HCRG Care Group.  The group is currently investigating claims by a ransomware group that more than two terabytes of sensitive information has been breached.
Photo of a white humanoid robot looking at a tablet screen with text. AI in orange letters on blue background. Literacy in white text on black background. Data Protection Education logo below the word Literacy

🤖✅There is no doubt that AI is here to stay as it transforms organisations by helping to automate tasks, increase productivity and efficiency while influencing decision making.  However: "With great power comes great responsibility".

blue text a quick guide to: AI in black text. Blue robot dog. Data Protection education logo

🎥🤖  Some of the organisations we are talking to are a little confused about AI, whether they should use it and if their staff already are using it or not.  We've put together a short video explaining the different types of AI, the risks and how you should start documenting your use.
Safer Internet Day official art work, coloured orange and blue text: Safer Internet Day, Cyber Security, Data Protection. Data Protection Education logo

🛡️🔒We couldn't get through today without mentioning it's Safer Internet Day today (11th February).  And while we don't need a special day to talk about being safe online, cyber security and data protection, we welcome any chance to highlight how important they all are.
  1. The Cyber Resilience Championship
  2. The Multiple Dimensions of Supplier Due Diligence
  3. School shares sensitive pupil information as part of an FOI response
  4. Blacon High School Cyber Attack
  5. WhatsApp and FOI's: ICO Warnings
  6. New AI Guidance from the DfE
  7. The role of Passkeys in Cyber Resilience and Cyber Security
  8. What the proposed Government legislative proposal around cyber crime means
  9. ICO report on AI tools in recruitment
  10. DfE update to record keeping and management
  11. Update to data sharing for school immunisation programmes
  12. Early Years Settings and Cyber Security
  13. SLT Digital Lead Profile
  14. The role of governors in cyber security and data protection
  15. Navigating Privacy at the End of Term , Special Occasions and End of Year
  16. Effectively communicating during a cyber incident
  17. Contracts Register
  18. South East Technological University has experienced a cyber incident
  19. Safeguarding Identity in Microsoft 365: Protecting the UK Education Sector Against Cyber Threats
  20. DfE Digital Standards Autumn Update
  21. The importance of knowing how to access your CCTV footage!
  22. Cyber Attack on a Special School
  23. Stealing children's data
  24. What is dark data? (and why does it matter?)
  25. Ofqual highlights the value of cyber security training in schools
  26. Searching for data when you receive a Subject Access Request
  27. Fylde Coast Academy Trust Cyber Attack This Week
  28. Calling all IT leads in schools and mult academy trusts!
  29. Ransomware cyber attack on a school in Bromley
  30. Join Our Social Media Family!
  31. School hit by Cyber Attack
  32. Cyber Security Best Practice Area
  33. DfE Digital Standards for Schools and Colleges Tracker
  34. New Policies, Documents, Letters and Posters page
  35. Schools and Trusts Best Practice Area
  36. The DPE Retention Schedule
  37. Making the Rounds Update (now includes reporting)
  38. ESFA Cyber Essentials Requirement for Colleges from 2024/2025
  39. ICO Reprimands a School
  40. How does the recent global IT outage affect me?
  41. King's speech introduces new bills in relation to cyber security, smart data and digital information
  42. Out of date technology
  43. Data Retention and the Pupil File
  44. Have you assigned your SLT Digital Lead yet?
  45. What's a Cyber Incident and what should we do?
  46. Getting Started with AI (Artificial Intelligence)
  47. Cyber attack on a school during half term
  48. Free short cyber training for staff
  49. The rise of cyber attacks in schools are causing pupils to miss classes
  50. ICO: Learning from the mistakes of others report
  51. Children's mental health data leaked after a cyber attack
  52. Cyber attack on a Trust; the aftermath
  53. School Focus: The Vale Federation | Aylesbury
  54. DfE Dealing with Subject Access Requests (SARs) Guidance
  55. Update to the Guidance on Information Sharing from the DfE
  56. FOI Requests generated by Artificial Intelligence
  57. Social Media Best Practice Area
  58. Lettings Best Practice Area
  59. MFA Bombing - What is it?
  60. Protecting your Social Media Accounts
  61. Product Focus on Checklists : Initial Trust Plan
  62. Product Focus on Checklists : End of Term Checklist
  63. Product Focus on Checklists : Information and Cyber Security
  64. Product Focus on Checklists : Social Media
  65. Cyber Incident Review: The Benefits
  66. Product Focus on Checklists : Lettings
  67. Product Focus on Checklists : Record of Processing
  68. Milk Island: The secret location that allows children to view restricted content on Google Maps
  69. Why Data Should Stay Put: Benefits of Keeping Data in Its Original System
  70. Product Focus on Checklists : Data Retention and Destruction
  71. Product Focus on Checklists : Data Migration
  72. Product Focus on Checklists : Biometrics
  73. Product Focus on Checklists : Supplier Due Diligence
  74. Free Cyber help, advice and training with the Cyber Resilience Centres
  75. The Perils of Paper: The Printing Vulnerability
  76. Product Focus on Checklists : FOI
  77. Product Focus on Checklists : Governors and Data
  78. Product Focus on Checklists : DPIA
  79. Product Focus on Checklists : Site Moves
  80. Product Focus on Checklists : Data Breaches
  81. Product Focus on Checklists : Subject Access Requests
  82. Cyber attack on a University
  83. Product Focus on Checklists : Bring your own device
  84. Product Focus on Checklists : Working out of school/offsite
  85. Cyber Attack on a School
  86. Product Focus on Checklists : Redaction
  87. Major cyber-criminal gang Lockbit brought down by UK Law Enforcement
  88. Why Due Diligence is Important: Fake apps
  89. Product Focus on Checklists : CCTV
  90. Product Focus on Checklists : Clear desk
  91. Product Focus on Checklists : Commitment to compliance
  92. Product Focus on Checklists : Photos and video
  93. Product Focus on Checklists : Passwords
  94. Product Focus on Checklists : Information Classification
  95. Safer Internet Day 2024
  96. Kent Councils Data Breach
  97. Free cyber training for staff
  98. DfE Digital Standards Update
  99. The Mother of all Breaches
  100. ClassCharts Possible Data Breach
  101. Where is your data stored?
  102. IAPP looks at AI privacy risks
  103. If you suspect a financial scam .....
  104. Guardians of Privacy: 16. Social Media Checklist
  105. Guardians of Privacy: 15. Navigating Social Media in Educational Settings Summary
  106. Guardians of Privacy: 14. Social Media and Cyber Bullying
  107. Guardians of Privacy: 13. Social Media, Copyright and Intellectual Property
  108. Guardians of Privacy: 12. Social Media and Going Viral
  109. Guardians of Privacy: 11. Staff Social Media Accounts
  110. Guardians of Privacy: 10. Social Media and Cookies
  111. Guardians of Privacy: 9. Social Media and Morality
  112. New Resources for Schools from the ICO
  113. Guardians of Privacy: 8. Social Media Policies
  114. Guardians of Privacy: 7. Social Media Data Retention
  115. Guardians of Privacy: 6. Posting Safely
  116. Guardians of Privacy: 5. Social Media and Consent
  117. Guardians of Privacy: 4. Social Media Access Control
  118. Guardians of Privacy: 3. Social Media Channels
  119. Guardians of Privacy: 2. Law and Regulations
  120. Latest ICO Reprimand. Mr. S. Claus, Chief Executive Officer, North Pole Enterprises
  121. Phishing attacks targeting schools - alert from City of London Police
  122. The ICO reprimands a Multi Academy Trust
  123. Guidance for the use of school email and applying email retention in schools
  124. CISA and UK NCSC Announce Joint Guidelines for Secure AI System Development
  125. Data Protection Tips for Early Years Settings
  126. Children's Privacy around the world is a puzzle
  127. Trust Initial Plan Checklist Update
  128. Update on Advisory for Rhysida Ransomware
  129. Records Management Best Practice Update
  130. The Crime in a Cyber Attack and a Data Breach
  131. What do I need to redact?
  132. NCSC Annual Review is published for 2023
  133. Learning from Data Breaches
  134. Windows 11 security ineffective against attacks on old devices
  135. Trust Initial Plan for Data Protection Compliance (for Multi Academy Trusts)
  136. International Counter Ransomware Initiative 2023 Joint Statement
  137. Google for Education Resources: Helping IT Admins meet DfE digital and technology standards
  138. Top Ten Cyber Security Misconfigurations
  139. Lettings Best Practice and Guidance
  140. ICO Reprimand: company suffered a ransomware attack
  141. The UK Online Safety Bill becomes an Act (Law)
  142. Considerations when migrating to a new MIS
  143. The importance of software updates (PaperCut vulnerability and Rhysida ransomware)
  144. Public bodies and sensitive data
  145. Adding offline bulk training using the Certificates function
  146. Ransomware, extortion and the cyber crime ecosystem
  147. Get a DPE Badge for your website!
  148. ICO: 10 Step guide to sharing information to safeguard children
  149. Cyber Resource: The Cyber Resilience Centre Group
  150. Email and Security: ICO recent guidance
  151. Help after a Cyber Attack/Incident
  152. Social Media Policy
  153. Data Protection and Cyber Security (Inset Day) Training Ideas
  154. Changes to Microsoft Free Licensing for Schools
  155. What to do in the event of a Cyber Attack
  156. Cyber Crime: AI Generated Phishing Attacks
  157. Handling Freedom of Information Requests the right way
  158. Cyber Attack: Exam Boards
  159. VICE SOCIETY - Ransomware attacks on schools
  160. Using Tags if you are a group of organisations in the DPE Knowledge Bank
  161. Where's Harry the Hacker?
  162. Be Cyber Aware: USB Sticks
  163. Cyber Insurance in the Public Sector
  164. Types of Cyber Attacks: DDos Attack (Microsoft DDoS Attack in June)
  165. Cyber Attack: Leytonstone School
  166. The ICO Reprimands a school
  167. Be Cyber Aware: Firewalls
  168. Be Cyber Aware: Cyber attacks and transparency. A no blame culture
  169. Cyber Attack: Dorchester School
  170. Knowledge Bank Role Types: Admin, Staff and Trustee
  171. Types of Cyber Attacks: Password Attacks
  172. Be Cyber Aware: Why regular software updates are important
  173. Cyber Attack: Wiltshire School
  174. Keeping your IT systems safe and secure
  175. Types of Cyber Attacks: DDoS Attacks
  176. Types of Cyber Attacks: Phishing
  177. Types of Cyber Attacks: The Insider Threat
  178. Why your data is profitable to cyber criminals
  179. Using WhatsApp in Schools
  180. The Changes to Data Protection in the UK
  181. Knowledge Bank Updates
  182. Types of malware and how they are linked to data protection
  183. Striking Data Breach
  184. IPR Protection Email Scam
  185. Windows Server 2012 & 2012 R2 Retirement
  186. How to contact us for support, subject access requests, data breaches and FOI's
  187. YouTube breached child protection laws
  188. How a school fought back after a cyberattack
  189. Types of Cyber Attacks - Credential Stuffing
  190. January Cyber update - How Can Schools Help Prevent Cyber Attacks?
  191. Assigning courses to staff using to-dos
  192. How the Record of Processing Can Help You
  193. Information Security Basics: What are VPN's?
  194. What does a Data Protection Officer Do?
  195. Are you ready for a Data Breach?
  196. Carrying out Supplier Due Diligence
  197. How Long Should You Keep Personal Data For?
  198. The Education sector now at highest risk of cyber attacks
  199. How to Assess your Data Security
  200. Schools Blocked from Using Facial Recognition Systems
  201. The Children's Code
  202. B&H FoI: Racist/religious incidents/bullying
  203. Cyber Attacks
  204. Protocol for Setting Up and Delivery of Online Teaching and Learning
  205. Class Dojo International Data Sharing
  206. Model Publication Scheme: Amendments, Improvements and Updates
  207. Child friendly privacy notices
  208. Transparency
  209. Secure file transfer of files using Royal Mail
  210. Emergency contacts and consent
  211. Key elements of a successful DPIA
  212. FOI Publication Schemes
  213. SHARE: Avoid disinformation online
  214. Best Practice for Managing Photos and Video
  215. New Drip Feeds: Recognise and Respond to Subject Access Request
  216. When to contact the Data Protection Officer?
  217. National child measurement programme
  218. Compliance Manager released
  219. Headteacher fined for breach of data protection legislation
  220. Emails – good practice and minimising the risk of a data breach

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