What is GDPR and Why Does It Matter In Schools?

Understanding GDPR in education

The General Data Protection Regulation (GDPR) is a critical legal framework designed to protect personal data and ensure individuals have control over how their information is used. 

Introduced in 2018, and replacing the original 1995 data protection directive, GDPR applies to any organisation handling the data of EU and UK citizens — including schools and MATs.

In education, GDPR is in place to ensure the safe, responsible and legally compliant management of sensitive information about students, staff and families. Schools are legally required to follow strict rules around data collection, storage and sharing – and failing to comply can result in significant fines and reputational damage.

Why GDPR is crucial for schools

Protecting the privacy and safety of students and staff

On a daily basis, schools are required to handle large volumes of sensitive data. This can include names, addresses, medical information, assessment results and safeguarding records. GDPR exists to ensure that this data is managed responsibly, with clear processes for consent, security and transparency.

Alongside the deterrent of strict penalties – compliance is a vital consideration for protecting the privacy and safety of students and staff. By following GDPR guidelines, schools can confidently maintain that their data practices are ethical, secure and aligned with best practices.

Key GDPR requirements for schools

To meet GDPR standards, schools must:

• Identify what personal data they collect and why.

• Ensure data is stored securely, with proper access controls.

• Appoint a Data Protection Officer (DPO) to oversee compliance.

• Implement clear policies for data handling and breach management.

• Ensure staff receive regular training on data protection practices.

Managing these requirements can be complex, particularly for schools with limited IT resources. But, as a technology provider with years of experience providing data protection and compliance services for schools, Computeam is here to help.

How Computeam helps schools stay GDPR compliant

Helping schools manage data securely

Here at Computeam, we offer a range of solutions designed specifically to help schools manage data safely and meet GDPR requirements. Through our Comply - Training & Risk Awareness service, we can deliver practical support to improve data protection and staff awareness.

Training staff to manage data safely

Improving understanding of GDPR best practices

Staff play a vital role in keeping school data secure. As such, at the foundation of Computeam’s Comply service is dedicated training designed to help school teams understand their responsibilities when handling personal information. With focused, CPD-accredited GDPR courses available through Learning Locker, school staff can access the training they need. 

This includes guidance on data protection principles, cybersecurity risks and best practices for using platforms like Google Education and Microsoft 365. By improving staff awareness, schools can reduce the risk of accidental data breaches and ensure safer day-to-day data handling.

Identifying risks and improving security

Expert assessments to highlight areas for improvement

Computeam’s Comply service also includes a Cybersecurity Audit Report, designed to assess a school’s current data protection practices. This usually involves an on-site visit where Computeam’s security experts review systems, policies and processes. The report outlines any gaps in security and provides clear recommendations to help schools improve data protection and meet GDPR standards.

Emerging AI Risks in Schools

Addressing data privacy concerns with AI tools

As artificial intelligence becomes more common in education, schools are increasingly turning to generative AI software and Large Language Models (LLMs) to lighten the load of busy schedules – from teaching and planning to administrative tasks. 

But, while these platforms might offer their degree of benefits when used correctly, they also introduce new risks – particularly concerning data protection. AI models such as ChatGPT are patently not designed with GDPR in mind, and sharing personal information, student work or internal data with them can lead to unintentional data breaches. 

Recent studies suggest that over 40% of school users are using AI platforms without fully understanding the privacy implications. When data is entered into public AI tools, there’s often no control over where it’s stored or how it’s used. In some cases, the data may even be used to train the AI itself, raising serious concerns around intellectual property and consent. Schools need to be aware of these risks and take steps to ensure AI use is compliant with data protection laws. 

This includes educating staff and students on safe usage, reviewing policies and choosing the right tools that meet GDPR standards. Computeam can support schools with the guidance and training needed to safely integrate AI into the classroom without compromising data security.

Ongoing support for better data protection

Guidance to strengthen school security

Following the audit, Computeam works with schools to help implement the recommended improvements. This may include updating policies, improving system configurations or introducing new security measures. GDPR compliance is an ongoing process rather than a quick box-ticking exercise. As such, Computeam will also provide continued support for schools working towards Cyber Essentials Certification — a recognised standard for effective data protection.