Let’s be honest—data protection isn’t the topic most school leaders get excited about. But in 2025, with stricter expectations, smarter technology, and more scrutiny from regulators, it’s a topic no school can afford to overlook.
The updated government guidance on Data Protection in Schools makes one thing clear: data protection is no longer just an IT or admin issue—it’s a leadership issue. Whether you’re running a MAT, leading a primary school, or managing a trust-wide digital strategy, your role in protecting pupil data has never been more important.
This article breaks down everything you need to know—from the legal must-haves to the practical tools—and how to avoid the biggest pitfalls.
What Hasn’t Changed: Your Core Duties
Schools are still bound by the UK GDPR and the Data Protection Act 2018, which means you must:
- Collect and use personal data lawfully and transparently
- Keep data accurate and secure
- Only store it for as long as it’s needed
- Allow parents and pupils to request access to their data (via Subject Access Requests)
But compliance isn’t just about having policies on paper. It’s about creating a culture of safe and respectful data use in every part of school life—from safeguarding systems to communication tools.
What data protection means for schools
What’s New in 2025?
- The Digital Information and Smart Data Bill
This upcoming legislation will simplify consent rules and enhance data-sharing flexibility without reducing pupil protections. But it also tightens expectations on transparency, data rights, and oversight—especially when AI is involved.
- Generative AI in Schools
Using tools like ChatGPT or AI marking systems? You must now consider:
- Whether personal data is being shared with external providers
- If pupil profiling or decision-making is occurring
- Whether staff understand how AI works and what risks are involved
AI and data protection in schools
The Role of the DPO: Not a Box-Ticking Job
Every school or trust must have a Data Protection Officer (DPO)—but just appointing one isn’t enough. Your DPO should:
- Advise on data decisions across the school
- Monitor compliance (policies, logs, audits)
- Be accessible to parents, pupils, and staff
- Report directly to senior leadership
They can’t be someone with a conflict of interest, like your Headteacher or IT lead (unless they operate independently).
Role of Data Protection Officers
Policy and Practice: What You Must Have in Place
By 2025, all schools should have:
- A clear data protection policy
- A privacy notice for parents and pupils
- Procedures for handling data breaches
- Regular training for all staff, not just admin teams
- Evidence of ongoing record-keeping and data audits
Data protection policies and procedures
Managing breaches of data
Common Pitfalls (and How to Avoid Them)
- Staff using personal devices without secure email
- Unsecured spreadsheets of SEND or safeguarding data
- Data breach logs left blank despite near-misses
- SARs ignored or delayed because no one owns the process
- AI tools trialled without any data risk assessment
These aren’t hypothetical—they’re the real-world issues schools are being pulled up on. Good data practice isn’t about perfection, it’s about awareness, documentation, and response.
Your 5-Step Action Plan for 2025
- Audit: Review what personal data your school collects, where it’s stored, and who can access it
- Update: Refresh your policies and privacy notices for clarity and compliance
- Train: Make sure every staff member knows the basics—especially around breach response
- Check AI: Any digital tool using pupil data must now be reviewed for AI or profiling risks
- Empower Your DPO: Give them the access, support, and independence to do the job right
Final Word: It’s Not Just Compliance—It’s Trust
Parents trust your school with their child’s most sensitive information. From health records to SEND support, from safeguarding alerts to classroom behaviour data, schools are data-rich environments.
Getting data protection right isn’t just about avoiding fines—it’s about building confidence with families, pupils, and staff. In a world of smart tech and rising scrutiny, that trust is one of your school’s most valuable assets.