Data protection is an often an overlooked part of working with children and young adults. Whether you are hosting an occasional event, running your own school, organising workshops or clubs, you have access to quite a lot of information about your students.
Everyone knows that information should be kept securely, but have you considered all of the types and sources of information you have access to? Today's post is about the types of data you hold.
Who's information do you have?
Children
Perhaps the most obvious group to consider, but have you consider exactly how much information you have access to? You have first names, surnames, addresses, contact details, parents contact details (potentially different parents contacts depending on home situation) emergency contacts/doctor's details, any medical conditions, access to medical equipment (inhalers, epipens) allergies, dates of birth, past exam results, PIN Numbers for exams, permissions (or not) to take photos, use photos on social media, records of significant conversations (for example when a parent wants to discuss progress) agreements to attend an event, which school they attend, attendance registers.
Adults - Parents
As with the children's data, you may hold names, addresses, contact details, where they work, the family situation (as it relates to the child) records of significant conversations, DBS numbers, Chaperone Licence details, any relevant health information (if it makes a difference to how you interact with them or their child)
Adults - Staff
Names, addresses, phone numbers, emergency contacts, bank details, DBS numbers, Chaperone Licence details, qualification in area of teaching documents, registration of professional bodies, records of continuing professional development courses, records of safeguarding training, first aid training, copies of ID documentation, dates of birth, expiration dates of DBS/Chaperone/ Safeguarding/First Aid, medical information, next of kin details, contracts of employment, references from other jobs, financial records of payments made, risk assessments tailor to one person
Adults - You (as a business)
Well of course you hold information about yourself....but have you considered what information should be kept secure?
Tax records, insurance certificates and policies, contracts for your venue/s, qualification certificates, references from other works, details of teachers that you are happy to use for cover, user names, passwords and many more.
Wow, that's a lot of information!
It is a lot of information, and I'm sure there are things that I've forgotten and may mention in future posts - but don't panic, in the next few posts I will talk about your responsibilities regarding protecting data and also ways to make it manageable. Is there anything you think I've missed? Post a comment below and let me know.
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