Common Pitfalls in School Data Protection and How to Avoid Them

With more than 32,000 schools across England, Scotland, Wales and Northern Ireland and more than 10 million pupils, according to data from the British Educational Suppliers Association (BESA), school data protection is essential to protect the safety and privacy of pupils, their families and school staff. 

In today’s digital age, schools are responsible for managing vast amounts of sensitive data, such as student records, personal information and academic performance data. Despite stringent data protection policies in the UK, many schools continue to face significant challenges in protecting this critical information. 

Today, we will look at the common pitfalls in school data protection and the most common difficulties and threats schools today face and provide actionable strategies to help schools avoid them and protect themselves and their pupils. By understanding these frequent mistakes and adopting best practices, schools can strengthen their data security, protect the privacy of their students and staff and build a more secure educational environment.

Introduction to Data Protection in Schools

Data protection in schools refers to the practices, policies and technologies used to safeguard sensitive information related to students, staff and school operations from unauthorised access, misuse, loss or breaches. This involves ensuring the confidentiality, integrity and availability of all personal data handled by the school, in compliance with relevant legal and regulatory frameworks.

Students and their families have a legal and ethical right to privacy and protection, particularly when their personal information is being handled or stored by educational institutions. Schools handle a wide range of sensitive data, including:

Student records:

This data encompasses a wide range of sensitive information, including:

• Personal identification details, such as names, addresses and dates of birth.
• Family information, including the names, addresses and contact information of parents and guardians.
• Academic records, such as grades, attendance and test scores.
• Health information, including any medical conditions and medications.
• Disciplinary records.

Staff information:

Data protection does not only cover pupils. Schools also manage sensitive data about their staff members, including personal identification data, employment history, payroll details, National Insurance numbers and health records.

Financial information:

Schools may collect payment information related to tuition fees, donations and other financial transactions, such as payment information from school lunches and school trips.

Special Educational Needs and Disabilities (SEND) data:

Schools store data regarding students with special educational needs or disabilities (SEND), including Individual Education Plans (IEPs), assessments, medications, involvement of other professionals, mental health difficulties and school-based adjustments.

Behavioural and psychological assessments:

With schools and the UK government placing greater emphasis on supporting student mental health and any behavioural difficulties, information may be gathered to support student development, including counselling records, behavioural assessments, psychological evaluations, teacher and parent concerns and any disclosures from the student.

Schools collect a large amount of personal and sensitive data and proper data protection ensures that this information is collected and used only for legitimate educational purposes and with appropriate consent where required. Schools should follow best practices for storing and managing student records securely and data protection involves securely storing all collected data, whether in digital or physical formats. Digital data must be protected using encryption, secure servers and regular backups, while physical data (e.g. paper records) should be stored in locked, access-controlled locations and access to sensitive data should be restricted to authorised personnel only. 

When sharing data, either internally or externally, schools must ensure that it is transmitted securely and that the recipients are authorised to receive it. Clear policies and procedures should govern data sharing with third parties (e.g. external service providers or government agencies). Additionally, schools should have a well-defined plan for responding to data breaches or incidents, which includes identifying the breach, containing it, notifying affected parties and mitigating any potential damage.

Protecting this sensitive data is not only essential but is also a legal requirement. There are multiple laws and regulations in the UK that cover school data protection, including:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Freedom of Information Act 2000
• Children and Families Act 2014

Non-compliance with these laws and regulations can result in substantial fines and legal penalties. Additionally, non-compliance can have a significant negative impact on the school’s reputation and decrease trust from students, parents and staff, particularly because data breaches can lead to identity theft, financial fraud and data misuse, including cyberbullying, discrimination or misuse of sensitive health or academic records. Data breaches can be costly in terms of fines, litigation and damage to the school’s reputation, which may have long-term effects on enrolment and community relations.

Effective data protection ensures that schools not only comply with legal obligations but also maintain the trust and confidence of their community, safeguarding the welfare and privacy of everyone involved.

Common Pitfalls in School Data Protection

Schools face multiple challenges in protecting sensitive data and there are several common pitfalls that can compromise their data security efforts, including:

• Inadequate data encryption
  Many schools do not encrypt data stored on servers, desktops or mobile devices (data at rest) or data being transmitted over networks (data in transit). This makes the data vulnerable to unauthorised access if intercepted or accessed improperly. Unencrypted data is highly susceptible to breaches, data theft and malicious attacks. In the event of a cyberattack, unencrypted data can be easily accessed, copied or manipulated by unauthorised parties.
• Weak access controls
  Schools often lack strong access controls, such as role-based access management or multi-factor authentication (MFA). Weak or poorly managed password policies (e.g. simple passwords and no mandatory password changes) can lead to unauthorised access. Poor access controls can result in data breaches, unauthorised data manipulation and misuse of sensitive information.
• Lack of regular security audits
  Many schools fail to conduct regular security audits and vulnerability scans, which can lead to undetected security weaknesses. Routine audits help identify and fix security vulnerabilities before they can be exploited. Schools should implement a regular schedule for security assessments, using both internal and third-party experts to evaluate and improve security practices.
• Poor incident response planning
  Schools often lack a comprehensive plan for responding to data breaches or cyber incidents. This means that in the event of a data breach, they often do not respond quickly or effectively, which can worsen the breach.
• Inconsistent data backup practices
  Irregular or poorly managed data backups increase the risk of permanent data loss due to system failures, cyberattacks (e.g. ransomware) or natural disasters. For example, if the school floods or a major system failure occurs, essential data, such as test scores and health information, can be lost forever, putting the students, staff and the school itself at significant risk.
• Failure to comply with regulations
  Schools may struggle to comply with data protection regulations such as the UK GDPR or the Data Protection Act. GDPR compliance in schools is essential to ensure the privacy and security of private data. Non-compliance can result from inadequate data handling practices, poor documentation or lack of awareness. Schools should stay informed about relevant laws, conduct regular compliance audits, maintain detailed documentation and provide regular training for staff on data protection requirements.
• Lack of staff training
  Many schools do not provide adequate training for staff on data protection policies, practices and procedures, which can increase the likelihood of human errors that could compromise security.
• Neglecting physical security
  Schools often overlook the physical security of data storage locations, such as server rooms, filing cabinets or backup media storage. Unauthorised physical access can lead to theft or tampering of data.

Strategies for Avoiding These Pitfalls

To effectively protect sensitive data, schools need to adopt comprehensive strategies that address common vulnerabilities, for example:

• Implementing robust data encryption
  Schools must ensure all sensitive data is encrypted both when stored (data at rest) and while being transmitted over networks (data in transit). Encryption should be applied to databases, files, emails and cloud storage. It is recommended to use industry-standard encryption algorithms and employ reliable encryption tools and platforms that are regularly updated to mitigate known vulnerabilities.
• Strengthening access controls
  Schools must implement role-based access controls (RBAC) to ensure that users have access only to the data they need for their roles. They must also enforce strong password policies that require complex passwords, regular password changes and not allow staff to reuse old passwords. They should also introduce multi-factor authentication (MFA) to add an extra layer of security. This could include a combination of something the user knows (password), something they have (a mobile device or hardware token) and something they are (biometrics).
• Conducting regular security audits
  Schools should establish a regular schedule for conducting security audits that assess all aspects of the school’s IT infrastructure, including networks, servers, endpoints and applications. It can be beneficial to use a combination of internal audits and external third-party evaluations. Schools should then analyse audit findings to identify weaknesses and gaps in security, develop a remediation plan to address vulnerabilities and continuously monitor progress to ensure improvements are implemented.
• Developing a comprehensive incident response plan
  Schools should develop a detailed incident response plan outlining procedures for detecting, reporting and responding to data breaches or security incidents. The plan should include roles and responsibilities, communication protocols and steps for containment, eradication and recovery. To ensure the plan works effectively, staff should be regularly trained on their roles and responsibilities in the event of a data breach and conduct simulated exercises to test the effectiveness of the plan and refine it based on lessons learned.
• Ensuring reliable data backup
  It is recommended to set up automated, regular backups for all critical data. Backups should be encrypted, stored securely offsite or in the cloud and protected with appropriate access controls. The backup system should be tested regularly to ensure data integrity and the ability to restore data promptly in the event of data loss or corruption. It is also recommended to establish a clear recovery time objective (RTO) and recovery point objective (RPO) to minimise downtime.
• Maintaining regulatory compliance
  Schools must be aware of the data protection laws applicable to them, such as the UK GDPR and the Data Protection Act and ensure that all data handling practices comply with these laws. This includes staying informed about changes in data protection regulations, adjusting school policies and procedures as needed and regularly reviewing and updating data protection policies to ensure compliance.
• Providing ongoing staff training
  Schools should ensure their staff attend training courses that educate them on data protection principles, policies and best practices, including recognising phishing attempts and other social engineering tactics. They should also use assessments, feedback and real-world simulations to evaluate the effectiveness of training programmes and continuously improve training content and methods based on evaluation results. Regular and effective training programmes help staff recognise security threats, understand their responsibilities and comply with data protection policies.
• Enhancing physical security
  It is important to implement strict physical security measures for server rooms, filing cabinets and any other locations where sensitive data is stored. These measures can include access control systems, surveillance cameras, locks, alarms and environmental controls. Limit access to sensitive areas to authorised personnel only, using badges, biometric authentication or keycards and use surveillance cameras and security personnel to monitor these areas and detect unauthorised access.

By implementing these strategies, schools can effectively mitigate the risks associated with common data protection pitfalls. A proactive approach that combines robust encryption, strong access controls, regular audits, effective incident response planning, reliable backups, regulatory compliance, staff training and enhanced physical security will significantly strengthen a school’s overall data security framework.

Case Studies and Examples

Case Study 1: St Luke’s High School’s Comprehensive Security Overhaul

St Luke’s is a high school located in a large city in the UK. A few years ago, it was facing multiple data security challenges, including outdated software, poor access controls and a lack of staff training on data protection. After a minor data breach involving student records, the school administration recognised the need for a comprehensive security overhaul.

The school implemented robust data encryption protocols for data at rest and in transit, installed up-to-date antivirus and firewall software and introduced multi-factor authentication for all staff accessing sensitive data. They also developed a detailed incident response plan, scheduled regular security audits and launched an ongoing data protection training programme for all staff members.

Within a year, St Luke’s significantly reduced its vulnerabilities and subsequent security audits showed marked improvements in compliance and overall security. The staff became more adept at identifying phishing attempts and other security threats and there have been no further data breaches.

Case Study 2: Local Education Authority (LEA) Response Plan Implementation

LEAs in England and Wales are the local councils that are responsible for state education within their jurisdiction. The LEA in question was responsible for more than 100 primary schools and high schools in the area. One of these schools experienced a ransomware attack that encrypted critical student data and temporarily shut down access to its network. Because the LEA’s formal incident response plan was not known by the school, this led to confusion and delays in handling the breach. 

Following the incident and the subsequent investigation, the LEA developed a more comprehensive incident response plan that outlined clear roles and responsibilities for staff, communication protocols and steps for detecting, containing and recovering from future incidents. The plan also included regular testing through tabletop exercises and simulations. They also ensured that every school in their jurisdiction were aware of the plan and their responsibilities in protecting data.

When another school in the same LEA later faced a potential malware threat, the staff quickly identified and contained the threat, minimising damage and preventing a full-scale breach. The incident response plan proved effective in guiding quick and coordinated action. The work completed by this LEA demonstrates that having a well-defined and regularly tested incident response plan is crucial for schools to respond effectively to data breaches and other cyber threats. Quick response times and clear communication channels are key components in minimising the impact of security incidents.

Case Study 3: ABC School’s Unencrypted Data Breach

ABC School, whose identity will remain confidential to protect the school and its staff and pupils, is another high school located in the UK. They experienced a significant data breach when a senior staff member’s laptop containing unencrypted student data was stolen from a car. The breach exposed sensitive information, including names, addresses, exam results and the disciplinary records of hundreds of students.

The school had no policy requiring encryption of sensitive data on portable devices. Additionally, the staff member did not adhere to best practices for securing physical devices, such as not leaving them unattended in vulnerable locations. Although it was too late for the school to protect sensitive data in this situation, they have since implemented stringent measures and released recommendations to prevent other schools from experiencing the same issue as them. 

Although ABC School faced legal issues and fines and lost the trust of the school community, their honesty throughout the process and their constant striving to improve have helped to redeem them in the eyes of the local community. The school has now become a training hub for other educational institutions in their city to ensure no other schools make the same mistakes as them. In particular, they instruct schools on how to enforce strict data encryption policies for all devices that handle sensitive information, especially portable ones. ABC School believes that educating staff about the importance of encrypting data and securing physical devices is crucial. 

Future Considerations and Trends

As schools continue to navigate the evolving landscape of data security, it is essential to stay informed about emerging threats and advancements in technology. Some new and evolving threats to school data security that schools should be aware of include:

• Ransomware attacks
  Ransomware attacks are becoming increasingly sophisticated, targeting educational institutions with increasingly elaborate methods to encrypt and hold data hostage. Schools, often with limited IT resources, are prime targets due to their critical data and financial constraints.
• Phishing and social engineering
  Phishing attacks are evolving, with cybercriminals using more sophisticated techniques to deceive staff and students into revealing sensitive information or credentials. Social engineering tactics are also becoming more personalised and convincing.
• Insider threats
  Insider threats, whether intentional or unintentional, pose a significant risk. Employees or students may misuse or accidentally expose sensitive data, often due to a lack of awareness or negligence.
• IoT vulnerabilities
  The increasing use of Internet of Things (IoT) devices in schools, such as smart boards, security cameras and connected classroom tools, introduces new vulnerabilities. These devices may not always be secure and can be exploited by attackers to gain access to school networks.
• Supply chain attacks
  Cyberattacks targeting third-party vendors or service providers can indirectly affect schools. Vulnerabilities in software or services provided by external vendors can expose school data to breaches.

It is important that schools develop and implement strategies to adapt to these challenges. New and up-and-coming data protection technologies could help to improve school data protection, even against more sophisticated threats. 

Some new technologies and tools include:

• Artificial intelligence (AI) and machine learning (ML)
  AI and ML technologies can enhance data protection by automating threat detection, analysing large volumes of data for anomalies and predicting potential security incidents based on patterns. Schools could integrate AI and ML tools into their security infrastructure to improve threat detection capabilities and automate routine security tasks, such as log analysis and anomaly detection.
• Zero Trust architecture
  Zero Trust models operate on the principle of ‘never trust, always verify’. This approach requires continuous verification of user identity and device security, regardless of their location or network status. Schools can transition to a Zero Trust model by implementing granular access controls, continuous monitoring and stringent verification processes for all users and devices accessing the network.
• Advanced encryption techniques
  New encryption technologies, such as homomorphic encryption, allow for data to be processed while still encrypted, minimising the risk of exposure during analysis or computation. Using advanced encryption techniques to protect sensitive data, ensures that data remains secure even when being processed or analysed.
• Security information and event management (SIEM) systems
  Modern SIEM systems provide comprehensive monitoring and analysis of security events across the entire network, offering real-time alerts and insights to improve threat detection and response. Investing in a robust SIEM system allows schools to gain comprehensive visibility into security events, streamline incident response and enhance overall network security.

Conclusion

Ensuring robust data protection within schools is critical to safeguarding sensitive information and maintaining trust. Today, we have explored various common pitfalls that can undermine school data security. Inadequate data encryption, weak access controls and inconsistent backup practices are among the significant issues that can lead to vulnerabilities. Additionally, the lack of regular security audits, poor incident response planning and failure to comply with regulations further exacerbate these risks. The consequences of these pitfalls can be severe, ranging from unauthorised data access to compliance violations and potential data breaches.

To address these challenges, schools must adopt comprehensive strategies. Implementing strong data encryption for both data at rest and in transit is essential to protect sensitive information from unauthorised access. Strengthening access controls through role-based permissions and multi-factor authentication can prevent unauthorised entry and mitigate risks. Regular security audits and a well-defined incident response plan will help identify and address vulnerabilities swiftly while ensuring reliable data backups and adherence to regulatory requirements are crucial for data integrity and compliance. Additionally, continuous staff training on data protection and enhancing physical security measures can further reinforce the institution’s defences.

It is vital for schools to recognise that data protection is an ongoing process rather than a one-time initiative. Regularly reviewing and updating data protection practices is necessary to keep up to date with evolving threats and technological advancements. By promoting a culture of security awareness and remaining vigilant about emerging risks, schools can ensure they are well-prepared to protect sensitive information effectively. This proactive approach not only improves the overall data security of the school but also builds a safer learning environment for students and staff alike.