The Department for Education (DfE) has recently updated its guidance on handling Subject Access Requests (SARs) in schools, offering significant clarification that can reduce the administrative burden on schools when responding to these requests. Let’s break down what the update means for your school or Trust and how we’ve adapted our tools and policies to help you respond efficiently.
Data protection in schools – Dealing with subject access requests (SARs) – Guidance – GOV.UK
What Do You Need to be Aware of?
The updated guidance includes a key section on “Dealing with information already held by the requester“, which can streamline the SAR process for schools. The DfE now states:
“If a requester already has information previously provided by the school or has access to information, you do not need to resend this in your response. You will still need to explain that you hold that information and explain why you are not releasing it.”
What Does This Mean for Schools?
You are no longer required to collate and re-share information that the requester already has access to, as long as you:
- Acknowledge that you hold the information.
- Provide a clear explanation of why it is not being released again.
This change has the potential to significantly reduce the time and effort schools spend processing SARs, especially where the requester has previously been given access to large amounts of information (e.g., through parental portal access, previous SARs, or regular reporting).
Our Updated Tools and Policies
In response to this update, we’ve taken proactive steps to ensure your school has the tools it needs to respond confidently to SARs:
- Letter Templates
Our SAR response letter templates have been updated to include wording that aligns with the new guidance. These templates now ensure you can clearly explain when and why information isn’t being provided again, while maintaining compliance. - Data Protection Policy Template
Section 9 of our Data Protection Policy Template has been revised to reflect the updated guidance. This ensures your school’s policy remains fully compliant and helps staff understand how to approach SARs efficiently.
How This Saves Time
Here’s a practical example:
A parent submits a SAR requesting copies of their child’s academic progress. If the school has already provided the same data through a parent portal or during a previous request, you can acknowledge the data’s existence and explain that it won’t be reissued. By avoiding duplication, you can focus on new elements of the request, reducing workload.
Next Steps
- Review Your SAR Process: Ensure your staff are familiar with the updated guidance and know how to apply it.
- Update Your Documents: Use our revised templates to ensure compliance and reduce administrative stress.
- Communicate Clearly: Ensure parents and other data subjects are aware of their rights and your school’s approach to SARs.
Our team is here to help. If you’d like further guidance or a review of your school’s SAR processes, policies, or documentation, don’t hesitate to get in touch.
If you have any other questions about this or any other data protection topic, please contact us at DPO@schoolpro.uk.
Stay safe and healthy,
The SchoolPro TLC Team
SchoolPro TLC Ltd (2024)
SchoolPro TLC guidance does not constitute legal advice.
SchoolPro TLC is not responsible for the content of external websites.
