The online tool to assist you in achieving compliance
As an education provider, you have a responsibility to protect your students, staff and school. However, the responsibility isn’t just with protecting the physical form – it also comes down to the protection of any information or data you hold about said individuals and how it’s managed and controlled within your environment.
SchoolPro TLC provides the role of Data Protection Officer (DPO) as a service for schools to demonstrate an enhanced level of data protection compliance to the Information Commissioner’s Office. Our DPO Service is intended to assist schools and multi-academy trusts (MATs) in complying with the requirement to appointment such a role with the responsibilities set out in the Data Protection Act 2018.
Our support as DPO includes an online recording and reporting system for all relevant GDPR information, and our in-house DPOs have been using and developing this system since 2019.
As part of that process, in 2022, we launched a brand-new portal created by our DPOs, for our DPOs. And now we are making that available to you too!
In line with the Data Protection Act 2018 and in conjunction with the ICO published audit reports from MATs, we have designed a portal that enables schools and MATs to hold and log all relevant data protection information in one place. This includes all of our policy and document templates as well as the logging and reporting of data breaches, subject access requests and data decisions. All school-specific documents are hosted here including audit reports and all logs are also easily downloadable for review at governor or trustee level.
Our online tool is hosted and secured on servers located in the UK.
We have also added a number of features to make the system easier to use for DPOs that oversee a number of schools such as in a Multi-Academy Trust (MAT) or a Local Authority (LA).
As a MAT or LA user, you can easily and quickly add documents, folder and weblinks to specific schools in your group.
You can also add documents, folders and weblinks straight into your Documents section and make them available to all of your schools with the click of a button. This way, you can create specific templates for all the schools in your group and make the documents available for them to access and download quickly and easily.
Similarly, if there are common data processors used across all of the schools that you oversee, you can add them to your group’s top-level data map and then, with a simple click, add the same processor into the data map of all of your schools at once.
We also introduced a new ‘MAT Dashboard’ that gives you an overview of the ICO registrations within your group of schools. This is especially relevant if your schools don’t share the same registration as your organisation. This will show you how many registrations are due for renewal in the next 30 days and how many have expired. You can then check with the schools to ensure they have renewed their registrations – both you and the schools have the ability to then update the renewal date to the next year.
And finally, you can also filter your schools based on the processors that they use. If there is an alert issued about a specific processor, for example, you can filter the schools in School Management based on that processor, and then export the contacts from the system using the new ‘Export Contacts’ button. You can then directly contact those schools about the issue.
We have two different levels of subscription currently on offer for our portal. Both are an annual subscription and are shown below:
The cost is per school so you can add more than one user to a school account without additional cost. We tend to recommend between 1 and 3 users per school but this will depend on your organisation.
Come and speak to us. The costs are per school but, if you are signing up several schools as part of a group, we will give you a bespoke quote for you. Please get in touch either through the contact forms on the site or through contact@schoolpro.uk and we can discuss this further with you.
Yes. Once you have signed up to one of our annual subscriptions, they will automatically renew until you cancel them. You can cancel at any time within an annual period but the cost is fixed for the year so there aren’t pro rata refunds if you cancel part way through a year.
No, prices exclude VAT. VAT will be applied at checkout in our shop.
If you’d like to see how our online portal can support your Data Protection Officer, arrange a demo with us today.
For a confidential conversation about the needs of your school or organisation, please contact SchoolPro TLC using the links below. Based in Gloucestershire, available anywhere in the UK!
SchoolPro TLC Limited was formed by school and education leaders with over 60 years of experience across all stages of education and in a variety of contexts. The company founders have worked to improve educational provision as both senior leaders and school governors.
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