Know and understand the principles of a typical data protection act and why data protection legislation is required

Safety and Security – Data Protection

1. Why a Data‑Protection Act is Required

• Explain the need to protect individual privacy – personal data must be collected, stored and used fairly and transparently.
• Identify how the act prevents identity theft and fraud – it reduces the chance that personal details are exploited for criminal purposes.
• State why trust is essential – customers, pupils, staff and the public need confidence that organisations handle data responsibly.
• List the legal obligations it creates – organisations must follow a clear framework to avoid fines, legal action and reputational damage.
• Describe the ethical purpose – the act encourages organisations to consider the moral implications of data handling.

2. Physical Safety (Section 8.1)

• Identify electrical hazards – ensure all equipment is plugged into RCD‑protected sockets and cords are not frayed.
• Explain safe cable management – keep cables away from walkways to prevent trips and falls.
• State ergonomic best‑practice – adjust chair height, screen position and keyboard angle to avoid strain.
• Describe fire safety for ICT – keep fire‑extinguishers accessible, never block ventilation, and store media away from heat sources.
• List emergency procedures – know the location of power‑off switches and follow the school’s evacuation plan.

3. e‑Safety Checklist – Safe Use of Personal Data Online (Section 8.2)

• Use only trusted websites (look for the padlock icon and “https://”).
• Verify the sender before opening email attachments or clicking links (phishing check).
• Never share passwords, school roll‑numbers, or home addresses on social‑media or gaming platforms.
• Keep passwords secret and change them regularly; use a password manager if possible.
• Enable two‑factor authentication on school accounts and personal accounts.
• Log out of shared computers and clear browser history after use.
• Report any suspicious messages, requests for personal data, or unauthorised access to a teacher or IT officer.

4. Common ICT Threats (Section 8.3 – Security of Data – Threats)

5. Technical Safeguards – Protecting Data (Section 8.3 – Security of Data – Protection Measures)

• Access controls & passwords – role‑based permissions and strong password policies to limit who can view or edit data.
• Two‑factor authentication (2FA) – a second code sent to a mobile device adds an extra layer of security.
• Biometric verification – fingerprint or facial recognition for high‑security areas.
• Encryption – AES for data at rest; TLS/SSL for data in transit, ensuring integrity and confidentiality.
• Digital certificates & PKI – verify the identity of websites and email senders.
• Firewalls & intrusion‑detection systems – filter unwanted traffic and alert on suspicious activity.
• Secure sockets (HTTPS, SFTP) – safe file transfer and web browsing.
• Regular software updates & patches – close known security holes.
• Backup & recovery – automated daily backups stored off‑site; data are retained only for the period defined in the school’s retention schedule and securely deleted thereafter.
• Anti‑malware and ransomware protection – real‑time scanning and behavioural analysis.

Linking safeguards to the seven principles:

• Access controls, passwords and role‑based permissions support Lawful, Fair and Transparent Processing and Accountability.
• Encryption, firewalls and secure sockets directly address Integrity and Confidentiality (Security).
• Backup & recovery together with the retention schedule fulfil Storage Limitation and aid Accountability.
• Regular updates and anti‑malware tools help maintain Integrity and Confidentiality by preventing unauthorised alteration.
• Biometric verification and 2FA reinforce Integrity and Confidentiality while also demonstrating Accountability through robust access control.

6. Seven Core Principles of a Data‑Protection Act

6.1 School‑Level Examples for Each Principle

• Lawful, fair & transparent: Provide a privacy notice on the school portal explaining why student names and grades are stored.
• Purpose limitation: Collect pupil emergency‑contact details only for safeguarding; do not use them for marketing.
• Data minimisation: Record only the pupil’s roll number and class, not their home address, unless required for a specific activity.
• Accuracy: Update the pupil’s medical information each term and delete outdated allergy notes.
• Storage limitation: Delete exam papers and associated personal data after the statutory retention period (e.g., 5 years).
• Integrity & confidentiality: Store staff payroll files on an encrypted server and restrict access to HR personnel.
• Accountability: The headteacher signs off the school’s data‑protection policy and can produce evidence of staff training.

7. Applying the Principles in Practice

1. Conduct a Data Audit – list what personal data is held, where it is stored and who can access it.
2. Produce a clear Privacy Notice for pupils, parents and staff.
3. Implement Access Controls – role‑based passwords, lock screens, and 2FA for admin accounts.
4. Use Encryption for files containing personal data and for data transmitted over the internet.
5. Set up a Retention Schedule and securely delete data once it is no longer needed.
6. Provide regular Data‑Protection Training for teachers, support staff and senior students.
7. Appoint a Data Protection Officer (DPO) (or designate a senior staff member) to oversee compliance and act as the point of contact for data‑subject requests.
8. Maintain a Record of Processing Activities (ROPA) – a log of what data is processed, why, and how it is protected.
9. Establish a Data‑Breach Response Plan – steps to contain, assess, report (to the ICO within 72 hours) and communicate any breach.

8. Legal and Organisational Responsibilities

• Data Protection Officer (DPO) – monitors compliance, advises on impact assessments, and liaises with the Information Commissioner’s Office (ICO).
• Accountability – senior management must ensure policies are in place and that staff can demonstrate compliance.
• Data‑subject rights – right to access, rectify, erase, restrict processing, data portability and to object.
• Impact assessments – required for high‑risk processing (e.g., new student‑tracking system).
• Reporting breaches – notify the ICO and affected individuals when a breach is likely to result in risk to individuals’ rights.

9. Consequences of Non‑Compliance

• Financial penalties – up to £17.5 million or 4 % of global turnover under GDPR.
• Legal action from affected individuals (compensation claims).
• Reputational damage and loss of confidence from pupils, parents and partners.
• Enforcement orders – e.g., mandatory cessation of processing, forced data deletion, or audit requirements.

10. Suggested Diagram

11. Summary Checklist for Students (Command‑Word Style)

• Explain why protecting personal data is essential for individuals and organisations.
• Recall the seven core principles of a data‑protection act and give a school‑level example for each.
• Identify at least eight common ICT threats (phishing, pharming, smishing, vishing, malware, ransomware, card‑fraud, shoulder surfing, hacking) and the appropriate preventive measures.
• List technical safeguards (access controls, 2FA, biometrics, encryption, digital certificates, firewalls, secure sockets, updates, backup & recovery, anti‑malware) and describe when they are used.
• State the possible penalties for breaching data‑protection legislation.
• Describe the role of a Data Protection Officer and why accountability matters.
• Apply the e‑Safety checklist when using the internet, email and social media.