DPIA for Schools template for Google Docs and Word

The first pages of the DPIA for Schools template

Every page (8)

Overview

Before a school adopts a tool that handles pupil data, leaders need evidence that the data is necessary, proportionate and safe. This template walks through a data protection impact assessment: a plain description of the tool, the lawful basis and necessity test, the risks to pupils and families scored before and after measures, the monitoring measures and the decision. It is a structure to complete with your data protection officer, not legal advice.

The sample is for Elmstead Cloud, a fictional edtech supplier whose reading tool would reach about 4,800 families across four schools. Its risks, consultation counts and sign-offs are sample data. Replace them with your own processing details, and have your data protection officer and counsel check the lawful basis before the pilot starts.

Useful for

A head teacher deciding whether to pilot a reading app
A data protection officer reviewing a supplier's data flow
A governor checking the measures before approving a pilot

What's included

Tool page with three cards on what it does and who it touches
Pupil data insights with the concerns families raised
Lawful basis policy with the necessity test
Risk heat map with owners and responses
Measures scorecard reported to governors each term
Approval and decision pages with conditions and deadlines

How to use it

1
Click Make a copy in Google Docs, then confirm on the Google page. The copy is saved to your own Google Drive.
2
Replace the processing description with your system, the data flow and the people affected.
3
Choose and justify one lawful basis for each purpose, agreed with your data protection officer.
4
List the data categories, retention and recipients exactly as in your records of processing.
5
Score each risk, add the measures, then delete this guide page before the sign-off.

What you need

Requirements

A Google account with access to Google Drive

Works with

Google Docs
Microsoft Word (download the .docx)

Questions

Is this DPIA for schools template free to use?

Yes, at no cost. Copy the assessment to your Drive, then fill each section with your own processing details.

Are the company, people and figures real?

No. Elmstead Cloud, its reading tool, families and scores are fictional sample data. Replace every figure with your own processing details before the assessment is used.

Does completing this template make a tool lawful?

No. The template helps you record your reasoning, but whether a processing activity is lawful is a judgment for your data protection officer and counsel, not a conclusion you can reach by filling in boxes.

#dpia
#data-protection-impact-assessment
#school-data-privacy
#pupil-data
#edtech-review
#google-docs-template

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