Personal data in schools: a simple guide to avoid messing up
When we talk about data protection, we usually think of big companies, social networks, or online stores. But careful: schools and high schools also handle a lot of sensitive information. From grades to medical reports, including photos from school trips or lists of extracurricular activities. All of that is personal data that must be handled with care.
The document from the Catalan Data Protection Authority makes it very clear: educational centers are no exception, and they must apply the same rules as any other institution. Let's look at it in a simple way.
What data does a school handle?
More than you might think:
Basic data: name, address, phone number.
Academic: grades, reports, records.
Sensitive: health, special needs, even images and voice.
And not only students: also families, teachers, and school staff.
Consent: when to ask for it and for what
In general, consent is needed to use data beyond what is strictly scholastic. For example:
Posting photos from a school trip on the website.
Using students' images on a poster.
Sharing information with companies that run extracurricular activities.
Consent must be clear, informed, and always revocable. If someone changes their mind, it must be respected.
Publishing information: be careful with the school's website
Many schools post news, photo galleries, or announcements on their website or blog. That’s fine, but there are limits:
No publishing sensitive data without justification.
It’s better to avoid lists with full names, addresses, or phone numbers.
If images are used, notify beforehand and give the option to object.
Remember: the internet does not forget, and a child's photo on a website can end up in unexpected places.
Families' rights
Parents and students have the right to:
Know what data is stored.
Request correction if there are errors.
Request the deletion of information that is no longer necessary.
Object to certain uses (for example, advertising or transfer to third parties).
These are the well-known ARCO rights, which in practice mean that families have control over their children's information.
Security and responsibility
Schools must have clear measures:
Passwords to access information.
Backups.
Protocols in case of data loss or theft.
Periodic audits.
And yes, if they do not comply, they can face sanctions.
A brief summary of the article
Schools are learning environments, but they also manage a huge amount of personal information. Handling that data with care is not a legal whim, it is a way to protect students and their families.
In summary: ask for consent when necessary, publish only what is needed, respect people’s rights, and apply basic security. With that, the school not only complies with the law but also sets an example for students on how to behave in the digital world.