Protecting students’ data is a key task in school operations. As digitization progresses, the challenge of securely storing data while meeting legal requirements—particularly those of the General Data Protection Regulation (GDPR)—also increases. In this post, you will learn what is required to store student data securely and in compliance with data protection regulations, and how apps like PlusDaily help meet these requirements.
The Legal Framework: What Does the GDPR Require?
The GDPR sets clear requirements for the processing of personal data that also apply to schools:
- Data Minimization: Only the data absolutely necessary may be collected.
- Purpose Limitation: The collected data may only be used for its intended purpose, for example, to foster social and emotional development.
- Transparency: Parents and students must be informed about which data is stored and why.
- Data Subject Rights: Users have the right to access, rectify, erase, and restrict the processing of their data.
In addition, schools must ensure that personal data is protected against unauthorized access and may only pass it on to third parties if legally permissible.
The Technical Framework: What Is Needed for Secure Data Storage?
After clarifying the legal requirements, there are further technical hurdles that must be addressed for the secure storage of student data:
- GDPR-Compliant Cloud Services: If data is stored in the cloud, it must be ensured that the provider meets GDPR requirements (e.g., with data centers in the EU).
- Encryption: Data should be encrypted both during transmission and at rest.
- Access Restrictions: Only authorized individuals, such as teachers, should have access to the data.
- Anonymization and Pseudonymization: Where possible, data should be stored in anonymized or pseudonymized form to protect students’ privacy.
Data Protection in Schools in Practice
The use of private devices by teachers is strictly regulated and only permitted in exceptional cases with explicit approval from the school administration. These measures ensure that sensitive data is handled responsibly and securely. There are also differences from one federal state to another (example from NRW).
To support schools in matters of data protection, each school has a data protection officer. This individual advises the school administration, teaching staff, and parents, monitors compliance with data protection regulations, and trains staff on relevant data protection topics. Moreover, the data protection officer acts as a contact person for all questions concerning the handling of personal data. The contact details of the respective data protection officers must be communicated to the responsible supervisory authority to ensure transparent communication.
One Solution: PlusDaily for GDPR-Compliant Data Storage
PlusDaily is an app designed specifically for teachers to securely and GDPR-compliantly store student data. The app combines state-of-the-art security standards with a user-friendly interface to meet the special requirements of the school environment.
Data security is a top priority in PlusDaily. All data is stored and transmitted using end-to-end encryption. This means that the information is protected by modern encryption technologies both on your device and in the cloud. However, using the cloud service is optional and does not have to be utilized.
What Does PlusDaily Store?
The app stores only the data necessary for observing and supporting students, such as behavioral assessments, individual goals, and notes. Emphasis is placed on data minimization and anonymization. For instance, names are internally replaced and encrypted by IDs so that third parties cannot make direct assignments. These measures ensure that sensitive information remains protected but can still be used effectively. Teachers can also use their own IDs right from the start, further anonymizing students. Here you can use the app for free.
Attention! This post does not replace binding legal advice.