SchoolWorkSpace

SchoolWorkSpace Data Sharing Agreement

Agreement between SchoolWorkSpace Ltd and a School/Education Establishment.

Overview

SchoolWorkSpace provides software services to Schools and Education Establishments. These services include Organising Exams, Parents Evening and Meetings, Class Layouts, Gradebooks and Homework.

To provide these services an accurate list of parents/contacts, staff and students is required. SchoolWorkSpace integrates with Groupcall Xporter and maintains a secure copy of required data within the SchoolWorkSpace data store.

Transfer and Use of Personal Information

For the purpose of allowing authorised users to use SchoolWorkSpace, the system requires specific personal information.

  1. Personal information about pupils who are currently on roll:

    • Internal MIS record ID

    • Unique Pupil Number (UPN) *

    • Unique Candidate Identifier (UCI) **

    • Unique Learner Number (ULN) **

    • Examination Candidate Number **

    • Name

    • Gender *

    • Date of Birth

    • Home/mobile phone numbers ***

    • Email address(es) ***

    • Year group, registration group, school house group

    • Class or lesson groups

    • School record photograph

    • Attendance Marks (AM and PM) *

    • Free School Meal (FSM) *

    • English as Additional Language (EAL) *

    • Additional Learning Needs (ALN) *

    • Gifted and Talented *

    • Achievement and Behaviour Details *

    • Examination Entries **

    • Examination Timetables **

    • Examination Access Arrangements **

  2. Personal information about adults currently in the employ of the school (Staff):

    • Internal MIS record ID,

    • Teacher Number *

    • National Insurance Number *

    • Name and title

    • Gender *

    • Date of Birth *

    • Association with class, lesson, year, registration or house groups

    • Home Address *

    • Mobile, home and work phone numbers ***

    • Email address(es) **

    • School record photograph

  3. Personal information about pupil contacts with parental responsibility:

    • Internal MIS record ID,

    • Name and title

    • Address *

    • Mobile, home and work phone numbers ***

    • Email address(es) ***

    • Relationship with Student (Father/Mother/etc...)

  4. Information about your school:

    • School name and establishment number

    • School phone number

    • School email address

    • Head teacher’s name

    • Full school address

    • Seating plans

  5. Additional Data

    • Any data you upload manually into SchoolWorkSpace e.g. exam Entries

    • Data that users enter into the system e.g. Exam Attendance, Homework Assignments and Submissions

* Optional - can be included if required and the MIS and Groupcall Xporter support these data items.

** Exams - Imported if Exams Enabled

*** Communication details are used for emailing direct from SchoolWorkSpace and also for displaying to Staff incase they need to contact the students/parent.

Use of Data

The Use of Data policy is provided for schools to ensure that, as data controllers they have the ability to share data, and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially.

SchoolWorkSpace and its suppliers will be acting as ‘data processors’ as defined by GDPR. SchoolWorkSpace has taken all reasonable measures to ensure the safety and security of the personal information, and continues to review these measures on an on-going basis.

Data Security

The information from your school is held inside the SchoolWorkSpace web platform, which is hosted in Microsoft’s Azure platform in the UK South territory. The data in Azure is protected from exposure by multiple layers of fire-walling, authentication and physical access control.

Data Retention

When a trial or subscription expires and a school is no longer a customer, after 2 months the school will be eligible for deletion and set as pendingDelete then in the next delete cycle the school data will be deleted. This can be sooner on request. Obviously account level information will be retained e.g. subscription history, invoices etc.

GDPR

Your rights - Accessing, erasing and updating your personal information

In most cases the personal data in SchoolWorkSpace is imported from the school's MIS so corrections or deletions are simply a matter of updating the source and this delete/edit will flow in the next data sync. Most other cases in SchoolWorkSpace the school is in full control of the data and its all shown on the screen as the software is used.

Should you have any queries or complaints in relation to how we use your information please contact us at : gdpr @ schoolwork.space.

You have the right to access the personal information we hold about you and to ask us to:

  • make any changes to ensure that any personal information we hold about you is accurate and up to date;

  • erase or stop processing any personal information we hold about you where there is no longer a legal ground for us to hold it; or

  • transfer any information we hold about you to a specified third party

If you have a GDPR related request e.g. a subject access request (SAR) then please email gdpr @ schoolwork.space

Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner's Office regarding such issues. Further information about how to make a complaint can be obtained at www.ico.org.uk

Personal Data Protection Breaches

A breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.

Upon becoming aware of a data breach or security incident, the affected party shall inform the other party without undue delay and shall provide all information and cooperation as the other party may reasonably require. In order for both parties to fulfil its data breach reporting obligations under (and in accordance with the timescales required by) Applicable Data Protection Law.

The parties shall each further take all such measures and actions as are reasonably necessary to remedy or mitigate the effects of the incident and shall keep the other party up-to-date about all developments in connection with it.

To report a data breach email data breaches to gdpr @ schoolwork.space with a subject starting "Data Breach in SchoolName" for immediate escalation to the on-call engineer. Include in the body of the email details of what has happened and a phone number if you need us to call.

If SchoolWorkSpace becomes aware of a data breach affecting your personal data then we will notify you by email and/or in platform notification as soon as possible,

ico.org.uk Data Breach Self-assessment Tool

ICO

We are registered with the ICO with ref ZA352393

Privacy Policy

We take care to protect the privacy of customers and users of SchoolWorkSpace. The full privacy policy can be found here.

Terms and Conditions

Full terms and conditions of can be found here.