In 2026, schools handle large volumes of personal data on a daily basis. Student records, family information, financial data, staff documents, and internal communications are all part of a school’s digital routine.
This reality requires clear responsibilities. Each school must have a data controller, understand how data is managed, and apply appropriate best practices. This is both a regulatory requirement and a key factor in ensuring smooth and reliable operations.
The school remains responsible, even when using software
One fundamental principle of the GDPR is clear: the school is responsible for the data it collects and uses. This remains true even when a digital platform is used to manage this information.
The solution, software, or provider supplies a technical tool. It does not decide how data is used, who can access it, or how long it is retained. These decisions belong to the school itself and must be defined and applied internally.
A legal and operational responsibility
LResponsibility does not stop at regulatory compliance. It is also reflected in day-to-day organisation:
- Who can access student records?
- Who manages financial data?
- How are requests to modify or delete data handled?
A structured governance framework helps avoid grey areas, which are often sources of errors and legal risk.
The role of the DPO: a central point of contact
The Data Protection Officer (DPO) plays an essential role. There is no requirement for the DPO to be a lawyer or IT specialist. Their role is to act as the reference point for all matters related to data protection.
The DPO helps define rules, share them with teams, and support good practices. They are also the point of contact for families and authorities on data-related matters.
Within the Eduka Suite, it is possible to formally designate a DPO directly in the platform. This helps clarify internal responsibility and structure governance around this role.
Clearly defining roles within the school
Effective governance relies on a clear distribution of responsibilities. School leadership sets the overall framework in line with legal obligations. The DPO advises and raises alerts. Administrative teams apply the rules in their daily work.
Not everyone needs the same level of access to data. Fine-grained permission management reduces the risk of errors and protects sensitive information. Eduka’s Configuration module provides advanced management of user profiles and permissions, making it easier to implement these rules.
Active data and archived data: a long-term responsibility
Responsibility does not end when data is first collected. Some data must be retained for long periods to meet legal or historical obligations. This requires a clear distinction between active data and archived data.
Eduka’s archiving system secures long-term data retention while respecting legal timeframes and limiting access to authorised users. This helps schools meet their obligations without complicating daily operations.
How tools can help
Digital tools support the implementation of the rules defined by the school. They do not replace organisational decisions, but they reinforce them.
A well-configured tool simplifies access management, access traceability, and data archiving. With modules such as Student and Parent Information, teams can organise data securely while providing users with access appropriate to their roles.
Eduka, for example, offers a modular platform that brings together administration, communication, teaching, and service functions. This integrated approach helps centralise data while respecting the school’s responsibility.
Towards sustainable data governance
Responsibility for school data is a daily reality that must be embedded in the school’s organisation. It relies on clear decisions, a well-defined distribution of roles, and appropriate tools.
Well-designed governance protects students, families, and staff. It also strengthens trust among internal and external stakeholders.
