ICT in the 21st Century is seen as an essential resource to support learning and teaching, as well as playing an important role in the everyday lives of children, young people and adults.  Consequently, schools need to build in the use of these technologies in order to arm our young people with the skills to access life-long learning and employment.

Information and Communications Technology covers a wide range of resources including; web-based and mobile learning.  It is also important to recognise the constant and fast paced evolution of ICT within our society as a whole.  Currently the internet technologies children and young people are using both inside and outside of the classroom include:

  • Websites
  • Apps
  • E-mail, Instant Messaging and chat rooms
  • Social Media, including Facebook and Twitter
  • Mobile/ Smart phones with text, video and/ or web functionality
  • Other mobile devices including tablets and gaming devices
  • Online Games
  • Learning Platforms and Virtual Learning Environments
  • Blogs and Wikis
  • Podcasting
  • Video sharing
  • Downloading
  • On demand TV and video, movies and radio / Smart TVs

Whilst exciting and beneficial both in and out of the context of education, much ICT, particularly web-based resources, are not consistently policed.  All users need to be aware of the range of risks associated with the use of these Internet technologies and that some have minimum age requirements (13 years in most cases).

At Woodland Community Primary School,  we understand the responsibility to educate our pupils on eSafety Issues; teaching them the appropriate behaviours and critical thinking skills to enable them to remain both safe and legal when using the internet and related technologies, in and beyond the context of the classroom.

Schools hold personal data on learners, staff and others to help them conduct their day-to-day activities.   Some of this information is sensitive and could be used by another person or criminal organisation to cause harm or distress to an individual. The loss of sensitive information can result in media coverage, and potentially damage the reputation of the school. This can make it more difficult for your school to use technology to benefit learners.

Everybody in the school community has a shared responsibility to secure any sensitive information used in their day to day professional duties and even staff not directly involved in data handling should be made aware of the risks and threats and how to minimise them.

Both this policy and the Acceptable Use Agreement (for all staff, governors, regular visitors[for regulated activities] and pupils) are inclusive of both fixed and mobile internet; technologies provided by the school (such as PCs, laptops, mobile devices, webcams, whiteboards, voting systems, digital video equipment, etc); and technologies owned by pupils and staff, but brought onto school premises (such as laptops, mobile phones and other mobile devices).


Authorised ICT staff or members of the School’s Leadership Team, may inspect any ICT equipment owned or leased by the school at any time without prior notice. If you are in doubt as to whether the individual requesting such access is authorised to do so, please ask for their identification badge and contact the Head teacher. Any ICT authorised staff member will be happy to comply with this request.

ICT authorised staff may monitor, intercept, access, inspect, record and disclose telephone calls, e-mails, instant messaging, internet/intranet use and any other electronic communications (data, voice, video or image) involving its employees or contractors, without consent, to the extent permitted by law.  This may be to confirm or obtain school business related information; to confirm or investigate compliance with school policies, standards and procedures; to ensure the effective operation of school ICT; for quality control or training purposes; to comply with a Subject Access Request under the Data Protection Act 1998, or to prevent or detect crime.

ICT authorised staff may, without prior notice, access the e-mail account where applicable, of someone who is absent in order to deal with any business-related issues retained on that account.

All monitoring, surveillance or investigative activities are conducted by ICT authorised staff and comply with the Data Protection Act 1998, the Human Rights Act 1998, the Regulation of Investigatory Powers Act 2000 (RIPA) and the Lawful Business Practice Regulations 2000.

Please note that personal communications using School ICT may be unavoidably included in any business communications that are monitored, intercepted and/or recorded.


A breach or suspected breach of policy by a school employee, contractor or pupil may result in the temporary or permanent withdrawal of school ICT hardware, software or services from the offending individual.

For staff any policy breach is grounds for disciplinary action in accordance with the school Disciplinary Procedure or, for Support Staff, in their Probationary Period as stated.

Policy breaches may also lead to criminal or civil proceedings.

The Information Commissioner’s powers to issue monetary penalties came into force on 6 April 2010, allowing the Information Commissioner's office to serve notices requiring organisations to pay up to £500,000 for serious breaches of the Data Protection Act.

The data protection powers of the Information Commissioner's Office are to:

  • Conduct assessments to check organisations are complying with the Act;
  • Serve information notices requiring organisations to provide the Information Commissioner's Office with specified information within a certain time period;
  • Serve enforcement notices and 'stop now' orders where there has been a breach of the Act, requiring organisations to take (or refrain from taking) specified steps in order to ensure they comply with the law;
  • Prosecute those who commit criminal offences under the Act;
  • Conduct audits to assess whether organisations’ processing of personal data follows good practice,
  • Report to Parliament on data protection issues of concern


The acceptable use of Information Communication technologies for pupils, forms part of our whole school Behaviour Policy.

Incident Reporting

Any security breaches or attempts, loss of equipment and any unauthorised use or suspected misuse of ICT must be immediately reported to the school’s relevant responsible person. Additionally, all security breaches, lost/stolen equipment or data, virus notifications, unsolicited emails, misuse or unauthorised use of ICT and all other policy non-compliance must be reported to the relevant responsible person. The relevant responsible individuals in the school are as follows: the Head teacher and in their absence, the Deputy Head teachers.

Please refer to the relevant section on Incident Reporting, eSafety Incident Log & Infringements.

Acceptable Use Agreement for Pupils

Primary Pupil Acceptable Use*

Agreement / eSafety Rules

  • I will only use ICT in school for school purposes
  • I will only use my class e-mail address or my own school e-mail address when e-mailing
  • I will only open e-mail attachments from people I know, or who my teacher has approves
  • I will not tell other people my ICT passwords
  • I will only open/delete my own files
  • I will make sure that all ICT contact with other children and adults is responsible, polite and sensible
  • I will not deliberately look for, save or send anything that could be unpleasant or nasty.   If I accidentally find anything like this I will tell my teacher immediately
  • I will not give out my own/others details such as name, phone number or home address.  I will not arrange to meet someone or send my image unless this is part of a school project approved by my teacher and a responsible adult comes with me
  • I will be responsible for my behaviour when using ICT because I know that these rules are to keep me safe
  • I will support the school approach to online safety and not deliberately upload or add any images, video, sounds or text that could upset any member of the school community
  • I know that my use of ICT can be checked and my parent/carer contacted if a member of school staff is concerned about my safety 
  • I will not sign up for any online service unless this is an agreed part of a school project approved by my teacher

*Upon joining Woodland Community Primary School, all families will have this information shared with them, and will sign a form to agree to such use.

Acceptable use Agreement: Staff, Governors and Visitors

Staff, Governor and Visitor

Acceptable Use Agreement / Code of Conduct

ICT (including data) and the related technologies such as e-mail, the internet and mobile devices are an expected part of our daily working life in school.  This policy is designed to ensure that all staff are aware of their professional responsibilities when using any form of ICT.  All staff are expected to sign this policy and adhere at all times to its contents.  Any concerns or clarification should be discussed with the Head teacher.

  • I will only use the school’s email / Internet / Intranet / Website and any related technologies for professional purposes or for uses deemed acceptable by the Head or Governing Body
  • I will comply with the ICT system security and not disclose any passwords provided to me by the school or other related authorities
  • I will ensure that all electronic communications with pupils and staff are compatible with my professional role
  • I will not give out my own personal details, such as mobile phone number, personal e-mail address, personal Twitter account, or any other social media link, to pupils
  • I will only use the approved, secure e-mail system(s) for any school business
  • I will ensure that personal data (such as data held on MIS software) is kept secure and is used appropriately, whether in school, taken off the school premises or accessed remotely.  Personal data can only be taken out of school or accessed remotely when authorised by the Head or Governing Body. Personal or sensitive data taken off site must be encrypted, eg on a password secured laptop or memory stick
  • I will not install any hardware or software without permission of the Head teacher.
  • I will not browse, download, upload or distribute any material that could be considered offensive, illegal or discriminatory
  • Images of pupils and/ or staff will only be taken, stored and used for professional purposes in line with school policy and with written consent of the parent, carer or staff member
  • Images will not be distributed outside the school network without the permission of the parent/ carer, member of staff or Headteacher
  • I will support the school approach to online safety and not deliberately upload or add any images, video, sounds or text that could upset any member of the school community
  • I understand that all my use of the Internet and other related technologies can be monitored and logged and can be made available, on request, to my Line Manager or Headteacher.  I will respect copyright and intellectual property rights
  • I will ensure that my online activity, both in school and outside school, will not bring the school, my professional role or that of others into disrepute
  • I will support and promote the school’s e-Safety and Data Security policies and help pupils to be safe and responsible in their use of ICT and related technologies

User Signature

I agree to follow this code of conduct and to support the safe and secure use of ICT throughout the school

Signature …….………………….………… Date ……………………

Full Name ………………………………….........................................(printed)

Job title ……………………………………………………………………

Computer Viruses

  • All files downloaded from the Internet, received via e-mail or on removable media such as a memory stick must be checked for any viruses using school provided anti-virus software before being used.
  • Never interfere with any anti-virus software installed on school ICT equipment.
  • If your machine is not routinely connected to the school network, you must make provision for regular virus updates through your IT team.
  • If you suspect there may be a virus on any school ICT equipment, stop using the equipment and contact your ICT support provider immediately. The ICT support provider will advise you what actions to take and be responsible for advising others that need to know.

Data Security

  • The school gives relevant staff access to its Management Information System, with a unique username and password
  • It is the responsibility of everyone to keep passwords secure
  • Staff are aware of their responsibility when accessing school data
  • Staff have been issued with the relevant guidance documents and the Policy for ICT Acceptable Use
  • Staff keep all school related data secure. This includes all personal, sensitive, confidential or classified data
  • Staff should avoid leaving any portable or mobile ICT equipment or removable storage media in unattended vehicles. Where this is not possible, keep it locked out of sight
  • Staff should always carry portable and mobile ICT equipment or removable media as hand luggage, and keep it under your control at all times
  • It is the responsibility of individual staff to ensure the security of any personal, sensitive, confidential and classified information contained in documents faxed, copied, scanned or printed.

Senior members of staff should be familiar with information risks and the school’s response. The School Business Manager and Head teacher have the following responsibilities:

  • they lead on the information risk policy and risk assessment
  • they advise school staff on appropriate use of school technology
  • they act as an advocate for information risk management

The Office of Public Sector Information has produced Managing Information Risk, [] to support relevant responsible staff members in their role.

Any information that is sensitive needs to be protected. This will include the personal data of learners and staff; such as assessment records, medical information and special educational needs data. A responsible member of staff should be able to identify across the school:

  • what information is held, and for what purposes
  • what information needs to be protected how information will be amended or added to over time
  • who has access to the data and why
  • how information is retained and disposed of

As a result this manager is able to manage and address risks to the information and make sure that information handling complies with legal requirements.

However, it should be clear to all staff that the handling of secured data is everyone’s responsibility – whether they are an employee, consultant, software provider or managed service provider. Failing to apply appropriate controls to secure data could amount to gross misconduct or even legal action.

Disposal of Redundant ICT Equipment Policy

  • All redundant ICT equipment will be disposed of through an authorised agency.  This should include a written receipt for the item including an acceptance of responsibility for the destruction of any personal data
  • All redundant ICT equipment that may have held personal data will have the storage media over written multiple times to ensure the data is irretrievably destroyed. Or if the storage media has failed it will be physically destroyed.  We will only use authorised companies who will supply a written guarantee that this will happen
  • Disposal of any ICT equipment will conform to:

The Waste Electrical and Electronic Equipment Regulations 2006

The Waste Electrical and Electronic Equipment (Amendment) Regulations 2007


            Data Protection Act 1998

            Electricity at Work Regulations 1989

  • The school will maintain a comprehensive inventory of all its ICT equipment including a record of disposal
  • The school’s disposal record will include:
    • Date item disposed of
    • Authorisation for disposal, including:
      • verification of software licensing
      • any personal data likely to be held on the storage media? *
    • How it was disposed of eg waste, gift, sale
    • Name of person & / or organisation who received the disposed item

* if personal data is likely to be held the storage media will be over written multiple times to ensure the data is irretrievably destroyed.

  • Any redundant ICT equipment being considered for sale / gift will have been subject to a recent electrical safety check and hold a valid PAT certificate

Further information available at:

Waste Electrical and Electronic Equipment (WEEE) Regulations

Environment Agency web site


          The Waste Electrical and Electronic Equipment Regulations 2006

The Waste Electrical and Electronic Equipment (Amendment) Regulations 2007


Information Commissioner website

Data Protection Act – data protection guide, including the 8 principles


The use of e-mail within most schools is an essential means of communication for both staff and pupils. In the context of school, e-mail should not be considered private.  Educationally, e-mail can offer significant benefits including; direct written contact between schools on different projects, be they staff based or pupil based, within school or international. We recognise that pupils need to understand how to style an e-mail in relation to their age and how to behave responsible online.

Managing E-Mail

  • The school gives all staff their own e-mail account to use for all school business as a work based tool This is to protect staff, minimise the risk of receiving unsolicited or malicious e-mails and avoids the risk of personal profile information being revealed
  • It is the responsibility of each account holder to keep the password secure.  For the safety and security of users and recipients, all mail is filtered and logged; if necessary e-mail histories can be traced. The school email account should be the account that is used for all school business
  • Under no circumstances should staff contact pupils, parents or conduct any school business using personal e-mail addresses
  • The school requires a standard disclaimer to be attached to all e-mail correspondence, stating that, ‘the views expressed are not necessarily those of the school or the LA’.  The responsibility for adding this disclaimer lies with the account holder
  • All e-mails should be written and checked carefully before sending, in the same way as a letter written on school headed paper
  • Staff sending e-mails to external organisations, parents or pupils are advised to cc. the Head teacher or one of the Deputy Head teachers
  • Pupils may only use school approved accounts on the school system and only under direct teacher supervision for educational purposes
  • E-mails created or received as part of your school job will be subject to disclosure in response to a request for information under the Freedom of Information Act 2000. You must therefore actively manage your e-mail account as follows:
  • Delete all e-mails of short-term value
  • Organise e-mail into folders and carry out frequent house-keeping on all folders and archives
  • The forwarding of chain emails is not permitted in school. 
  • All pupil e-mail users are expected to adhere to the generally accepted rules of responsible online behaviour particularly in relation to the use of appropriate language and not revealing any personal details about themselves or others in e-mail communication, or arrange to meet anyone without specific permission, virus checking attachments
  • Pupils must immediately tell a teacher/ trusted adult if they receive an offensive or upsetting e-mail
  • Staff must the Head teacher if they receive an offensive e-mail
  • Pupils are introduced to e-mail as part of the Computing Programme of Study
  • However you access your school e-mail whether directly, through webmail when away from the office or on non-school hardware, all the school e-mail policies apply

Sending e-mails

  • If sending e-mails containing personal, confidential, classified or financially sensitive data to external third parties or agencies, refer to the Section e-mailing Personal, Sensitive, Confidential or Classified Information
  • Use your own school e-mail account so that you are clearly identified as the originator of a message
  • Keep the number and relevance of e-mail recipients, particularly those being copied, to the minimum necessary and appropriate
  • Do not send or forward attachments unnecessarily. Whenever possible, send the location path to the shared drive rather than sending attachments
  • School e-mail is not to be used for personal advertising

Receiving e-mails

  • Check your e-mail regularly
  • Activate your ‘out-of-office’ notification when away for extended periods
  • Never open attachments from an untrusted source; consult your network manager first
  • Do not use the e-mail systems to store attachments. Detach and save business related work to the appropriate shared drive/folder
  • The automatic forwarding and deletion of e-mails is not allowed

Emailing personal, sensitive, confidential or classified information

  • Where your conclusion is that e-mail must be used to transmit such data:
  • Obtain express consent from your Head teacher or Deputy Head teachers to provide the information by e-mail 
  • Exercise caution when sending the e-mail and always follow these checks before releasing the e-mail:
    • Encrypt and password protect
    • Verify the details, including accurate e-mail address, of any intended recipient of the information
    • Verify (by phoning) the details of a requestor before responding to e-mail requests for information
    • Do not copy or forward the e-mail to any more recipients than is absolutely necessary
  • Do not send the information to any person whose details you have been unable to separately verify (usually by phone)
  • Send the information as an encrypted document attached to an e-mail
  • Provide the encryption key or password by a separate contact with the recipient(s)
  • Do not identify such information in the subject line of any e-mail
  • Request confirmation of safe receipt

Equal Opportunties 

Pupils with additional needs

The school endeavours to create a consistent message with parents/carers for all pupils and this in turn should aid establishment and future development of the schools’ eSafety rules.

However, staff are aware that some pupils may require additional support or teaching including reminders, prompts and further explanation to reinforce their existing knowledge and understanding of eSafety issues. 

Where a pupil has poor social understanding, careful consideration is given to group interactions when raising awareness of eSafety.  Internet activities are planned and well managed for these children and young people.


Roles and Responsibilities

As eSafety is an important aspect of strategic leadership within the school, the Head and governors have ultimate responsibility to ensure that the policy and practices are embedded and monitored.  The named eSafety co-ordinator in this school is Rachel Clair who has been designated this role as Deputy Head teacher.  All members of the school community have been made aware of who holds this post.  It is the role of the eSafety co-ordinator to keep abreast of current issues and guidance through organisations such as CEOP (Child Exploitation and Online Protection) and Childnet.

Senior Management and governors are updated by the Head/ eSafety co-ordinator and all governors have an understanding of the issues and strategies at our school in relation to local and national guidelines and advice.

This policy, supported by the school’s acceptable use agreements for staff, governors, visitors and pupils, is to protect the interests and safety of the whole school community.  It is linked to the following mandatory school policies: child protection, health and safety, and behaviour/pupil discipline (including the anti-bullying) policy and PSHCE.

ICT and online resources are increasingly used across the curriculum.  We believe it is essential for eSafety guidance to be given to the pupils on a regular and meaningful basis.  eSafety is embedded within our curriculum and we continually look for new opportunities to promote eSafety.

  • The school has a framework for teaching internet skills in Computing/ICT/ PSCHE lessons.  Each year group has a detailed plan for coverage under the ‘eSafety’ whole school plan
  • The school provides opportunities within a range of curriculum areas to teach about eSafety
  • Educating pupils about the online risks that they may encounter outside school is done informally when opportunities arise and as part of the eSafety curriculum
  • Pupils are aware of the relevant legislation when using the internet such as data protection and intellectual property which may limit what they want to do but also serves to protect them
  • Pupils are taught about copyright, respecting other people’s information, safe use of images and other important areas through discussion, modeling and appropriate activities
  • Pupils are aware of the impact of Cyberbullying and know how to seek help if they are affected by any form of online bullying.  Pupils are also aware of where to seek advice or help if they experience problems when using the internet and related technologies; i.e. parent/ carer, teacher/ trusted staff member, or an organisation such as  Childline or CEOP report abuse button
  • We endeavour to embed eSafety messages across the curriculum whenever the internet and/or related technologies are used
  • The eSafety policy will be introduced to the pupils at the start of each school year
  • eSafety posters will be prominently displayed
  • The key eSafety advice will be promoted widely through school displays, newsletters, class activities and so on

Incident Reporting, eSafety Incident Log & Infringements

Any security breaches or attempts, loss of equipment and any unauthorised use or suspected misuse of ICT must be immediately reported to the school’s Head teacher or eSafety Co-ordinator. Additionally, all security breaches, lost/stolen equipment or data (including remote access SecureID tokens and PINs), virus notifications, unsolicited emails, misuse or unauthorised use of ICT and all other policy non-compliance must be reported to your Head teacher.

Keeping an incident log can be a good way of monitoring what is happening and identify trends or specific concerns.


Complaints and/ or issues relating to eSafety should be made to the eSafety co-ordinator or Headteacher.  Incidents should be logged.

Inappropriate Material

  • All users are aware of the procedures for reporting accidental access to inappropriate materials. The breach must be immediately reported to the eSafety co-ordinator
  • Deliberate access to inappropriate materials by any user will lead to the incident being logged by the relevant responsible person, and an investigation by the Headteacher. Depending on the seriousness of the offence, sanctions could include immediate suspension, possibly leading to dismissal and involvement of police for very serious offences

Internet Access

The internet is an open worldwide communication medium, available to everyone, at all times.  Anyone can view information, send messages, discuss ideas and publish material which makes it both an invaluable resource for education, business and social interaction, as well as a potential risk to young and vulnerable people. All internet use through the Rochdale LA network is logged and the logs are randomly but regularly monitored. Whenever any inappropriate use is detected it will be followed up.

  • The school provides pupils with supervised access to Internet resources (where reasonable) through the school’s fixed and mobile internet connectivity
  • Staff will preview any recommended sites, online services, software and apps before use
  • Searching for images through open search engines is discouraged when working with pupils
  • If Internet research is set for homework, specific sites will be suggested that have previously been checked by the teacher. It is advised that parents recheck these sites and supervise this work. Parents will be advised to supervise any further research
  • All users must observe software copyright at all times. It is illegal to copy or distribute school software or illegal software from other sources
  • All users must observe copyright of materials from electronic resources
  • You must not post personal, sensitive, confidential or classified information or disseminate such information in any way that may compromise the intended restricted audience
  • Do not reveal names of colleagues, pupils, others or any other confidential information acquired through your job on any social networking site or other online application
  • On-line gambling or gaming is not allowed

It is at the Headteacher’s discretion as to what internet activities are permissible for staff and pupils and how this is disseminated.

  • School internet access is controlled through the Rochdale Council web filtering service. 
  •  Woodland Community Primary School, is aware of its responsibility when monitoring staff communication under current legislation and takes into account; Data Protection Act 1998, The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000, Regulation of Investigatory Powers Act 2000, Human Rights Act 1998
  • Staff and pupils are aware that school based email and internet activity can be monitored and explored further if required
  • The school does not allow pupils access to internet logs
  • The school uses management control tools for controlling and monitoring workstations
  • If staff or pupils discover an unsuitable site, the screen must be switched off/ closed and the incident reported immediately to the e-safety coordinator or teacher as appropriate 
  • It is the responsibility of the school, by delegation to the network manager, to ensure that anti-virus protection is installed and kept up-to-date on all school machines
  • Pupils and staff are not permitted to download programs or files on school based technologies without seeking prior permission from the eSafety Co-ordinator  or Head teacher
  • If there are any issues related to viruses or anti-virus software, the network manager should be informed

Parental Involvement

We believe that it is essential for parents/carers to be fully involved with promoting eSafety both in and outside of school and to be aware of their responsibilities.   We regularly consult and discuss eSafety with parents/ carers and seek to promote a wide understanding of the benefits of new technologies, together with the associated risks.

  • Parents/carers are asked to read through and sign acceptable use agreements on behalf of their child on admission to the school
  • Parents/carers are required to make a decision as to whether they consent to images of their child being taken and used in the public domain (eg, on school website)

The school disseminates information to parents relating to eSafety where appropriate in the ;

  • Information evenings
  • Practical training sessions eg current eSafety issues
  • Posters
  • School website information
  • Newsletter items

Passwords and Password Security

  • Always use your own personal passwords
  • Make sure you enter your personal passwords each time you logon. Do not include passwords in any automated logon procedures
  • Staff should change temporary passwords at first logon
  • Change passwords whenever there is any indication of possible system or password compromise
  • Do not record passwords or encryption keys on paper or in an unprotected file
  • Only disclose your personal password to authorised ICT support staff when necessary, and never to anyone else. Ensure that all personal passwords that have been disclosed are changed once the requirement is finished
  • Never tell a child or colleague your password
  • If you aware of a breach of security with your password or account inform the Head teacher
  •  If you think your password may have been compromised or someone else has become aware of your password report this to your ICT support team

Password security is essential for staff, particularly as they are able to access and use pupil data. Staff are expected to have secure passwords which are not shared with anyone. The pupils are expected to keep their passwords private and not to share with others, particularly their friends. Staff and pupils are regularly reminded of the need for password security.

  • All users read and sign an Acceptable Use Agreement to demonstrate that they have understood the school’s e-Safety Policy and Data Security
  • Users are provided with an individual network, email, and Management Information System  log-in username.
  • Pupils are not allowed to deliberately access on-line materials or files on the school network or local storage devices of their peers, teachers or others
  • Staff are aware of their individual responsibilities to protect the security and confidentiality of the school networks, MIS systems and/or learning platform, including ensuring that passwords are not shared and are changed periodically.  Individual staff users must also make sure that workstations are not left unattended and are locked. 

Personal or Sensitive Information

  • Ensure that any school information accessed from your own PC or removable media equipment is kept secure, and remove any portable media from computers when not attended.
  • Ensure you lock your screen before moving away from your computer during your  normal working day to prevent unauthorised access
  • Ensure the accuracy of any personal, sensitive, confidential and classified information you disclose or share with others
  • Ensure that personal, sensitive, confidential or classified information is not disclosed to any unauthorised person
  • Ensure the security of any personal, sensitive, confidential and classified information contained in documents you fax, copy, scan or print.
  • Only download personal data from systems if expressly authorised to do so by your manager
  • You must not post on the internet personal, sensitive, confidential, or classified information, or disseminate such information in any way that may compromise its intended restricted audience
  • Keep your screen display out of direct view of any third parties when you are accessing personal, sensitive, confidential or classified information
  • Ensure hard copies of data are securely stored and disposed of after use in accordance with the document labeling
  • Ensure removable media is purchased with encryption
  • Store all removable media securely
  • Securely dispose of removable media that may hold personal data
  • Encrypt all files containing personal, sensitive, confidential or classified data
  • Ensure hard drives from machines no longer in service are removed and stored securely or wiped clean

Safe Use of Images

Digital images are easy to capture, reproduce and publish and, therefore, misuse.  We must remember that it is not always appropriate to take or store images of any member of the school community or public, without first seeking consent and considering the appropriateness. 

  • With the written consent of parents (on behalf of pupils) and staff, the school permits the appropriate taking of images by staff and pupils with school equipment
  • Staff are not permitted to use personal digital equipment, such as mobile phones and cameras, to record images of pupils, this includes when on field trips. However with the express permission of the Headteacher, images can be taken provided they are transferred immediately and solely to the school’s network and deleted from the staff device
  • Pupils are not permitted to use personal digital equipment, including mobile phones and cameras, to record images of pupils, staff and others without advance permission from the Headteacher
  • Pupils and staff must have permission from the Headteacher before  any image can be uploaded for publication

On a child’s entry to the school, all parents/carers will be asked to give permission to use their child's work/photos in the following ways:

  • on the school web site
  • in the school prospectus and other printed publications that the school may produce for promotional purposes
  • recorded/ transmitted on a video or webcam
  • in display material that may be used in the school’s communal areas
  • in display material that may be used in external areas, ie exhibition promoting the school
  • general media appearances, eg local/ national media/ press releases sent to the press highlighting an activity (sent using traditional methods or electronically)

This consent form is considered valid for the entire period that the child attends this school unless there is a change in the child’s circumstances where consent could be an issue, eg divorce of parents, custody issues, etc.

Parents or carers may withdraw permission, in writing, at any time.  Consent must also be given in writing and will be kept on record by the school.

Pupils’ names will not be published alongside their image and vice versa.  E-mail and postal addresses of pupils will not be published.  Pupils’ full names will not be published.

Before posting student work on the Internet, a check needs to be made to ensure that permission has been given for work to be displayed.

Only the Head teacher or Deputy Head teachers has authority to upload and publish to the internet.

School ICT Equipment including Portable & Mobile ICT Equipment & Removable Media

  • As a user of the school  ICT equipment, you are responsible for your activity
  • It is recommended that schools log ICT equipment issued to staff and record serial numbers as part of the school’s inventory
  • Do not allow your visitors to plug their ICT hardware into the school network points (unless special provision has been made). They should be directed to the wireless ICT facilities if available
  • Ensure that all ICT equipment that you use is kept physically secure
  • Do not attempt unauthorised access or make unauthorised modifications to computer equipment, programs, files or data. This is an offence under the Computer Misuse Act 1990
  • It is imperative that you save your data on a frequent basis to the school’s network. You are responsible for the backup and restoration of any of your data that is not held on the school’s network
  • Personal or sensitive data should not be stored on the local drives of desktop PC, laptop, USB memory stick or other portable device. If it is necessary to do so the local drive must be encrypted
  • It is recommended that a time locking screensaver is applied to all machines. Any device accessing personal data must have a locking screensaver as must any user profiles
  • Privately owned ICT equipment should not be used on a school network
  • On termination of employment, resignation or transfer, return all ICT equipment to your Manager. You must also provide details of all your system logons so that they can be disabled.  Upon cessation of employment, all accounts will be disabled by the Local Authority after being notified by the Head teacher.
  • It is your responsibility to ensure that any information accessed from your own PC or removable media equipment is kept secure, and that no personal, sensitive, confidential or classified information is disclosed to any unauthorised person

This section covers such items as laptops, mobile devices and removable data storage devices. Please refer to the relevant sections of this document when considering storing or transferring personal or sensitive data

  • All activities carried out on school systems and hardware will be monitored in accordance with the general policy
  • Staff must ensure that all school data is stored on the school network, and not kept solely on the laptop. Any equipment where personal data is likely to be stored must be encrypted
  • Equipment must be kept physically secure in accordance with this policy to be covered for insurance purposes. When travelling by car, best practice is to place the laptop in the boot of your car before starting your journey
  • Synchronise all locally stored data, including diary entries, with the central school network server on a frequent basis
  • Ensure portable and mobile ICT equipment is made available as necessary for anti-virus updates and software installations, patches or upgrades
  • The installation of any applications or software packages must be authorised by the ICT support team, fully licensed and only carried out by your ICT support
  • In areas where there are likely to be members of the general public, portable or mobile ICT equipment must not be left unattended and, wherever possible, must be kept out of sight
  • Portable equipment must be transported in its protective case if supplied

Many emerging technologies offer new opportunities for teaching and learning including a move towards personalised learning and 1:1 device ownership for children and young people. Mobile technologies such Smartphones, Blackberries, iPads, games players, are generally very familiar to children outside of school.  They often provide a collaborative, well-known device with possible internet access and thus open up risk and misuse associated with communication and internet use.  Emerging technologies will be examined for educational benefit and the risk assessed before use in school is allowed.  Our school chooses to manage the use of these devices in the following ways so that users exploit them appropriately.

Personal Mobile Devices (including phones)

  • The school allows staff to bring in personal mobile phones and devices for their own use, although these must not be used in work hours or openly visible to pupils.  Under no circumstances does the school allow a member of staff to contact a pupil or parent/ carer using their personal device
  • It is strongly recommended that pupils do not bring personal mobile devices/phones to school but must not use them for personal purposes at any point of the school day.  All devices must be stored in the school office and collected at the end of the day.   At all times the device must be switched off. 
  • The school is not responsible for the loss, damage or theft of any personal mobile device
  • The sending of inappropriate text messages between any member of the school community is not allowed
  • Permission must be sought before any image or sound recordings are made on these devices of any member of the school community
  • Users bringing personal devices into school must ensure there is no inappropriate or illegal content on the device

School Provided Mobile Devices (including phones)

  • The sending of inappropriate text messages between any member of the school community is not allowed
  • Permission must be sought before any image or sound recordings are made on the devices of any member of the school community
  • Where the school provides mobile technologies such as phones, laptops and iPads for offsite visits and trips, only these devices should be used
  • Where the school provides a laptop for staff, only this device may be used to conduct school business outside of school

If storing or transferring personal, sensitive, confidential or classified information using Removable Media please refer to the section ‘Storing/Transferring Personal, Sensitive, Confidential or Classified Information Using Removable Media

  • Always consider if an alternative solution already exists
  • Only use recommended removable media
  • Encrypt and password protect 
  • Store all removable media securely
  • Removable media must be disposed of securely by your ICT support team

Social Media, including Facebook and Twitter

Facebook, Twitter and other forms of social media are increasingly becoming an important part of our daily lives.

  • Staff are not  permitted to access their personal social media accounts using school equipment at  any time during school hours
  • Pupils are not permitted to access their social media accounts whilst at school
  • Staff, governors, pupils, parents and carers are regularly provided with information on how to use social media responsibly and what to do if they are aware of inappropriate use by others
  • Staff, governors, pupils, parents and carers are aware that the information, comments, images and video they post online can be viewed by others, copied and stay online forever
  • Staff, governors, pupils, parents and carers are aware that their online behaviour should at all times be compatible with UK law

Systems and Access

  • You are responsible for all activity on school systems carried out under any access/account rights assigned to you, whether accessed via school ICT equipment or your own PC
  • Do not allow any unauthorised person to use school ICT facilities and services that have been provided to you
  • Ensure you remove portable media from your computer when it is left unattended
  • Use only your own personal logons, account IDs and passwords and do not allow them to be used by anyone else
  • Keep your screen display out of direct view of any third parties when you are accessing personal, sensitive, confidential or classified information
  • Ensure you lock your screen before moving away from your computer during your normal working day to protect any personal, sensitive, confidential or otherwise classified data and to prevent unauthorised access
  • Ensure that you logoff from the PC completely when you are going to be away from the computer for a longer period of time
  • Do not introduce or propagate viruses
  • It is imperative that you do not access, load, store, post or send from school ICT any material that is, or may be considered to be, illegal, offensive, libelous, pornographic, obscene, defamatory, intimidating, misleading or disruptive to the school or may bring the school or LA into disrepute. This includes, but is not limited to, jokes, chain letters, files, emails, clips or images that are not part of the school’s business activities; sexual comments or images, nudity, racial slurs, gender specific comments, or anything that would offend someone on the basis of their age, sexual orientation, religious or political beliefs, national origin, or disability (in accordance with the Sex Discrimination Act, the Race Relations Act and the Disability Discrimination Act)
  • Any information held on School systems, hardware or used in relation to School business may be subject to The Freedom of Information Act
  • Where necessary, obtain permission from the owner or owning authority and pay any relevant fees before using, copying or distributing any material that is protected under the Copyright, Designs and Patents Act 1998
  • It is essential that any hard drives which may have held personal or confidential data are ‘scrubbed’ in way that means the data can no longer be read.  It is not sufficient to simply delete the files or reformat the hard drive.  Whoever you appoint to dispose of the equipment must provide a written guarantee that they will irretrievably destroy the data by multiple over writing the data.

Reviewing this Policy

There will be on-going opportunities for staff to discuss with the eSafety coordinator any eSafety issue that concerns them

There will be on-going opportunities for staff to discuss with the Head teacher any issue of data security that concerns them

This policy will be reviewed every 12 months and consideration given to the implications for future whole school development planning

The policy will be amended if new technologies are adopted or Central Government change the orders or guidance in any way


Information Risk Actions Form


Information Asset

Information Asset Owner

Protective Marking


Overall risk level (low, medium, high)

Action(s) to minimise risk




















































































































Appendix 2

School Policy in Brief

At this school we have an Acceptable Use policy which is reviewed at least annually, which all staff sign.  Copies are kept on file.  We use the LA model policy.

  • ICT Acceptable Use Agreements are signed by all Staff/Governors/Students/Visitors.
  • Safe Handling of Data Guidance documents are issued to all members of the school who have access to sensitive or personal data.

Protect and Restricted material must be encrypted if the material is to be removed from the school.

  • At this school we use the DfE S2S site to securely transfer CTF pupil data files to other schools.
  • At this school we follow LA guidelines for the transfer of any other internal data transfer, using Outlook

Sensitive or personal material must be held in a lockable storage area or cabinet if in an un-encrypted format (such as paper)

  • At this school we store such material in lockable storage cabinets in a lockable storage area>.
  • At this school all servers are in lockable locations and managed by CRB-checked staff.
  • At this school we use follow LA back-up procedures

Disposal: Sensitive or personal material electronic files must be securely overwritten and other media must be shredded, incinerated or otherwise disintegrated for data.

  • At this school we use the Authority's recommended current disposal firm  for disposal of system hard drives where any protected or restricted data has been held.
  • At this school paper based sensitive information is shredded, using cross cut shredders.
  • Security policies are reviewed and staff updated at least annually and staff know who to report any incidents where data protection may have been compromised.  Staff have guidance documentation.