Taking student data on school trips – GDPR

[ozydave]

When staff take students on schools trips they have to take medical info, emergency contact details etc. in case something happens. At the moment it’s just bits of paper in an envelope

Just looking for the best ways to handle this.

 

I was thinking of extracting info from SIMS and storing the report in office 365. The staff could take in iPad which they could then access the info should the need arise. At least if the iPad is lost / stolen there is no data on it.

 

I know it’s not fool proof, no 3 or 4G, no wifi.

 

Any thoughts

[Meldrew]

We have this data as a password protected PDF, stored on a suitably PIN protected ipad. Again, not fool proof as may run out of battery, drop the device off a cliff/in a lake, etc.

 

Meldrew.

[rom1984]

Could you change the names of the student to the initials instead of full names? For example instead of John Smith has asthma, emergency contact is Jane Smith on 077xxxxxx. It would be JS - Asthma. Emergency contact is mum on 077xxxxx

 

Then if you lost the paper and there was a reported breach, you could show the ICO that you put in organisational measures to protect the data?

[DSapseid]

Ive setup the photocopier in reception so that they can scan in consent/medical forms as they leave and appears on the trip ipad. It saves the files to a folder on the network that i have configured to be a onedrive folder for the account associated with the ipad. They can then make the pdf offline on the ipad so if there is no wifi/4g they can still access the data. The ipad has a passcode on it and is in a rugged case with a handle!!

[enjay]

I've not looked into it much as yet, but I saw a company called Consent2Go at BETT - keeps all the contact and medical data securely online, and allows parents to view/update and provide consent too.

[NotSoFast]

I think access to the information in an emergency trumps data security here. Paper all the way! I like the idea of initials (I'd probably leave first names though).

[deano3693]

We use CareMonkey which is an online medical system - We have approx a 97% uptake across students which is great. It is an australian based company who have now also moved into the UK market we where one of the first schools in the UK - definitely worth checking out. It does similar things to Consent2Go.

[enjay]

I think access to the information in an emergency trumps data security here. Paper all the way! I like the idea of initials (I'd probably leave first names though).

 

That is our current practice too. Paper records are held securely by the staff member and shredded on return to school. I do like the initials though, I'll suggest that...

 

If it came to a choice between compromising access to the medical data versus protecting privacy if the paper were lost, I think we would all come down on the side of safeguarding rather than data security. That said, electronic storage is an solution worth considering, but you do need to consider the risks (low battery, stolen phone, no cell service (or storing data on-device on personally-owned devices)) alongside the benefits.

 

- - - Updated - - -

 

It is an australian based company who have now also moved into the UK market

 

Interestingly, Consent2Go are Australian too. I wonder why they're on top of this more than we are in the UK.

[ColinP]

As long as you have a policy that documents why you have it on paper that is fine.. its only is you do not have a valid reason that you would get in trouble

[Gongalong]

We checked this with the ICO, and the onus is upon the Controller (of course!) to make sure the information is looked after. They won't give any specific advice, which I can understand.

 

We use hardcopy, and will continue to do so, but as part of the trip preparation it will be highlighted to staff that they must keep it looked after at all times i.e. not leaving a handbag unattended.

[MrBitey]

I would be happiest with paper based medical info too. Ensure children are identified by initials and the group they are part of should be enough. Shred on return.

I'd worry that electronic info might become unavailable do to lack of wifi/mobile reception/battery etc.

[enjay]

I'd worry that electronic info might become unavailable do to lack of wifi/mobile reception/battery etc.

 

Exactly what my HT said when we discussed this recently, too.

[Rob_D]

If you're going with paper records and you want some added protection why not look at some sort of lockable document wallet/file? There was a thread discussing this a while back.

 

http://www.edugeek.net/forums/data-protection-information-handling/190767-lockable-bag.html