Governors virtual office

[Chamonix]

Hi Governor here.

 

Our school buys governor support services

As part of it offer, that service subscribes to a virtual office portal for each of the schools that buys its service.

Governors register on the invitation from the GB to access a private document repository and chat room for the GB as well as communication, resources and a training booking function with the aforementioned governor support service

The clerk maintains GB membership records on the portal (name, address, telephone, DOB nationality, terms of office etc). This information is also available to the governor support service who use it to communicate with individual governors.

 

Can anyone give me any pointers as to what agreements we should have in place with who?

 

Thanks

[jmak]

Your school is the data controller and the company providing the virtual office portal is a data processor. You need a formal agreement in place between the school and the provider setting out each party's obligations. Most suppliers to businesses or education are likely to have something in place which will at least be close to meeting the requirements - it's the school's responsibility to check.

 

You should have a data flow map for the school - showing what data is passed to where - covering all suppliers that the school uses to process data and this relationship should be on it.

 

You should also carry out a data protection impact assessment for every organisation you have an agreement with.

 

This should be a school responsibility rather than a governor task - and the school should have a DPO in place who can advise you.

 

The ICO has good resources:

 

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/accountability-and-governance/contracts/

 

https://ico.org.uk/for-organisations/education/

 

Hope that helps.

[Chamonix]

Belated thanks