GDPR Checklist. 10 Steps to Vet Any Service Before You Hit ‘Accept’
As teachers, we’re no strangers to juggling tools—grading apps, learning platforms, even that quirky AI chatbot the kids love. But every time we sign up for a new service, we’re not just handing over our lesson plans; we’re trusting it with our students’ data. In the EU, the General Data Protection Regulation (GDPR) isn’t just a buzzword—it’s the rulebook keeping that trust intact (GDPR). So, how do we make sure these services aren’t cutting corners? Here’s a 10-point checklist, written from the trenches of the classroom, to help you poke around any tool before it lands on your desk—or your students’ screens.
1. Who’s Behind the Curtain?
Start with the basics: who’s running this show? The GDPR demands that any service—be it a flashy app or a quiet plugin—tells you who’s responsible for your data. Look for a clear “controller” name, not just a logo or a vague “contact us.” If it’s a company you’ve never heard of, tucked away in a privacy policy footnote, dig deeper. A legit service won’t make you play detective to find out who’s holding your students’ names and grades.
2. What Are They Taking?
Next, eyeball what data they’re scooping up. Does the service list exactly what it collects—say, student emails, quiz scores, or browsing habits? GDPR insists on specificity. If they’re vague with “we collect personal info” or dodge the question, that’s a red flag. You wouldn’t let a stranger rummage through your filing cabinet; don’t let a service do it digitally either.
3. Why Do They Need It?
Every bit of data they grab should have a reason—a “lawful basis” in GDPR speak. Are they using attendance records to tailor lessons, or just hoarding them for some murky “future use”? A good service explains why it needs each piece, like how a reading app might track progress to suggest books. If the purpose feels flimsy or they’re stockpiling data “just because,” think twice.
4. Are They Asking First?
Consent isn’t optional—it’s a cornerstone of GDPR. For kids under 16 (or lower, depending on your country), parents need to sign off. Check if the service has a clear way to get that thumbs-up, not just a sneaky “by using this, you agree” line. If it’s skipping the permission slip for your class’s data, it’s not playing by the rules.
5. Can You See What They See?
You’ve got rights—GDPR says you and your students can peek at the data a service holds. Test it: does their site offer a “request my data” button, or is it a maze of dead-end links? A service that buries this option—or worse, ignores it—might not care much about transparency. Think of it like asking a student to show their work: if they won’t, something’s off.
6. How Long Are They Keeping It?
Data shouldn’t linger like last year’s worksheets. GDPR demands a clear retention period—say, “we keep scores for one school year.” If the service mumbles about “indefinite storage” or skips this entirely, it’s a sign they’re not tidying up. You don’t need a grading tool clinging to little Emma’s spelling test from three years ago.
7. Where’s It All Going?
Data crossing borders is a big deal under GDPR. If a service is based outside the EU—say, in the U.S.—it needs a solid plan to protect that info, like an adequacy agreement or binding corporate rules. Check their policy: are they shipping your class roster to a server halfway around the world without safeguards? If so, it’s a risk you don’t need.
8. Is It Locked Up Tight?
Security isn’t just tech jargon—it’s a promise. GDPR requires services to shield data from leaks or hacks. Look for mentions of encryption, regular audits, or breach alerts. If they’re silent on this, or if their last “security update” was a decade ago, they’re not guarding your students’ details like you guard your classroom door.
9. Can You Say No—or Walk Away?
GDPR gives you control: you can tweak permissions, limit data use, or delete it entirely. Test the service—does it let you opt out of extras like marketing emails or wipe a student’s profile when they graduate? A tool that traps you with “all or nothing” terms isn’t respecting your rights, or your students’.
10. What Happens If It Goes Wrong?
Mistakes happen—servers crash, data leaks. GDPR says services must own up fast and fix it. Skim their policy: do they promise to notify you within 72 hours if something spills? If they’re dodging accountability or there’s no plan for a breach, you’re left holding the bag when parents come knocking.
Putting It to Work
This checklist isn’t about paranoia—it’s about practicality. Next time you’re eyeing that slick new app for tracking homework, run it through these steps. I did this with a popular quiz platform last term: it aced points 1-4 but stumbled on retention (no end date for data) and security (vague on encryption). I emailed their support, got half-answers, and switched to a rival that ticked every box. It’s not about perfection, but about knowing where the cracks are before they widen.
For us teachers, GDPR isn’t a burden—it’s a tool. It’s the same instinct we bring to choosing textbooks or seating charts: does this serve my students, and does it keep them safe? These 10 points cut through the noise, giving you a way to sift the good from the shaky. Because in a world of endless edtech, we’re still the gatekeepers—and our kids deserve nothing less.