Data Sharing

School Life Data Sharing Agreement

Introduction

This document forms our Data Sharing Agreement (DSA) between Freecom Internet Services Ltd (‘us / we’) and the Customer (‘you’).

School Life is a product of Freecom Internet Services Ltd.

To use the School Life platform, you must understand and accept this agreement. This document is in addition to your DSA with any 3rd party. You must ensure that you have a suitable DSA with each third party. This DSA implies no warranty.

The School Life Platform

School Life is first and foremost a communications platform, helping schools share and retrieve information. The School Life platform is the leader in paper form automation in schools, helping schools to digitise manual processes, dramatically reduce costs and improve liability management.

Data in School Life

Student, Parent and Staff Contact Information

School Life is designed to operate using the minimum personal

information. For School Life features to function it requires:

  • Student First Name and Last Name
  • Student UPN
  • Student Year
  • Parent First Name and Last Name
  • Parent Email
  • Staff First Name and Last Name
  • Staff Email
  • Optional information is held at the discretion of the school.

This information is sourced from your school either via manual import or automated data transfer from your school’s management information system.

School User Accounts

School Life users (students, parents and staff) may have user accounts to log into School Life to retrieve communications.

Passwords are not stored - a hashed representation of the password is created and associated with the account.

Other Information – Via Form Templates

The online forms managed by you can contain any number of custom fields. These fields are generic, they can be text fields, checkboxes, date selection or select lists. You can label these fields. School Life does not exercise any control over what you use these fields for. A warning is displayed at the top of the Form Design page to remind you to consider what personal or sensitive information you are capturing via the forms.

Transfer and Use of Personal Information

School Life enables you to create online forms to capture information. Some of this information may be personal and/or sensitive. The data captured is sent to an email address specified by the school and can be exported by you and transferred to other databases or online systems. The extent of Personal Information shared with these systems will depend upon each 3rd party’s requirements and you must have an explicit DSA to that effect with each partner.

Data Hosting

All data in School Life is hosted by Amazon VPC: https://aws.amazon.com/?nc2=h_lg

Europe’s privacy regulators have determined that the contractual privacy protections Amazon delivers to its enterprise cloud customers meet current EU standards for international transfers of data.

Cookies

School Life employs browser cookies to improve your experience within the platform. Parents who are only completing online forms do not need to have cookies enabled. School users logging into School Life must have cookies enabled.

Data Security and Access

Physical and Network Security

Full details of Amazon’s comprehensive approach to data security can be found at: https://aws.amazon.com/security/

Amazon compliance for the hosting service: https://aws.amazon.com/compliance/

Amazon Data Privacy for the hosting service; https://aws.amazon.com/compliance/data-privacy-faq/

Application Security

You can create users (parents, pupils and staff) who can log into the School’s website and the School Life IOS and Android mobile application and view user specific data. There are options available to control the level of access to data for a user. It is your responsibility to consider that level and type of access each of your users will have.

Data Access

School Life maintains a range of physical and procedural internal controls over access within the organisation to your data and minimises access to only those personnel within our company that is necessary to maintain and deliver the School Life service to you.

Our support team can resolve or advise you on any technical issues that you encounter while using School Life. Often it is necessary for a School Life support technicians to view the issue with you, to diagnose it fully and offer a solution. In circumstances where support technicians need to view the issue with you, they might ask your permission to access School Life account; or use remote tools to view your computer while you are using School Life, in which case you should remain at your computer and supervise the entire session. All our remote sessions allow you to retain control and allow you to terminate the session at any time. If your issue escalates and an additional support technician is required, then additional School Life staff may join the remote session.

You are reminded that you should avoid sending personal information, such as student/parent/staff contact records, to School Life directly. You certainly should only send such information when supported by strong encryption, if there is an explicit requirement to do so. School Life staff will advise the most secure method for transfer if there is such an explicit requirement.

School Life staff who have access to school’s data, have an enhanced DBS check, prior to employment.