7 Strategies to Safeguard Security and Protect Data Privacy in Schools

Introduction

Technology has brought many benefits to education, and schools are increasingly using digital platforms for student records and parent-teacher communication. However, this has also raised serious concerns about data privacy. Cyberattacks on Indian schools have increased by 400%, according to the Centre for Internet Security (CERT-In), putting sensitive student data at risk.

These breaches can harm not only the safety of students and parents but also damage the school’s reputation.

To address this issue, the IT Act 2000 and the proposed Data Protection Bill (still under review) enforce strict rules with heavy penalties. Schools must take strong security steps to protect against such threats.

7 Strategies to Protect Student Information in Schools

Here are seven simple and effective school security strategies to enhance and safeguard student information in Indian schools.

1. Implement Robust Data Access Control and Authentication

Controlling who can access student data is the first step in preventing misuse like data breaches in schools. Schools should follow strict access rules, use proper authentication methods, and monitor activity in real time.

User Access Management:

• Allow data access only to authorised staff.
• Use Role-Based Access Control (RBAC) to define clear access levels for teachers, admin, and support staff.
• Review and update access rights regularly.

Advanced Authentication:

• Use strong passwords and update them often.
• Enable Multi-Factor Authentication (MFA) such as OTP verification.
• Use biometric authentication for highly sensitive data.

Monitoring and Auditing:

• Keep logs of all data access activities.
• Conduct regular security audits.
• Encourage staff to report any suspicious data access.

Also Read: How Varthana is Adapting to the Digital Transformation in Education

2. Secure School Networks and Devices

Cybercriminals are constantly finding new ways to attack school networks. Protecting school systems is essential to protect student data. School leaders must build strong digital defences to prevent data breaches in schools.

Network Protection:

• Use firewalls and intrusion detection/prevention systems (IDS/IPS).
• Secure Wi-Fi using encryption like WPA2 or WPA3.
• Use VPNs to ensure safe remote access to school databases.

Device Security:

• Install antivirus and anti-malware on all school devices.
• Encrypt data on laptops and mobile devices.
• Keep software updated with the latest security patches.
• Use Mobile Device Management (MDM) to track and manage all digital devices.

3. Educate and Train Staff and Students on Data Privacy

A lot of data leaks in schools happen not because of hackers, but because someone clicks the wrong link or falls for a scam. That’s why it’s essential to teach everyone – staff, students, and parents – about online safety. Schools should offer workshops and bring in experts to help everyone learn how to spot threats and stay safe online. The goal is to ensure everyone knows the basics to prevent accidental data breaches in schools.

Staff Training:

• Provide mandatory training on data privacy laws and school data protection policies.
• Educate staff on recognising and reporting phishing attempts and cyber threats.
• Train staff on safe handling and storage, protecting student data.

Student Awareness Programs:

• Integrate cybersecurity lessons in the curriculum.
• Organise workshops and seminars on online safety for students, and teach them responsible digital behaviour.
• Educate students on the dangers of sharing personal information online.

Parent Involvement:

• Hold meetings with parents to discuss data privacy.
• Share resources with parents to help them protect their children’s online presence.

Also Read: Free K-12 Cybersecurity Courses Every Student Should Enroll In

4. Implement a Clear Data Privacy Policy and Procedures

People need to know where their information goes and who is using it. Schools must have a clear privacy policy to explain the data they collect and how it’s used. It’s important to follow legal guidelines, ensure data is kept secure, and let people know their rights.

Policy Development:

• Create a transparent data privacy policy in line with Indian regulations.
• Clearly define what data is collected, why it’s collected, and who can access it.
• Set up protocols to handle data breaches in schools and privacy concerns.

Data Minimisation:

• Collect only necessary data for educational purposes.
• Avoid storing sensitive or personal information unless essential.

Data Subject Rights:

• Allow students and parents to access, correct, or delete their data.
• Have a clear process for reporting and addressing privacy-related complaints.

5. Secure Third Party Vendor Management

Many schools use external vendors for digital tools and services. It’s important to ensure these vendors follow strong educational data security and maintain proper school data protection policies.

Due Diligence:

• Check the security and privacy practices of vendors before engaging with them.
• Ensure vendors comply with Indian data protection laws.

Contractual Agreements:

• Include stringent educational data security clauses in contracts with vendors.
• Clearly define data handling and liability in case of breaches.

Regular Monitoring:

• Continuously review vendor compliance with privacy policies.

6. Strengthen Physical Security Measures

Data protection isn’t just about digital security – physical security is important too. Schools should enforce strict access controls, CCTV surveillance, and proper document disposal to prevent unauthorized access to data.

Access Control:

• Install CCTV in sensitive areas to prevent unauthorized access.
• Use visitor management systems.
• Limit access to server rooms and data storage areas.

Device Security:

• Lock computers and devices when not in use.
• Provide secure storage for sensitive devices.

Data Destruction:

• Shred physical documents containing sensitive data before disposal.
• Use secure methods to erase data from electronic devices before discarding them.

7. Conduct Regular Security Audits and Risk Assessments

It’s important to regularly check for vulnerabilities before a security breach happens. Audits help identify weak points and ensure everything is secure. While schools can do this themselves, having an external expert evaluate the system is even better.

Internal Audits:

• Regularly evaluate security policies and identify weaknesses.
• Ensure compliance with data protection laws through periodic reviews.
• Document audit findings and make improvements.

External Audits:

• Hire cybersecurity experts to conduct security assessments and breach testing.
• Obtain independent security certifications to build credibility.
• Use audit results to strengthen the school’s cybersecurity.

Risk Assessment:

• Proactively assess security threats and develop mitigation plans.
• Conduct threat modeling exercises to prepare for potential attacks.
• Create contingency plans and response strategies for breaches.

Also Read: How to Develop Digital Classrooms with the Help of School Loans?

How Varthana is Empowering Schools with Modernisation and Educational Data Security

Many schools face financial challenges in adopting necessary cybersecurity measures. Varthana helps schools by providing loans for modernizing their digital infrastructure and enhancing cybersecurity.

Supporting Digital Transformation:

Varthana provides:

• School loans to upgrade technology, implement secure platforms, and improve cybersecurity.
• Financial support for smart classroom tools, learning management systems, and data storage solutions.
• Assistance in integrating AI-based security systems to prevent cyber threats.

Varthana in Promoting Data Privacy Awareness:

• Conducts webinars and training on cybersecurity and data protection to prevent data breaches in schools.
• Organises awareness programs on school data protection policies and online safety for students.
• Offers resources and toolkits to schools to help implement student information security measures effectively.

Conclusion

With the growing number of cyber threats, schools face significant challenges in protecting student data. Schools need support in strengthening their security measures to prevent breaches. Organizations like Varthana play a key role in helping schools modernize their digital systems and strengthen cybersecurity by providing customized funding solutions. By prioritizing student safety, schools can ensure a safer and more trustworthy environment for students, parents, and teachers.