SchoolWorkSpace Data Sharing Agreement

Agreement between SchoolWorkSpace Ltd and a School/Education Establishment.


SchoolWorkSpace provides software services to Schools and Education Establishments. These services include Forms & Surveys, Class Layouts and Homework.

To provide these services an accurate list of parents/contacts, staff and students is required. SchoolWorkSpace integrates with Eduspot Teachers2Parents, Groupcall Messenger and/or Groupcall Xporter and maintains a secure copy of required data within the SchoolWorkSpace data store.

Transfer and Use of Personal Information

For the purpose of allowing authorised users to use SchoolWorkSpace, the system requires specific personal information.

  1. Personal information about pupils who are currently on roll:

    • Internal MIS record ID

    • Unique Pupil Number (UPN)

    • Unique Candidate Identifier (UCI)

    • Unique Learner Number (ULN)

    • Examination Candidate Number

    • Name

    • Gender

    • Date of Birth

    • Home/mobile phone numbers

    • Email address(es)

    • Year group, registration group, school house group

    • Class or lesson groups

    • School record photograph

    • Attendance Marks (AM and PM)

    • Free School Meal (FSM)

    • English as Additional Language (EAL)

    • Additional Learning Needs (ALN)

    • Gifted and Talented

    • Achievement and Behaviour Details

    • Examination Entries

    • Examination Timetables

  2. Personal information about adults currently in the employ of the school:

    • Internal MIS record ID,

    • Name and title

    • Gender

    • Date of Birth

    • Association with class, lesson, year, registration or house groups

    • Home Address

    • Mobile, home and work phone numbers

    • Email address(es)

    • School record photograph

  3. Personal information about pupil contacts with parental responsibility:

    • Internal MIS record ID,

    • Name and title

    • Address

    • Mobile, home and work phone numbers

    • Email address(es)

    • Relationship with Student (Father/Mother/etc...)

  4. Information about your school:

    • School name and establishment number

    • School phone number

    • School email address

    • Head teacher’s name

    • Full school address

    • Seating plans

  5. Additional Data

    • Any data you upload manually into SchoolWorkSpace e.g. existing data in a Data Collection Form

    • Any data items that users enter into Forms that you send

    • Data that users enter into the system e.g. Homework Assignments and Submissions

Use of Data

The Use of Data policy is provided for schools to ensure that, as data controllers they have the ability to share data, and that they consider there to be appropriate measures in place, ensuring that the data is held securely and confidentially.

SchoolWorkSpace and its suppliers will be acting as ‘data processors’ as defined by GDPR. SchoolWorkSpace has taken all reasonable measures to ensure the safety and security of the personal information, and continues to review these measures on an on-going basis.

Data Security

The information from your school is held inside the SchoolWorkSpace web platform, which is hosted in Microsoft’s Azure platform in the UK South territory. The data in Azure is protected from exposure by multiple layers of fire-walling, authentication and physical access control.

Data Retention

When a trial or subscription expires and a school is no longer a customer, after 2 months the school will be eligible for deletion and set as pendingDelete then in the next delete cycle the school data will be deleted. This can be sooner on request. Obviously account level information will be retained e.g. subscription history, invoices etc.


Your rights - Accessing, erasing and updating your personal information

In most cases the personal data in SchoolWorkSpace is imported from the school's MIS so corrections or deletions are simply a matter of updating the source and this delete/edit will flow in the next data sync. Most other cases in SchoolWorkSpace the school is in full control of the data and its all shown on the screen as the software is used.

Should you have any queries or complaints in relation to how we use your information please contact us at : gdpr @

You have the right to access the personal information we hold about you and to ask us to:

  • make any changes to ensure that any personal information we hold about you is accurate and up to date;

  • erase or stop processing any personal information we hold about you where there is no longer a legal ground for us to hold it; or

  • transfer any information we hold about you to a specified third party

Should you wish to take any complaints or queries further, you have the right to contact the Information Commissioner's Office regarding such issues. Further information about how to make a complaint can be obtained at or by telephoning 0303 123 1113


We are registered with the ICO with ref ZA352393

Privacy Policy

We take care to protect the privacy of customers and users of SchoolWorkSpace. The full privacy policy can be found here.