Introduction: Why Data Protection Matters in Education FERPA & GDPR COMPLIANCE GUIDE FOR SCHOOL MANAGEMENT SYSTEMS In today’s digital education environment, schools manage vast amounts of sensitive data—student records, grades, attendance logs, staff information, and even parental details. With the growing adoption of cloud-based School Management Systems (SMS), protecting this information is not just a best practice—it’s a legal obligation. Two major regulations define global data protection standards in the education sector: FERPA – The Family Educational Rights and Privacy Act (United States) GDPR – The General Data Protection Regulation (European Union) Both laws serve the same purpose: to safeguard the privacy, accuracy, and lawful use of personal data. However, they differ in their scope, enforcement, and institutional responsibilities. Why Important? Compliance is not a one-time task—it’s a continuous commitment to trust, transparency, and accountability. By embedding FERPA and GDPR principles into your School Management System, your institution not only avoids legal risks but also builds a culture of data respect that parents and students can rely on. A secure, compliant, and ethical system is the foundation of a truly modern educational experience. FERPA & GDPR COMPLIANCE GUIDE FOR SCHOOL MANAGEMENT SYSTEMS Understanding FERPA and GDPR FERPA governs how schools, districts, and educational institutions handle student records in the U.S. It grants parents (and eligible students) specific rights over their educational data, including: FERPA GDPR GDPR applies to any organization handling the data of EU residents, including international schools and digital platforms. It requires institutions to: Right to Access – Parents can review and request corrections to student records. Right to Consent – Schools must obtain written permission before sharing student information. Right to Privacy – Student data cannot be disclosed to third parties without lawful exceptions. Collect data with explicit consent and clear purpose. Maintain data accuracy and enable individuals to request erasure (“right to be forgotten”). Report data breaches within 72 hours. Ensure data is processed lawfully, fairly, and transparently. Schools must implement administrative and technical controls to prevent unauthorized access, modification, or misuse of educational data. Non-compliance can result in fines of up to 4% of global turnover or €20 million, whichever is higher. Implementation Framework and Best Practices Appoint a DPO → Conduct PIAs → Train staff and students → Establish incident response → Ensure continuous monitoring and audits FERPA & GDPR COMPLIANCE GUIDE FOR SCHOOL MANAGEMENT SYSTEMS Tigernix Pte Ltd Tel: +(65) 6760 6647 / +(65) 6760 6012 Email: info @tigernix.com Address: 21, Woodlands Close, #05-47 Primz Bizhub, Singapore 737854 www.tigernix.com Building Compliance into Your School Management System Data Governance & Access Control Implement role-based access to ensure only authorized personnel can view or edit sensitive data. Maintain audit trails for all user activity. Enforce multi-factor authentication (MFA) for administrators. Consent Management Collect consent digitally for all personal data collection and communication activities. Provide clear, simple options for users to withdraw consent at any time. Maintain a consent log as legal proof. Data Minimization & Purpose Limitation Gather only the data necessary for school operations. Define clear data retention timelines and automatic deletion rules. Prohibit the reuse of data for unrelated purposes. Encryption & Data Protection Use end-to-end encryption for data transmission and storage. Encrypt personally identifiable information (PII) in databases. Apply anonymization or pseudonymization where appropriate. Vendor and Third-Party Compliance Ensure all integrated apps or cloud providers are compliant with FERPA/GDPR. Sign Data Processing Agreements (DPA) with vendors. Periodically audit vendor compliance and incident-response readiness.