Reducing the Burden While Protecting Children

In this introduction to his data protection series, Shane Williams explains how schools and trusts can alleviate some of the burden that comes with data protection management

Data protection in schools is often seen as complex, time-consuming, and an additional pressure on already stretched leadership teams. However, when approached correctly, it should be recognised for what it truly is: a key part of safeguarding and protecting children. 

Starting the Journey 

My journey into data protection was not planned. I served as a Chief Inspector with Greater Manchester Police for 20 years before leaving in 2015 to establish Global Policing. The organisation was created to help guide children – particularly those facing trauma and behavioural challenges – towards making positive life choices.  

That mission was shaped by my own early life experiences and remains at the heart of everything we do. Data protection became part of our work when a small group of headteachers approached me following the introduction of new legislation. They recognised that data protection required a strong understanding of law, process and risk, but more importantly, they wanted someone to take ownership of it. 

Protecting Those in Our Care 

At first, I questioned whether this work aligned with our core purpose. It quickly became clear that it did. Data protection is fundamentally about safeguarding – ensuring that sensitive information about children and families is handled securely, appropriately and lawfully. In that sense, it is directly linked to protecting those in our care. 

What began as support for a handful of schools has grown significantly. Today, we work with over 600 schools across the country. One consistent message we hear is that schools are still carrying too much of the burden themselves. 

Many data protection services operate on an advisory model – offering guidance through helplines or written responses, while leaving the school to carry out the work. In practice, this often means staff must interpret advice, manage difficult communications and complete complex tasks such as redaction and subject access requests. This approach can create risk, inconsistency, and unnecessary pressure. From our experience, schools benefit most from a model that removes this burden rather than redistributes it.  

What Does Effective Support Look Like? 

• Managing communications with requestors, including complex or sensitive cases 

• Handling subject access requests in full, from receipt through to disclosure 

• Carrying out all redactions on behalf of the school 

• Providing clear, decisive direction grounded in legal compliance and safeguarding principles 

The Growing Challenge of SARs 

Subject access requests, in particular, are becoming an increasing challenge. Their volume and complexity continue to grow, and they often involve sensitive circumstances or heightened emotions. Without the right support, they can place significant strain on school resources. 

Over the coming months, I will be sharing practical articles focused on helping schools manage these challenges. The aim is to provide clear, actionable guidance to: 

• Reduce workload 

• Improve compliance 

• Strengthen safeguarding through effective data protection practices 

Schools should not feel that data protection is taking them away from their core role. With the right approach and support, it should enable them to focus on what matters most – educating and caring for children.