Data Protection Tips for Tutors

Tutors have a responsibility to safely handle students' data and should complete our training on this prior to commencing placements. Please find below our advice for tutors on data protection best practice.

When Sending Emails

  • Always use BCC when contacting multiple people from different organisations unless you have their express consent for their information to be shared.
  • Double check attachments and links in emails before sending.
  • Double check email recipients and ensure that contacts are kept up to date.
  • Do not disclose your email address to students and you should never have access to their email addresses. For programmes requiring communication between students and tutors outside of tutorials this should take place through The Hub.
  • When forwarding an email chain, check all emails throughout the chain before sending to ensure you are not sending anything you shouldn’t be.
  • When sending sensitive or personal information, do not include it in the body of the email. Either attach a password protected document with the information and send the password in a separate email; or preferably send a link to a shared document that is shared with the specific person. Once access is no longer needed, remove their sharing privileges. Where possible share all information within The Hub only.

Don't Forget To:

  • Reboot your devices regularly to ensure that security updates are installed.
  • Look after sensitive or personal information while out and about. Report any loss or unauthorised access of sensitive or personal information relating to The Brilliant Club to The Brilliant Club immediately using dpo@thebrilliantclub.org.
  • Be aware of your conversations when out. Do not discuss students or personal information unless you are somewhere private and ensure the person you are discussing it with is authorised to have the information.
  • Ensure that any papers containing sensitive or personal information are securely stored and appropriately destroyed after use.
  • Ensure your documents are correctly named when you save them. This will help you to ensure you are attaching the correct document.