Useful Information
Individuals have a right to obtain confirmation as to whether their data is being processed along with a right of access to their personal data by making a Subject Access Request (SAR). GDPR stipulates that SARs need to be responded to within 1 month of the request.
It is the school’s responsibility to ensure all relevant information is provided to the individual in compliance with GDPR requirements. Below is a guide to demonstrate how some of that information might be generated from within SCO. This list is not exhaustive. You may need to pull data from other reports or areas of the system too, depending on your particular use e.g. if you have uploaded photos for Classroom Edition, or you collect consent notes against trips. Note that some of these steps may not be relevant and data should only be provided to the individual at the school’s discretion.
Generate a Subject Access Request for a Parent
1. Subject access request report
In SCO click on the Admin tab
Click on Subject access request
Carefully read the information on the screen and tick I understand that I need to review the data provided and, if necessary, edit the exported file to remove data which does not apply to this data subject
Click on Start
Select Pupil, Staff or Hirer as appropriate
Select the relevant Account (tick to Show deleted accounts if necessary)
Click on OK
Click Export to send the report to Excel
Carefully review the data (especially within the Notes section which may have brought notes through from the Dinners, Extended day and Trips screens)
2. Parent contact information (schools with SCO Communications only)
In SCO click on the Communications tab
Select Account contact report
Select All dates
Select Pupil or Staff
Select the name from the dropdown
Select Show accounts with no contact
Click on OK
3. Transaction history - all payments made against this individual's account
In SCO click on the Accounts tab
Click on View pupils, View staff, View hirers as appropriate
Double-click on the relevant account, transaction history will be displayed
Click on Print to print a copy of the transaction list or click Export to Excel (bottom left of SCO) to send the data to Excel
If your school is using a link to Cashless catering, switch the account from General pre-payment account to Cafeteria account
Click on Print to print a copy of the transaction list or click Export to Excel (bottom left of SCO) to send the data to Excel
4. Dinner money meal history
On the Dinners tab click on Reports
Select the Dinner money statement report
Select the required date range
Select Pupil or Staff
Select the name from the dropdown
Click on OK
5. Extended day club session history
On the Extended day tab click on Reports
Select the first club
Select the Club statement report
Select the required date range
Select Pupil or Staff
Select the name from the dropdown
Click on OK
Repeat for any other clubs
6. Trips and event history
Payment transactions for all trips will show in the above Transaction history statement report
To show which current trips a pupil is on
Click on the Trips and events tab
At the bottom of the screen select Trip grid
Use the Filter class option to select the pupil’s class
Click on Export to Excel (bottom left of SCO)
Delete any rows not required