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5 Free Ways to Improve Student Data Privacy & Protection in Schools

Schools hold some of the most sensitive student data: personal details, grades, medical information, and behavioral records. Protecting this data isn’t just a compliance requirement (FERPA, COPPA, state laws), it’s about safeguarding the trust of families and students.

The challenge? Most schools don’t have the budget for expensive data privacy platforms. But the good news is: you can significantly improve student data protection using free, built-in tools and practices.


Here are five practical steps every school can take.

1. Strengthen Account Security

Most student data breaches begin with compromised accounts. The fix? Strong authentication.

  • Microsoft 365 / Entra ID: Require MFA for staff and admins.
  • Google Workspace for Education: Enforce 2-Step Verification for staff and administrators.
  • Students: Consider enabling MFA for older students while balancing usability.

Impact: Even if a password is phished, attackers can’t access student records without the second factor.


2. Review and Restrict Third-Party Apps

Teachers and staff often connect third-party apps to Google Workspace or Microsoft 365, sometimes without realizing that those apps gain access to student data.

  • Google Admin Console: Security → API Controls → App Access Control.
  • Microsoft Entra Admin Center: Enterprise Applications → Permissions.

Action:

  • Audit connected apps quarterly.
  • Remove any that are not needed for instruction or operations.
  • Only approve apps vetted for compliance with FERPA/COPPA.

Impact: Reduces data exposure to unapproved or risky applications.


3. Apply Least Privilege Access

Not everyone needs access to everything.

  • Teachers need access to class records, not global admin rights.
  • Office staff may need financial info, but not medical data.

Practical steps:

  • Review role assignments in Google/Microsoft at least twice a year.
  • Remove “shadow admins” staff who were given elevated rights for one task and never downgraded.
  • Segment data by role whenever possible.

Impact: Limits the blast radius if an account is compromised.


4. Encrypt All Devices

Lost or stolen devices are among the most common causes of student data exposure. Luckily, modern devices already include free encryption:

  • Windows: BitLocker (built into Pro/Education editions).
  • macOS: FileVault.
  • Chromebooks: Native device encryption by default.

Action:

  • Confirm encryption is turned on for all staff and student devices.
  • Document the process in your device management system (Intune, Google Admin).

Impact: Protects student data even if a device is lost or stolen.


5. Train Staff on Privacy Awareness

Technology alone isn’t enough people need to know how to handle data safely.

Training doesn’t have to be expensive:

  • Use free resources from organizations like STOP. THINK. CONNECT., FTC.gov, or Fortinets Security Awareness Training
  • Share real-world examples of phishing emails targeting schools.
  • Remind staff not to store sensitive student data in personal drives or share via unencrypted email.

Impact: Awareness reduces human error, which is still the leading cause of breaches.


Student data privacy is too important to ignore, but protecting it doesn’t require massive budgets. Schools can take meaningful steps today at zero cost by strengthening account security, auditing app permissions, applying least privilege, encrypting devices, and training staff.

The most powerful defense is using the tools you already have more effectively.

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