Public-task lawful-basis assessment record

Complete the remaining fields only where this statement applies to the processing being assessed.

• Tick when complete

Enter the legal or commonly used name of the school.

Select the status or statuses relevant to this assessment.

Select the phase or phases covered by the assessment.

Use a specific name that can be matched to the school's records of processing activities.

Describe what the school is trying to achieve through this specific processing. Avoid describing a broad or unrelated organisational aim.

Describe the categories of personal information and the main data subjects involved.

Select this where pupils or other children are among the data subjects. If selected, complete the children's interests section below.

• Tick when complete

Where children's personal information is involved, explain the extra care taken to protect their interests, including any age, vulnerability, safeguarding, transparency or proportionality considerations. If children are not involved, record that this section is not applicable.

Identify the route that most accurately describes the proposed reliance.

Identify the specific public-interest task or official authority that the school says is relevant to the processing.

Cite or describe the legislation, statutory function, delegated authority, statutory guidance or other legal provision that provides the relevant task or authority. Explain why it is sufficiently clear for this processing.

Explain why processing personal information is necessary to perform the identified public-interest task or exercise the official authority. Address why the purpose cannot reasonably be achieved without this processing.

Describe alternatives considered, such as using less personal information, a smaller group of data subjects, a shorter retention period or a different process, and explain why the selected approach is necessary.

Select this if the activity involves either category. Any additional condition required for that type of data must be assessed separately.

Record the evidence, reasoning and conclusions supporting whether the public-task or official-authority criteria are met for this processing purpose.

Record the current decision based on the documented assessment.

Explain how the outcome follows from the task or authority, legal basis, necessity analysis, children's interests where relevant and recorded findings.

Enter the name and role of the person who completed this record.

Enter the date on which this assessment was completed.

Enter the name and role of the person responsible for reviewing and approving the recorded assessment or decision.

Enter the date on which the approver reviewed and recorded the decision.

Select all events that should trigger review of this assessment.

Enter the next planned review date, taking account of changes that could affect the assessment.

Record previous review dates, reviewers, changes to the assessment, updated findings and resulting decisions. If this is the first review, record that it is the initial assessment.

Confirm that the record contains the relevant task or authority, the legal basis in law, the necessity analysis, the findings and the decision or current status.

• Tick when complete