MAT leaders must prioritise data compliance – and here’s how automation can help 

Here's how to alleviate some of the administration burden around data compliance in multi academy trusts with automation tools for education.

For leaders in Multi Academy Trusts, it’s clear that data compliance is a non-negotiable priority.  

The MAT Report 2025 by the British Educational Suppliers Association (BESA) highlights how MAT leaders are increasingly prioritising IT that supports automation and strong data privacy. 

And, it’s no surprise when there are a growing number of data compliance standards that leaders in multi academy trusts must follow: 

For example, The Department for Education’s Cyber security standards for schools and colleges talks about the importance of controlling and securing user accounts and access privileges.  

See our helpful guide on controlling and securing user accounts to meet DfE cybersecurity standards. 

Meanwhile, Keeping Children Safe in Education (KCSIE) 2024 states that schools and MATs must be able to keep detailed, accurate and secure written records of safeguarding concerns, discussions and decisions in line with the Data Protection Act 2018 and the UK General Data Protection Regulation.  

As everyone who works in education knows, compliance goes beyond box ticking and meeting legal requirements.  

Cybersecurity in schools and MATs goes hand-in-hand with ensuring the security and safeguarding of the pupils and staff we see every day. 

Common data compliance pitfalls for leaders in multi academy trusts

According to BESA, multi academy trusts are leading the way in adopting trust-wide IT systems that improve efficiency and student data compliance and management.  

Despite this, there are some common compliance risks that MATs are unintentionally opening themselves up to: 

Accounts left open after students or staff leave

When staff or students leave a school or trust, their access to systems must be removed promptly. If these accounts stay active, they create a serious data protection risk. Former staff could still access confidential files, emails, or even student records, often without anyone realising. In a busy term, it’s easy for these tasks to slip through the cracks, especially if the offboarding process relies on manual updates. 

See our useful guide on how to manage school leavers effectively. 

Pupils or staff with incorrect access levels due to MIS delays 

Access to digital platforms should reflect someone’s current role and responsibilities, but when systems rely on delayed updates or spreadsheets, it’s easy for things to go wrong. For example, a pupil might gain early access to exam materials, or a new staff member might be missing the tools they need on day one. This not only causes confusion but can breach safeguarding and data protection protocols. 

Shared logins or mismatched permissions

When systems aren’t properly integrated or maintained, it’s common for users to share logins or be granted the wrong permissions “just to make things work.” While this may feel like a quick fix, it puts sensitive information at risk and breaks GDPR principles around accountability. If everyone’s using the same login, you have no visibility into who did what, or when. 

How SalamanderSoft can help leaders of multi academy trusts with data compliance

Salamander’s automation helps with data compliance by ensuring your systems always reflect your latest MIS data – with no manual effort required. 

Automatic user creation and removal

When someone joins your school or trust, Salamander’s automation creates their accounts and assign them to the right systems instantly. When they leave, access is removed automatically. 

No delays. No forgotten accounts. No safeguarding risks. 

Permissions based on roles

Staff, students, governors, and other users can be automatically assigned permissions based on their role in your MIS. That means only the right people can see or access sensitive information – a key part of both GDPR and safeguarding. 

Consistency across the trust

Whether you have three schools or twenty, automation applies the same secure, accurate rules everywhere. This makes compliance easier to manage at MAT level, even when schools use different MIS platforms. 

The Diocese of Southwell and Nottingham Multi-Academy Trust (SNMAT) is a great example of this in action. They are a growing trust with 23 schools using both ScholarPack and Bromcom. 

Salamander connected SNMAT’s MIS platforms with Microsoft 365, so user accounts, email groups, class access, and digital classrooms could all be created and updated automatically. This also equips them for future expansion and growth as they onboard new schools, staff and pupils. 

By automating your user management, access controls and classroom setup, your trust can: 

• Minimise human error. 

• Ensure consistency across sites. 

• Strengthen your safeguarding and GDPR compliance. 

• Stay ready for inspections, without adding admin burden. 

Who are we? 

We’re the UK’s leading user management solutions provider, trusted by 4000+ schools. Our Integration Suite automates the creation of staff and pupil accounts and the setup of classes, subjects, year groups and more.   

Let’s talk about how automation can help. Book a free consultation with the SalamanderSoft team.