Test page checklists - Digital Child

Data privacy

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This interactive checklist will help your Centre to think about how the tech companies treat and use your data, and how you can protect and manage the data that is collected by the apps and platforms.

Start the checklist by clicking next. At the end, you can export your answers as a PDF.

What app or platform are you reviewing?

Which app or platform are you reviewing?

App or platform

Apps and platforms may have different types of agreements. One type is between the tech company and the Centre (Business to Business or B2B) and another type is between the tech company and families (Business to Consumer or B2C). Check which type of agreement the app or platform has. Even if it is a B2C agreement, then the Centre plays an important role in mediating this agreement and ensuring the tech company is collecting and using personal data in safe and ethical ways.

What agreement does the app or platform have?

What privacy assessments has the app or platform completed?

Check whether the app or platform has completed any privacy assessments.

Does it have a Safer Tech 4 Schools (ST4S) badge or has it been assessed against the ST4S framework?

Yes

Has it been reviewed on Common Sense Media’s guide to educational apps?

Yes

What does the Google Play and the App store tell you about the data that is collected and used by the app?

Describe how data is collected and used

What does the privacy policy tell you about data collection?

Privacy policies provide information on (1) what personal information is collected, (2) how this information is used, (3) who this information is shared with, (4) how the information is processed and (5) your rights/what you can do with the data.

Use the “Find” function to scan the privacy policy for key words like:

“Personal information/data”
“Sensitive information/data”
“Cookies” and/or “Tracking pixels”
“Third party”
“Sharing” and/or “Processing”
“Rights”
“Child”

If these words appear, read the section carefully. Does it say anything about who or what might collect and use the personal information shared?

Who owns the data that is collected by the app?

Can you explain to a parent what happens to the children’s data?

Can you trial or pilot the app or platform?

Can you opt out if the app/platform is not working to plan?

Yes

If a trial is not available, can you discontinue using the app/platform if it is not having the desired effect?

Yes

Are there fees, hidden costs, or additional charges associated with the app?

Pay particular attention to apps that have a “freemium” business model you might have free access to part of the app, but then have to pay a lot of money for more advanced functionality (which may well be the part you need most). Be aware of free apps, the cost may not be financial, it may be the collection of private data.

Costs

Can families at your Centre or school opt out from using the app or platform?

Some families may feel uncomfortable or unable to use some digital platforms. They have a right to opt out from using app or platform without their child’s educational experiences being compromised.

Can families opt out from using the app or platform?

Yes

Can you opt out from sharing data with different parties (i.e. other education centres or third parties)?

Yes

Educator workload

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This interactive checklist will help you make informed decisions about edtech in your centre by considering impacts on educator workload.

Start the checklist by clicking next. At the end, you can export your answers as a PDF.

Does the app or platform really save time for educators/carers?

Does using the app/platform involve additional tasks for your educators/carers?

Replacing a paper-based system of tracking nappy changes for a digital platform would probably not take much time, but a tool requiring educators to perform additional tasks (such as uploading photos of the children) may increase their workload and reduce their time spent with children.

Yes

Does the app/platform impact the educators’ routines and teaching in a positive manner?

Edtech tools are supposed to streamline routines or enhance them in a positive manner for educators. For example, edtech should increase the time educators spend interacting with the children rather than reducing it.

Yes

Are there new problems that educators will need to address by using the new app/platform?

Sometimes edtech poses new problems that educators must tackle. For instance, sharing photos with parents may provide issues when some parents do not consent for the photos of their children to be shared.

Yes

Are extra training or skills required for educators?

Does the company provide training/tutorials for the educators to familiarise themselves with the platform?

It may be helpful if the company offers complimentary training for educators. As long as training is not provided in the context of marketing, it may make the induction process smoother and more efficient. If all educators are familiar with the app, it may save time down the line.

Yes

Can the educators afford time to complete the training without compromising their time on teaching or other student/child-related activities?

Ideally training should take place during working hours, but it should not take away the time educators spend with the children. Consider employing replacement educators so staff can attend training.

Yes

Are there ways to reduce the risks of overloading your teachers and educators?

Does the app/platform have a responsive helpline when issues occur?

Technology does not always work as expected, in which case an accessible helpline that operates during your centre’s hours of activity is essential.

Yes

Have you checked how many apps or platforms that your educators are using for their work?

A wide variety of platforms not only means that educators must switch between different apps, but they would also need to familiarise themselves with all these different apps.

Yes

Have you considered additional workload of digital communication with parents through the app or platform?

Are parents aware of the expected time they need to spend when opting in for the app/platform?

Often times parents would need to provide information and or updates about their children on the platforms. It is important to verify how much information they would need to provide and to communicate this clearly with parents during the onboarding process.

Yes

Have you set out expectations with parents about how often they receive updates and communication on the app/platform?

Technology facilitates quick and easy communication with parents. However, it also raises the expectation that educators are responsive to queries. It is important to inform parents about the way your Centre communicates with them and what they can reasonably expect from your educators. This relates not only to the frequency and time of communication, but also, for instance, how many photos of their children they may expect to see on a specific platform.

Yes

Making connections

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Digital updates for families can divert time spent on in-person communication. This interactive checklist will help you consider how the use of apps and digital communications shape relationships with families.

Start the checklist by clicking next. At the end, you can export your answers as a PDF.

How can the ECC work in partnership with families about the use of apps and digital communications between the ECC and home?

Points for discussion and reflection: 

How do the digital communication tools impact the way we relate to each other?

How does the use of apps or digital communications change the way educators and families communicate?

What are the expectations placed on educators and families? (what are they expected to do and/or engage with the app?)

Who might be included and excluded?

What are the benefits of using digital communication tools in our ECC? What are the disadvantages?

What types of interpersonal communication should be prioritised? What types of digital communication should be prioritised?

Reflect on the questions above

Review the ECC policy on communications to consider alignment with the use of the app or platform

Have you reviewed the current uses of apps and digital communications in alignment with relevant centre policies to identify gaps or misalignment?

Yes

Have you engaged in in policy consultation with families with a focus on the purpose, benefits and challenges of digital and non-digital communications

Yes

Have you identified opportunities to enhance policy and develop clear procedure (see checklist item 3)?

Yes

Develop a clear procedure to guide digital and in-person communications that aims to enhance interpersonal relationships

State the purpose of the using the app (Why was it chosen? How will it be used? What are the intended outcomes?)

Who is the intended audience? The ECC should also have a strategy to identify families who do not or choose not to access the app.

How will educators and families communicate via the apps? 
- What information will be shared by the ECC and how? (What, when, how often) 
- How will families be expected to engage with communications on the app?

How will the use of the app be balanced with in-person communications?

Outline the points you would cover in the procedure using the action points above

How will the ECC monitor if digital communications are effective?

Review family engagement with the app at regular intervals. For example, ECC’s could review engagement annually at the mid-year point to get a check on the ways communications are contributing to collaborative relationships with families and communities, as well as where adjustments can be made.  

Outline the timeline for reviewing family engagement