Use of Google education products

The request was partially successful.

Dear City of Edinburgh Council,

I am emailing to ask for information about the adoption of Google Classroom and Google Chromebooks in schools within the local authority area.

- How many, if any, primary and secondary schools are using Google Classroom?
- How many, if any, primary and secondary schools are using Google Chromebooks?

If Google Classroom and/or Chromebooks are being used by any schools within the local authority:

- Please could you share a copy of any risk assessment or privacy impact assessment conducted in relation to the adoption of Google Classroom and/or Google Chromebooks?

- Has any personal data about pupils been shared with Google?

- Who was responsible for the creation of pupil accounts (e.g. Google log-in): (i.e. Local Authority / Schools / Parents / Pupils / Other)

- Was specific written consent sought from parents prior to the creation of the pupil accounts used for Google Classroom and/or Google Chromebooks?

If personal data has been shared with Google;

- What is the GDPR lawful basis under which this personal data has been shared?

- Please could you share the documented decision on the legal basis to demonstrate compliance?

Thank you for your help.

Yours faithfully,

Alasdair Rutherford

City of Edinburgh Council

Mr Alasdair Rutherford

Our ref: 22771

Dear Mr Rutherford

Acknowledgement of Request

Subject: Use of Google education products

Thank you for your request for information received on 19/03/2019. I can confirm that your request will be processed under the Freedom of Information (Scotland) Act 2002, Environmental Information Regulations (Scotland) 2004, or the INSPIRE (Scotland) Regulations 2009.

You will receive the information requested within 20 working days unless the Council does not hold the information, or there is a reason for it to be withheld. We will write to you in any event. This means we have until 16/04/2019 to respond to your request.

In some circumstances a fee may be payable and if that is the case we will let you know.

If you have any requirements regarding the format any information should be supplied in, e.g. the language to be used, audio, large print and so on, then please let me know.

If you have any queries or concerns, do not hesitate to get in touch. Please quote the reference number above in any future communications.

To promote transparency and accountability, please note it is the Council’s policy to publish all request details and responses made under the freedom of information legislation. This information will be made available through the Council’s website and will not include your personal details. The disclosure log is available at the following link: http://www.edinburgh.gov.uk/homepage/175....

Further information about your rights and accessing information is available on our website at: www.edinburgh.gov.uk

Yours sincerely,

Information Governance Unit
Level 2:1, Waverley Court, Edinburgh EH8 8BG Tel 0131 200 2340
[Edinburgh City Council request email] www.edinburgh.gov.uk

City of Edinburgh Council

Mr Alasdair Rutherford

[FOI #563125 email]

Our ref: 22771

Dear Mr Rutherford

Freedom of Information (Scotland) Act 2002

Subject: Use of Google Education Products

Thank you for your request for information of 19/03/2019, where you asked the following:

Information about the adoption of ‘Google Classroom’ and ‘Google Chromebooks’ in schools within the local authority area.

Q1. How many, if any, primary and secondary schools are using Google Classroom?

Q2. How many, if any, primary and secondary schools are using Google Chromebooks?

Our Response:

It is not currently possible for schools to utilise ‘Google Classroom’, as the City of Edinburgh Council has not signed up for ‘G Suite for Education’ and from central records held, no schools are purchasing ‘Google Chromebooks’.

It should be noted however that schools have devolved budgets and as such may have made product purchases which are not centrally recorded. In order to confirm with certainty that no such purchases have been made, we would be required to ask each of the 122 school establishments to check their records and report back. Allowing a minimum of 20 minutes for each establishment to confirm which purchases, if any, they have made would equate to approximately 41 hours of work.

Unfortunately, we would be unable to provide the definitive response to your request as the cost to the Council of locating, retrieving and providing you with the information would exceed the statutory maximum of £600.

Section 12(1) of the Act does not oblige a Scottish public authority to comply with a request for information if the authority estimates that the cost of complying with the request would exceed the statutory limit.

You then asked:

If Google Classroom and/or Chromebooks are being used by any schools within the local authority:

- Please could you share a copy of any risk assessment or privacy impact assessment conducted in relation to the adoption of Google Classroom and/or Google Chromebooks?

- Has any personal data about pupils been shared with Google?

- Who was responsible for the creation of pupil accounts (e.g. Google log-in): (i.e. Local Authority / Schools / Parents / Pupils / Other)

- Was specific written consent sought from parents prior to the creation of the pupil accounts used for Google Classroom and/or Google Chromebooks?

If personal data has been shared with Google;

- What is the GDPR lawful basis under which this personal data has been shared?

- Please could you share the documented decision on the legal basis to demonstrate compliance?

Our Response:

We have not identified any schools which are using ‘Google Classroom’ and/or ‘Chromebooks’.

To promote transparency and accountability, please note it is the Council’s policy to publish all request details and responses made under the freedom of information legislation. This information will be made available through the Council’s website and will not include your personal details. The disclosure log is available at the following link: http://www.edinburgh.gov.uk/homepage/175...

Your right to seek a review

If you are unhappy with the way we have dealt with your request, you can ask us to review our actions and decisions by writing to the:

Head of Strategy & Insight
The City of Edinburgh Council
Waverley Court Business Centre 2:1
4, East Market Street
Edinburgh
EH8 8BG or,
Email: [email address]

Please note that your request must be in a recordable format (email, letter, audio tape etc.), and that you have 40 working days upon receipt of this letter to ask for a review. You will receive a full response to your review request within 20 working days of its receipt. Please quote the reference number above in any future communications.

If you are not content with the outcome of the review, you can ask the Scottish Information Commissioner to review our decision. You must submit your complaint to the Commissioner within 6 months of receiving our review response. The Commissioner can be contacted at:

The Office of the Scottish Information Commissioner
Kinburn Castle
Doubledykes Road
St Andrews
Fife
KY16 9DS
Telephone: 01334 464610
Fax: 01334 464611
Website: www.itspublicknowledge.info/Appeal
Email: [email address]

Yours sincerely

Iain Burden
Information Rights Officer

Information Governance Unit
Level 2:1, Waverley Court, Edinburgh EH8 8BG Tel 0131 200 2340
[Edinburgh City Council request email] www.edinburgh.gov.uk