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This is a starting point, not legal advice. It is pre-filled from what Microsoft publishes and what we found on 2026-10-23. The highlighted gaps are for your school to complete. Your data protection officer (DPO) should review the finished DPIA.

Data protection impact assessment (DPIA): draft

Tool: Microsoft Copilot Teach / Study and Learn agent   Supplier: Microsoft
School: [School to complete: school name]   Prepared by: [School to complete: name and role]   Date: [School to complete: date]

Draft generated by AI Prefect from the supplier’s published documents (checked 2026-10-23). A starting point only; not legal advice. Verify every fact before relying on it.

1. What the tool will be used for

Type of toollesson planning / study agent
Purpose in our school[School to complete: what you will use it for, which year groups or staff, and why]
Who will use itSupplier says pupil-facing: Teach: staff only; Study and Learn: students 13+
[School to complete: number and roles of users]
Personal data involved[School to complete: e.g. staff names and emails; any pupil data; any special category data (health, SEND, safeguarding)? Avoid where possible]

2. How the supplier handles data

Processor or controllerprocessor (school tenant)
Where data is storedwithin the school's Microsoft 365 tenant
Trains AI on inputsno - not used to train foundation models
How long inputs are keptNot stated by the supplier. [School to complete: retention period]
Data processing agreementNot stated by the supplier. [School to complete: DPA reference or date signed]
Signs individual DPAs: Not stated by the supplier. [School to complete: ask the supplier]
Supplier DPO / UK representativeNot stated by the supplier. [School to complete: contact details]
Minimum ageStudy and Learn agent 13+
Other safety notesNot stated by the supplier. [School to complete: admin controls, content filtering]
Lawful basis[School to complete: e.g. public task (Article 6(1)(e)) or legitimate interests; Article 9 condition if special category data]

3. Risks and how we will reduce them

AI Prefect rating: staff Amber, pupils Amber.

RiskSuggested measureLikelihood / severityResidual risk
Data may be stored outside the UK/EU (Other / unclear)Confirm the transfer safeguards (UK IDTA, standard contractual clauses or adequacy).[School to complete: low / medium / high][School to complete: accepted?]
No data processing agreement publishedRequest a DPA before use, or limit use to non-personal data.[School to complete: low / medium / high][School to complete: accepted?]
Minimum age: Study and Learn agent 13+Check this against the age of any pupils who will use it.[School to complete: low / medium / high][School to complete: accepted?]
AI output may be inaccurate or biasedStaff review all output before it is used; do not rely on it for decisions about individuals.[School to complete: low / medium / high][School to complete: accepted?]
[School to complete: any other risks][School to complete: measure]

4. Sign-off

DPO advice[School to complete: DPO comments and date]
Decision[School to complete: approved / approved with conditions / not approved]
Approved by[School to complete: name, role, date]
Review date[School to complete: usually within 12 months, or when the supplier changes its terms]

Sources

  • https://support.microsoft.com/en-us/education/copilot/teach-in-the-microsoft-365-copilot-app
  • https://learn.microsoft.com/en-us/microsoft-365/education/guide/1-reference/configure-microsoft-copilot-security-education
  • https://support.microsoft.com/en-us/education/copilot/privacy-responsible-ai-study-learn-agent