Best Practice Update

    You are here:  
  1. Home
  2. Best Practice Update
  3. Data Retention and the Pupil File
Photo of a lady receiving a ransomware message on a computer screen, with a news headline below like a newspaper: ICO Report: Learning from the mistakes of others: A retrospective review
Best Practice Updates

ICO: Learning from the mistakes of others report

The ICO has published a report today about 'learning from the mistakes of others'.  Given that cyber security is a crucial part of protection information and it is important to note that security breaches frequently lead to information breaches.
The report says that ten years on from the previous publication that our security incident trend information shows cyber threats not only continue to exist but increase year-on-year.  The report aims to inform organisations and support them in improving their knowledge of common security pitfalls.  

The main causes of cyber attacks listed in the report are:
  • Phishing – where scam messages trick the user and persuade people to share passwords or accidentally download malware.
  • Brute force attacks - where criminals use trial and error to guess username and password combinations, or encryption keys.
  • Denial of service – where criminals aim to stop the normal functioning of a website or computer network by overloading it. 
  • Errors – where security settings are misconfigured, including being poorly implemented, not maintained and or left on default settings.  
  • Supply chain attacks - where products, services, or technology you use are compromised and then used to infiltrate your own systems.

For each cause, the report explains how these attacks take place, some key considerations to mitigate the risk and likely future developments.

The full report can be viewed: Learning from the mistakes of others – A retrospective review

What to do in the event of a cyber attack

First, follow your cyber response plan. Record the incident in your internal incident log, inform your governing board or trustees, and contact your Data Protection Officer (DPO) as soon as possible if personal data could be involved.

Incidents or attacks where a security breach may have taken place, or other damage was caused, should also be reported to an external body. The SLT digital lead is responsible for assigning someone to report any suspicious cyber incidents or attacks. This person will need to report to:

  • Report Fraud, which replaced Action Fraud in December 2025, on 0300 123 2040 or through the Report Fraud website. Make sure it is recorded as a crime report so that you receive a crime reference number.
  • the DfE sector cyber team at This email address is being protected from spambots. You need JavaScript enabled to view it.

You may also need to report to:

  • the National Cyber Security Centre (NCSC) if the incident or attack causes long-term school closure, the closure of more than one school, or serious financial damage. If you're not sure who to report to, use the government's cyber incident signposting service.
  • the Information Commissioner's Office (ICO) within 72 hours of becoming aware of a personal data breach, unless the breach is unlikely to result in a risk to people's rights and freedoms. If the risk is high, you must also tell the people affected without undue delay. Your DPO can help you assess this.  We will do this on behalf of DPE customers.
  • the Risk Protection Arrangement (RPA) emergency assistance helpline on 0800 368 6378 or This email address is being protected from spambots. You need JavaScript enabled to view it., if you are an RPA member, or your cyber insurance provider if you have one
  • your local police force if you suspect a safeguarding impact
  • any third-party service providers whose systems are affected, so they can be part of a coordinated response
  • Jisc CSIRT, if you are part of a further education institution.

You must act in accordance with:

Preserve the evidence

Police investigations may find out whether any compromised data has been published or sold, and identify the perpetrator. Preserving evidence is as important as recovering from the crime. Keep a clear record of what happened, when, and what actions you took. The DfE's guidance on record keeping in an incident explains what to capture.

Reporting suspicious emails and texts

Forward suspicious emails to This email address is being protected from spambots. You need JavaScript enabled to view it.. Report scam text messages by forwarding the original message to 7726 (it spells SPAM on the keypad).

©2026 Data Protection Education Ltd.

Search