In an increasingly digital education landscape, protecting sensitive student and school data is more important than ever. Schools are tasked with safeguarding everything from health records to academic performance, and partnering with the right edtech vendor can make all the difference. But with so many options, how do you make sure the vendor you’re evaluating prioritizes security?

Here are 6 security essentials you should ask vendors about as you’re evaluating their software:

1. Role-Based Access Control (RBAC)

It’s essential to control who has access to specific types of information. With role-based access control (RBAC), vendors allow schools to grant different levels of access based on user roles—such as teachers, administrators, or counselors. By limiting access to sensitive data, schools can prevent unauthorized individuals from viewing or modifying confidential information.

2. Regular Security Audits and Penetration Testing

A vendor should not only implement security measures but also continuously test and improve them. Regular security audits and penetration testing help identify potential vulnerabilities before they can be exploited. Vendors who proactively engage in these activities demonstrate a commitment to staying ahead of evolving threats and keeping your data secure.

3. Clear Data Privacy Policies

Understanding how your vendor collects, stores, and shares data is crucial. Schools handle vast amounts of personal information, and it's vital that your vendor has transparent, easy-to-understand data privacy policies in place. Look for vendors that comply with data privacy laws such as FERPA, and make sure their policies clearly outline how they protect student data and what happens if a data request or breach occurs.

4. Disaster Recovery and Incident Response Plans

Even the most secure systems can face unexpected challenges. Whether it’s a data breach, natural disaster, or technical failure, having a solid disaster recovery and incident response plan is crucial. Make sure your vendor has a well-documented process for handling these situations. Their plan should minimize downtime, protect data, and ensure a quick return to normal operations.

5. Encryption at Rest and in Transit

Any edtech vendor you partner with should offer strong encryption both at rest (when data is stored) and in transit (when it’s being transferred). This ensures that even if data is intercepted or accessed by unauthorized individuals, it remains unreadable without proper authorization. Encryption is a basic, yet vital layer of protection for your school’s sensitive information.

6. Credible Certifications

When evaluating a vendor's security claims, it's important to be cautious of misleading certifications. Some vendors display badges that may seem official but lack credibility. Always request supporting documentation and research the certification to verify its legitimacy. SOC 2 certification is one of the most respected security standards in the industry, requiring rigorous data privacy, security, and confidentiality controls. Vendors with this certification must pass regular, independent audits to maintain compliance and will have documentation outlining their audit performance. Make sure any vendor you’re considering has reputable, third-party certifications—and can provide the proof to back them up.

Conclusion

When evaluating an edtech vendor, prioritizing security is non-negotiable. By focusing on these six security essentials—RBAC, regular audits, clear data policies, disaster recovery, encryption, and credible certifications—you can ensure you’re partnering with a vendor that takes your school’s data security as seriously as you do.