Email for schools
The challenge in a school
A school communicates by email all day long, with many different people. Teachers email colleagues and parents, administration sends enrolments, reports and invoices, and management handles contacts with the board and external parties. That's quickly dozens of mailboxes, plus role addresses like office@, management@ and enrolments@.
Two things make that tricky. First, sensitive data passes through: report grades, care needs, home situations, contact details of minors. Second, staff change. A teacher leaves, a substitute arrives, a trainee needs temporary access. The school's addresses have to keep existing and stay workable, regardless of who's in front of the class that year. And because a school often works with a board and a longer decision cycle, you want a solution you set up properly in one go.
What the rules require
Pupil data is personal data, and where minors are concerned, privacy legislation (the GDPR) looks on especially strictly. Data about a pupil's health or wellbeing also falls under the special categories, for which stricter requirements apply. A school may only use that data for its intended purpose, not share it more widely than necessary, and secure it appropriately.
In practice that means: don't just send sensitive pupil data unsecured, don't keep it in a teacher's private account, and make sure that whoever leaves the school no longer has access. The Belgian [Data Protection Authority](https://www.gegevensbeschermingsautoriteit.be) explains which obligations come with this. This is informative explanation, not legal advice; consult a specialist if in doubt.
What your email then needs to do
For a school, what counts above all is this:
- Addresses on your own school domain, both per staff member and role addresses like
office@andmanagement@, so the school stays recognisable and reachable. - European, GDPR-compliant hosting, so pupil data falls under European rules.
- Strong access security such as two-factor authentication, plus filtering against phishing and malware. Schools are a favourite target.
- Reliable backups, so correspondence with parents and authorities is preserved.
- Continuity when staff change. When a teacher leaves, you transfer the address or revoke access, without the school losing anything.
- Management at scale. With dozens of addresses you want to be able to create and manage them all at once rather than one by one.
We work out that last point further on the page about managing many mailboxes for a school or organisation. Want to know how a role address transfers neatly during a change? Then read role email addresses and hand-over.
Email for schools: why Mailflux fits
Mailflux is professional email on your own domain, hosted in Europe and GDPR-compliant, exactly the starting point a school with pupil data needs. Every plan includes antivirus, anti-spam and anti-malware, automatic backups and optional two-factor authentication. The spam, phishing and malware filtering works with machine learning. Everyone emails via webmail in the browser or via a trusted mail program, without installation.
For a school with many staff there's bulk account management, so you create, change and manage addresses under the school domain all at once. A new teacher joins, someone leaves at the end of the year: you handle that centrally. And if you get stuck, you get real, personal support. An overview of all target groups is on who Mailflux is for.
FAQ
Frequently asked questions
May a school send pupil data by email?
Only in a secure way and limited to what's necessary. Pupil data is personal data, and where minors and health information are concerned, stricter requirements apply under the GDPR. Ensure appropriate security and check who may receive the data. Consult a specialist if in doubt.
Can we set up email for all teachers at once?
Yes. With bulk account management you create several mailboxes under the school domain at once, for example an address per staff member plus role addresses like office@. That way you keep management central and everything stays under one domain of your own.
What happens to an address when a teacher leaves?
You revoke the leaver's access and, if applicable, transfer a role address to the successor. The school's correspondence stays preserved, and the former staff member no longer has access to it. That way continuity is safeguarded.