Who it's for
The school that protects student data and still works in a modern way.
The teacher prepares the week's lessons in EU Notes, the staff meeting takes place in EU Meet, and the substitute schedule is kept up to date for the whole staff in EU HR. After the meeting, decisions become tasks in EU Flow, assigned, with a deadline.
DE
Servers at Hetzner in Germany
Open
Subprocessor list with country
EU Meet
Video lessons in the browser
The daily reality today
What hurts right now.
Schools and educational institutions process the data of minors, the most sensitive group there is under data protection law. Many US services are not permitted for use with minors under German data protection law, because they don't offer sufficient guarantees and often process data for advertising purposes. At the same time, the education authorities of the federal states have differing rules on what's allowed, the requirements are complex, and school leaders are left without clear guidance. Video conferencing via US services, messaging via WhatsApp and teaching materials on Google Drive are explicitly banned in many federal states.
The products
What you need from it.
EUMeetVideo conferencing for lessons, parent meetings and staff meetings with EU Meet, on servers in Germany.
EUNotesTeaching materials, minutes and the school wiki, centralised and versioned, on servers in Germany.
EUHRStaff administration for teachers, including absences and substitute planning, on German servers.
EUFlowSchool development projects, club planning and staff meeting decisions as tasks with ownership and a deadline.
EUChatStaff communication without WhatsApp groups, closed, loggable, on German servers.
EURecapMeeting minutes are created automatically and approved by the school leadership, archivable according to the requirements of the state education authority.
In practice
Four workflows from your day.
- 01
Parent meeting by video
The class teacher sends the parent a link by email, no app download, no account required. The call takes place in EU Meet, on German servers, without recording. EU Recap is switched off in this scenario; the teacher types up the notes herself in EU Notes.
- 02
Staff meeting and decisions
The staff meet in EU Meet. EU Recap takes the minutes and produces a draft once the meeting ends. The school leadership reviews it, approves it, and the decisions are created as tasks in EU Flow, with an owner and a date. Every teacher sees the tasks that concern them.
- 03
Data protection audit by the education authority
The education authority asks which services the school uses and where the data is stored. The school leadership opens the EU Suite Trust Center and passes on the link: all subprocessors with their country and the server locations, no form needed. The DPA is available on request. The audit conversation takes one hour instead of four weeks.
- 04
Substitute schedule and absence
Two teachers report sick. EU HR immediately shows the school leadership who's absent and which lessons are affected. The substitute schedule is updated in the system and visible to the whole staff, no email chain, no notice board.
Legal position
Legal framework for educational institutions
- The school laws and school data protection regulations of the 16 federal states govern the handling of student data differently. Whether a service is permitted is decided by the individual state. EU Suite provides hosting in Germany and an open subprocessor list for this purpose.
- The data of minors is subject to special requirements under Art. 8 GDPR and the state data protection acts; US services without an adequacy decision covering all data transfers are generally not permitted for use in schools.
- The KMK recommendations on digitalisation from 2021 and 2024 require data sovereignty and GDPR compliance as the minimum standard for school software.
- Parental rights under Art. 6 of the Basic Law and the states' school laws require transparency about the processing of student data; EU Suite publishes all subprocessors and server locations with no form required.
- For processing student data for administrative purposes, the relevant state's school law generally serves as the legal basis; for processing that goes beyond this (e.g. video conferencing), consent or an explicit statutory basis is required.
- Recordings of video conferences with students are generally only permitted with the explicit consent of parents or guardians. EU Meet does not record by default.
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