Equipment Usage Terms

This guidance has been provided by The Lancaster Academy ICT support team to help you get the best from your laptop and equipment. Please read this information carefully before beginning to use your laptop. You may retain this copy and keep this handy for future reference.

Quick advice

  • Use the carry case provided when transporting your laptop any distance.
  • Regularly back-up your work onto OneDrive, or better still work through the Cisco VPN to your school computer.
  • Do not leave your laptop unattended in school.
  • Do not leave your laptop in your car, even in its case.
  • Ensure you lock your laptop when not in use to prevent unauthorized access or data breach.


What to do if it does not work
Please return the laptop to the ICT Support Team, who will endeavour to resolve the issue. As our school laptops are not on the domain, we cannot backup anything saved directly on the laptop in the event of an issue. Because of this, you are advised to back up any important information at regular intervals, to OneDrive. If you are using the laptop to VPN into your school desktop, then everything is backed up through the school servers. Using this method is best and keeps potential data loss on the laptop to a minimum.

The laptop belongs to the school and is entered onto the school’s inventory. The laptop is for your personal use, please do not let any other person use this device..
As the laptop was allocated to you, it should not be shared with other members of staff. The device belongs to The Lancaster Academy, and If your employment status was to change the laptop, charger and bag will be need to be returned on your last day.

Internet Safety
You should abide by the Internet Safety Rules within the Acceptable Use Policy published by the school. Be particularly aware that laptop will NOT have internet filtering enabled outside of the school network, however VISIGO safeguarding software is installed which will monitor and report inappropriate activity. When you are in school, you will receive normal staff level filtering through WI-FI.

Our GDPR principles

  • we will process all personal data fairly and lawfully
  • we will only process personal data for specified and lawful purposes





  • we will endeavor to hold relevant and accurate personal data, and where practical, we will keep it up to date
  • we will not keep personal data for longer than is necessary
  • we will keep all personal data secure
  • we will endeavor to ensure that personal data is not transferred to countries outside of the European Economic Area (EEA) without adequate protection

GDPR compliance

  • The IPO will be complying with the GDPR as a controller and processor of data and have been planning and developing a programme of works which will deliver what is required by the legislation. This will involve working with our suppliers and partner organisations to ensure they can meet these obligations.
  • We will implement the relevant policies and practices to ensure we protect any data handled by the IPO – for its employees, customers, suppliers, partners and stakeholders, including the below.
  • Suppliers who process personal data on behalf of the IPO have been identified and asked to provide details of their state of compliance with the GDPR and where appropriate agree to new contractual arrangements. Any new supplier will not be taken on unless we are satisfied that they comply with the new data protection regulations






Usage of Equipment



I have read and understood the preceding document, and the Academy’s Acceptable Use Policy document.

I agree to use the equipment in accordance with the conditions stated within these documents, or any subsequent revision.

I further agree to return the borrowed equipment to the school at the end of my employment.



Member of Staff











To be completed on return of device




Received by (IT Staff member name)