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Millbrook's Privacy Policy
Privacy Notice – General Data Protection Regulation (How we use pupil information)

This Privacy Notice is for Parents and Pupils of Millbrook Primary School to provide details of how information about pupils and their family is used in our school.

Millbrook Primary School is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is processed. In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to third party processors, the same data protection standards that Millbrook Primary School upholds are imposed on the processor.

The categories of pupil information that we collect, hold and share include:

 Personal information (such as name, unique pupil number and address, emergency contact details)

 Characteristics (such as ethnicity, language, nationality, faith, country of birth and free school meal eligibility)

 Attendance information (such as sessions attended, number of absences and absence reasons)

 Assessment information (such as results of statutory tests in years 2 and 6 and on-going teacher assessment)

 Medical conditions and GP details

 Dietary needs

 Special Educational Needs and Disability

 Behaviour and exclusions

 Child Protection referrals and conference reports

Why we collect and use this information

We use the pupil data:

 for pupil admissions

 to support pupil learning

 to monitor and report on pupil progress

 to provide appropriate pastoral and/or medical care

 to assess the quality of our services

 to update parents of school events and important matters

 to ensure financial accountability

 to comply with the law regarding data sharing

 to safeguard pupils

The lawful basis on which we use this information

On the 25th May 2018 the Data Protection Act 1998 will be replaced by the General Data

Protection Regulation (GDPR). The condition for processing under the GDPR will be:

Article 6

1. Processing shall be lawful only if and to the extent that at least one of the following applies:

(c) Processing is necessary for compliance with a legal obligation to which the controller is


Article 9

1. Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.

2. Paragraph 1 shall not apply if one of the following applies:

(j) Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

The Education (Information about Individual Pupils) (England) Regulations 2013 - Regulation 5 'Provision of information by non-maintained special schools and Academies to the Secretary of State' states 'Within fourteen days of receiving a request from the Secretary of State, the proprietor of a non-maintained special school or an Academy (shall provide to the Secretary of State such of the information referred to in Schedule 1 and (where the request stipulates) in respect of such categories of pupils, or former pupils, as is so requested.'

The Education Act 1996 - Section 537A – states that we provide individual pupil information as the relevant body such as the Department for Education. Children's Act 1989 – Section 83 – places a duty on the Secretary of State or others to conduct research.

Collecting pupil information

Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We hold pupil data in line with the guidance set out in the Retention Schedule contained within the Information Management Toolkit for Schools. A copy of this Retention Schedule is available on request.

Who we share pupil information with

We routinely share pupil information with:

 schools that the pupil’s attend after leaving us

 our local authority

 The Department for Education (DfE)

 NHS/school nurse

 Children’s Social Care and Early Intervention Services

 Educational Psychologists – Lancashire and Private (Acorn Psychology)

 Lancashire Child, Adolescent Mental Health Service (CAMHS)

 WLCT Sports Partnership

 TESS Team

 Live Kitchen

 Target Tracker (Assessment tracking)

 Purplemash software, Mathletics, Renaissance

 Cool milk

 School Trip and Residential Providers

 Enrichment sessions at Local High School

 Law Enforcement Officers such as Police

Why we share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Data collection requirements:

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.

We are required by law, to provide information about our pupils to the DfE as part of statutory datacollections such as the school census and early years’ census. Some of this information is thenstored in the NPD. The law that allows this is the Education (Information About Individual Pupils)(England) Regulations 2013.

To find out more about the NPD, go to

The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:

 conducting research or analysis

 producing statistics

 providing information, advice or guidance

The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:

 who is requesting the data

 the purpose for which it is required

 the level and sensitivity of data requested: and

 the arrangements in place to store and handle the data

To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

For more information about the department’s data sharing process, please visit:

For information about which organisations the department has provided pupil information, (and forwhich project), please visit the following website:

To contact DfE:

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. If you would like to discuss anything in this privacy notice or to make a request for your personal information, or be given access to your child’s educational record, contact Mrs Tomlinson, Executive Headteacher at Millbrook Primary School 01257 404552 or in writing to

You also have the right to:

 object to processing of personal data that is likely to cause, or is causing, damage or


 prevent processing for the purpose of direct marketing

 object to decisions being taken by automated means

 in certain circumstances, have inaccurate personal data rectified, blocked, erased or

destroyed; and

 claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at

Mission Statement

At Millbrook, we want to encourage your child to become a learner for life, building up their resilience, confidence, independence and creativity through teamwork with an ability to respect and embrace diversity in all its forms.

Get in touch


Mrs G Brookes

(School Office)

T: (01257 404552)


Millbrook Primary School




School Hours 8.50am - 3.15pm

32.05 hours

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