Privacy Notice:

September 2016

Privacy Notice – Data Protection Act 1998

We, Birchensale Middle School, collect and hold personal information relating to our pupils and may also receive information about them from their previous school or college, local authority, the Department for Education (DfE) and the Learning Records Service. We hold this personal data to:

  • support our pupils’ learning
  • monitor and report on their progress
  • provide appropriate pastoral care; and
  • assess the quality of our services
  • support a young person in their transition to a post-16 provider of education or training.

The information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information.  For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications.

In addition once our pupils reach the age of 13, the law requires us to pass on certain information about them to Worcestershire County Council, who have responsibilities in relation to the education or training of 13-19 year olds. 

A parent/guardian can ask that no information apart from their child’s name, address and date of birth be passed to Worcestershire County Council by informing Mrs P Begley School Business Manager. This right is transferred to the child once he/she reaches age 16. For more information about services for young people, please go to our local authority website

We will not give information about our pupils to anyone without your consent, unless the law and our policies allow us to.  If you want to receive a copy of the information about your son/daughter that we hold, please contact Mrs P Begley School Business Manager, 01527 68430 or by e-mail:

We are required, by law, to pass certain information about our pupils to our local authority (LA and the Department of Education.

DfE may also share pupil level personal data that we supply to them with third parties.  This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are 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 level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit:

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit:


If you need more information about how the Local Authority (LA) and/or DfE collect and use your information, please visit:

our local authority at


the DfE website at