Last updated: 12 October 2026
Milton Primary School respects the privacy of learners, parents, guardians, teachers and staff. This Privacy Policy explains how information is collected, used, stored and protected when using the Milton Communicator.
The Milton Communicator is a school communication system used to help Milton Primary School communicate information relating to learners, including merits, demerits, disciplinary matters and other school-related notifications.
1. Information We Collect
The Milton Communicator may process information including:
- Learner names, admission numbers, grades and classes.
- Parent or guardian names and contact details.
- Parent or guardian email addresses and cellphone numbers.
- Links between learners and their parents or guardians.
- Merit and demerit records.
- Teacher comments and school observations.
- Disciplinary and detention information.
- Communication records relating to notifications sent by the school.
- User account information required for parents, teachers and administrators to access the system.
Only information reasonably necessary for school administration, communication and learner management is intended to be processed through the system.
2. How Information Is Used
Information stored in the Milton Communicator may be used to:
Communicate with parents and guardians regarding their children; send notifications about merits, demerits and disciplinary matters; maintain learner communication records; allow authorised teachers and administrators to view relevant learner information; assist with school administration and disciplinary procedures; and provide parents with access to information relating to their linked children.
Information collected through the Milton Communicator is not intended to be sold or used for unrelated commercial advertising.
3. WhatsApp Communications
Milton Primary School may use the official WhatsApp Business Platform to send school-related notifications to parents and guardians.
These messages may include notifications concerning merits, demerits, disciplinary matters, detention arrangements or other relevant school communication.
Where WhatsApp messaging is used, the recipient’s cellphone number and information necessary to create the notification may be processed through services provided by Meta Platforms and WhatsApp in accordance with their applicable privacy and data-processing policies.
Parents and guardians should only receive WhatsApp communications where the school has an appropriate basis to communicate with them and has the correct contact information.
4. Email Communications
Milton Primary School may also send notifications by email.
The parent’s or guardian’s email address may be used to deliver school-related communications generated through the Milton Communicator.
Email addresses will not be sold to third parties for advertising or marketing purposes.
5. Access to Information
Access to Milton Communicator information is restricted according to the user’s role.
Parents or guardians are intended to have access only to information relating to learners linked to their accounts.
Teachers may access learner information necessary for their educational and administrative responsibilities.
School administrators may have broader access where required to administer the system, manage learner records and perform disciplinary or school-management functions.
Users must keep their login information confidential and should not share their passwords with other people.
6. Protection of Personal Information
Milton Primary School takes reasonable steps to protect personal information against unauthorised access, loss, misuse, disclosure or alteration.
The Milton Communicator uses access controls and user authentication to restrict access to learner and parent information.
No electronic system can guarantee absolute security, but reasonable technical and organisational measures will be used to protect information processed through the system.
7. Third-Party Services
The Milton Communicator may use third-party technology providers where necessary to provide its services.
These may include website hosting providers, email services, the WhatsApp Business Platform provided by Meta, and other technical infrastructure required to operate the system.
Personal information will only be shared with such providers where reasonably necessary for providing the relevant service or where otherwise required by law.
8. Retention of Information
Learner, parent and communication information will be retained only for as long as reasonably required for school administration, record keeping, legal obligations or other legitimate educational purposes.
Information that is no longer required should be securely deleted or anonymised where appropriate.
9. Accuracy of Information
Parents and guardians are encouraged to inform Milton Primary School if their contact details change or if information held by the school is incorrect.
Maintaining accurate cellphone numbers and email addresses is particularly important where the Milton Communicator is used to send electronic notifications.
10. POPIA and Privacy Rights
Milton Primary School aims to process personal information in accordance with applicable South African privacy legislation, including the Protection of Personal Information Act, 2013 (POPIA).
Subject to applicable law, individuals may request access to personal information held about them, request correction of inaccurate information, raise concerns regarding the processing of their information, or request further information regarding how their personal information is handled.
Certain learner information may need to be retained by the school where required for educational, administrative or legal purposes.
11. Children and Learner Information
Because Milton Primary School provides educational services to children, the Milton Communicator processes information relating to learners.
Learner information is used for legitimate school, educational, communication and administrative purposes and should only be accessible to authorised individuals.
Additional care is taken when handling information relating to children.
12. Changes to This Privacy Policy
Milton Primary School may update this Privacy Policy when the Milton Communicator, school procedures or applicable legal requirements change.
The most recent version will be made available on the Milton Primary School website.
13. Contact Us
Questions, privacy concerns or requests relating to personal information may be directed to:
Milton Primary School
Email: miltonps@lantic.net
Telephone: 016 423 1152
Address: 10 Severn Drive, Three Rivers, Vereeniging