Privacy Notice for Old Waconians, Supporters and the
External School Community
Cheadle Hulme School collects and uses the personal information relating to former pupils and staff (known as “alumni” - referred to in this notice as “Old Waconians”), donors, sponsors and individual financial contributors (referred to in this notice as “supporters”) as well as other visitors, website browsers, neighbours, academic or outreach partnerships and the wider community who engage with us (referred to in this notice as “External School Community”); to provide an independent education and care service, and/or to operate as charity.
To operate a commercial business through Cheadle Hulme School Enterprises Ltd. the School also collects and uses the personal information relating to hirers of our facilities.
We will let individuals know whether they are required to provide certain information to us or if there is a choice in this to help us achieve our mission. Anyone who is concerned about the use of their information, or would prefer for us not to conduct any activity, can contact email@example.com to discuss this.
All data held by the School is processed within the Data Protection Principles (of the Data Protection Act 1998 and as regulations change) and is treated with the utmost respect for individual rights. We will always be transparent about what information we hold and how this information will be used - with our policy and fair processing notices kept up-to-date on www.cheadlehulmeschool.co.uk/privacy; previous versions can be obtained by contacting firstname.lastname@example.org. The School takes the security of personal information seriously and has appropriate technical and organisational measures in place to ensure that all personal information is kept secure, accurate and up to date.
There are times when prospective and/or current pupils, staff and parents may fall under the category of “supporters,” for example, when they make a donation to the School, and so this notice can be read alongside our Parent, Pupil and Staff Privacy Notices. To help us be transparent about these different categories, please take a look at the following sections:
The School maintains contact and provides a range of communications, an extensive programme of events and careers support to its alumni; to strengthen and enhance their relationship with the School. We regard these services as an important and integral part of our long term commitment to the School heritage and community.
We are fair in how we honour this commitment to Old Waconians and the wider School community, so will we ask for consent to collect and continue to use personal information.
Supporters and Partnerships
Our staff and students are involved in actively supporting local, national and international charities, teaching and mentoring for students from local schools, and other outreach activities and so we may need to collect personal information about participants in these activities.
Cheadle Hulme School Enterprises
The majority of personal information provided to Cheadle Hulme School Enterprises Ltd. is essential for the lettings contract we have with hirers and clients; and to ensure compliance with all relevant legal obligations of the School.
External School Community
More details about the use of these types of personal information is included in the sections below.
What personal information do we collect?
The personal information we process about Old Waconians and supporters includes a name (plus former name or alias), date of birth, gender, contact details, employment and education history, areas of interest, event attendance history, any record of donations, family details (such as the number of children they have), any media articles, relationships to the School and other constituents (such as the Parents Association), a record of communications sent by us, and details of any donations made or volunteering done for and on behalf of the School.
As we are an independent School and a registered charity, it is necessary for us to collect payment information from supporters to enable us to process payments and/or donations. If supporters choose to make payments to us by Direct Debit, we will request and keep information on account holders, and to enable us to process the payment it will be necessary for us to share this information with Bacs and the bank. If supporters send us cheques, it will be necessary for this to be shared with the bank, but we will not store the bank details in School. It will be necessary for us to share debit and/or credit card information with the bank when supporters request to make payments to us in this way.
How do we collect information?
Personal information is obtained throughout our relationships with Old Waconians and supporters, including relevant information from School applications and enquiry forms. In some instances, information will be obtained from the School’s archives and records or from publicly available sources. Information is also collected when individuals enquire about activities, register for an event, make a donation to the School or otherwise provide us with personal information. We maintain this information to build on our relationship with these individuals; which enables us to fulfill the mutual and legitimate interests which are built on their prior connections with the School.
Tools may be used to help us improve the effectiveness of external communications, including tracking whether the emails we send are opened and which links are clicked within a message. We also track website visits and use analytical and tracking tools, such as Google Analytics and website cookies built into our website, to improve online experiences.
To ensure that we do not make inappropriate requests in our fundraising and volunteering communications, we may carry out inhouse research to assess the likely ability and willingness of individuals to make gifts to or volunteer for the School. We may gather information (e.g. the electoral register, company and charity filings, or social networking posts and press) to assist us with our fundraising activities and we will undertake due diligence for donors in line with the School’s Ethics Policy.
To support the legitimate interests of ensuring that each pupil experiences a challenging, dynamic and relevant education, we also seek details of those who could contribute their expertise for the improvement of the School community; such as delivering lectures, mentoring pupils and offering work placements.
We operate CCTV on School premises for the safety of our pupils, staff and visitors. This footage is stored for a maximum period of one calendar month before being securely destroyed and will only be stored for a longer period where we have encountered an incident which necessitates the retention of that footage for administrative or legal purposes.
We may collect photographs of Old Waconians and supporters for legitimate purposes in School records, for marketing purposes, inclusion in our publications and social media communications. We will always inform individuals that photographs are being taken and what they will be used for so can consider whether they are happy to be included.
How will we use and share personal information?
All personal information provided is stored on the School’s main administrative system, online portal systems, as well as other cloud storage platforms, and will be used for purposes directly related to the interests of running the School (see below for examples). Any information held will not be disclosed to external organisations other than those acting as agents for the School, for example - the Old Waconians' Association or. marketing agencies and mailing houses which print and mail publications (such as the Old Waconian magazine). Depending on the scale and complexity of the data sharing, a Data Sharing/Processing Agreement may be put in place - more information about this process can be found in our Data Sharing Statement.
Personal information may be used for the following:
From time to time we may request permission to share information to facilitate Old Waconians reminiscing and reunions or for the establishment of networking. We will always obtain a clear statement of consent to do this on a person by person basis.
Personal information will not be transferred to any countries outside of the European Economic Area without adequate security (e.g. Privacy Shield).
We may communicate with Old Waconians, supporters and the external School community in person, by phone, email and postal mail, except where they have expressed a preference not to be contacted in a specific way. We use personal data to help us tailor our activities, and determine who we might contact with certain communications, or information about particular events (such as using postcode, year of graduation and level of engagement with the School to organise reunions overseas).
We will not use personal information to make automated decisions.
How long will we keep personal information?
To maintain an engaged School community we will hold personal information on our database for as long as is necessary for the relevant relationship with the School. Other information (such as Old Waconians class lists) is still kept for legitimate historical interest and will only be used for the purpose of maintaining a record in the School’s archives.
What are individual rights when it comes to personal information?
We respect individual rights to access, rectify, erase, restrict and move their personal information. Individuals have the right to withdraw consent for processing their personal information (as Old Waconians or other supporter or external individual), and have certain personal information deleted. In these cases, personal information will be securely erased from Cheadle Hulme School databases.
Where necessary, we will review and refresh consent at appropriate milestones but at any other time individuals have the right to object to processing of personal data that is likely to cause, or is causing, damage or distress and to prevent processing for the purpose of direct marketing. We welcome any opportunity to maximise the quality of the personal information we hold, and would like to encourage individuals to raise any issue or complaint they have directly with the School. If anyone feels the need to make a complaint about the use of their personal information by Cheadle Hulme School, they must contact the Information Commissioner’s Office.
If anyone wants to see a copy of information that we hold about them, to help us recognise a formal request and manage our response, we ask that requests are submitted through an online form.
To maintain an engaged School community we want the information about our Old Waconians to be kept up-to-date, so we will ask individuals to update their communications preferences; including informing us of any changes to their preferred contact method.
Old Waconians wanting to tell us about a change in their personal details can either write to External Relations, Cheadle Hulme School, Claremont Road, Cheadle Hulme, SK8 6EF; email: email@example.com or complete our online update form.
If you would like to discuss any aspect of processing your information please email firstname.lastname@example.org.