Pupil Privacy Notice

This notice is applicable to all prospective and current pupils in the School,

including those in an EYFS setting.


Cheadle Hulme School needs to have lots of information about prospective and current pupils so we can offer the best education, a wide choice of activities outside of the classroom and to provide our caring support services.  

This notice is here to help pupils understand how we handle the information we have about them, although as the School has pupils from age 3 - 18 and there are very strict rules about what we can do with this information, there may things here which are difficult to understand.  If any current pupil wants to talk about their personal information, they can either contact their Class Teacher / Form Tutor or Head of Year.  Prospective pupils can get in touch with our Admissions Team to ask their questions.

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

Personal information (such as pupil names, date of birth, and home addresses);

Special characteristics (such as an individual photograph, CCTV images, biometrics, preferred language, gender, ethnicity, religion, nationality and country of birth);

Attendance information (such as being at events and teaching/sport sessions, number of absences and absence reasons);

Sensitive information related to pastoral needs, health or medical care and special educational needs.

All data held by the School is processed within the Data Protection Principles (these are the laws like the Data Protection Act 1998 and as and when these change) and is treated with the utmost respect for individual rights. We will always be honest about what information we hold and how this will be used - with our policy and fair processing notices kept up-to-date on www.cheadlehulmeschool.co.uk/privacy; previous versions of these can be obtained by contacting privacy@chschool.co.uk.  The School takes the security of personal information seriously and has lots of technical measures in place to ensure that all personal information is kept secure, accurate and up to date.

Whilst the majority of personal information provided to us is necessary (under law as a pupil in a School and under a contract with parents), some of it is provided to us on a voluntary basis (such as biometric fingerprint information), for legitimate reasons to help us achieve our mission (such as attendance at co-curricular events), to support us in delivering a high quality pastoral service (for example providing spiritual education in the context of any religious beliefs), or to look after pupils’ vital interests (for example any safeguarding or medical records).  We will let pupils and parents know whether they are required to provide certain information to us or if this is optional and we will ask for their consent.

More detail about the use of personal information in the School is included in the sections below.

How do we collect information about pupils?

Personal information about pupils is collected initially through an enquiry (often made by parents/carers) and then through an application form.  We will use this information to facilitate our admissions processes and to invite applicants to an Entrance Exam.  To help us look after applicants and make sure they have everything they need, we will ask for essential information about any allergies and other medical needs. In addition to this, to help us get to know applicants we may request a photograph of their choice.  If we offer a place in the School we will issue an offer letter with an acceptance form for parents to sign on the applicant's behalf.

More information about applying to come to the School can be found in our Admissions Policy.  We will not use personal information to make automatic decisions.  

Once an offer has been accepted we will collect more information about any medical / health conditions, we will invite pupils to some welcome events and we will use the personal information we have already collected to set individuals up as a pupils in the School (see here for some examples of the forms we will ask to be filled out).

To comply with our legal obligation to look after pupils in our care we may also receive information from doctors, other schools or support services.

During their time in School, we collect, update and maintain the personal information about pupils through various interactions, and communications with teachers (such as classroom progress and attainment, co-curricular records, pastoral reports, any health or medical plans [medical consent forms plus accident records], to assist with going on school trips, if a pupil uses Wraparound Care or School Holiday Club, and information about where pupils go once they leave us).  There is more detailed information about how will we use pupil information below.


To support us with car park security and Travel Planning, we will also ask for car registration numbers for Sixth Form students who drive to School.

Pupils and/or parents need to let the School Office know of any changes to their personal information - such as if they move house or change a mobile number.  We will issue forms to check every year.


We operate CCTV on School premises for the safety of pupils, staff and visitors. The footage is only stored for one month before being securely destroyed, and will only be stored for a longer for  legal purposes if there has been an incident.

Images and Recordings

We collect photographs of pupils to help with identification and security. Unless pupils don’t want to, photographs may also be taken and used on wall displays or in newsletters or printed communications, as well as on the School's website/social media.  We may also make videos or film recordings to support teachers with their lessons/assessment (for example recording class experiments, speeches and rehearsals) as well as school to school conferences and other co-curricular activities.

Unless pupils and/or parents have requested otherwise, for the acceptable reasons, we may occasionally ask photographers to take pictures celebrating sporting and academic achievements or make site films using drones.  We will inform pupils when and where these photographs will be taken, and what they will be used for, so pupils and/or parents can consider whether they are happy to be included.

Biometric Data

Catering and Library loans are managed by using a biometric system to identify pupils so they no longer need to bring cash or cards to School. At the beginning of the year we will use a fingerprint scanner to collect new pupil data.  Using special software, fingerprints are turned into a code which is stored securely and from this point on the system identify pupils using their code; the fingerprint is deleted.  Parents and pupils will be asked to consent to this, but they don’t have - they can still use a personalised card.

How will we use and share pupil information?

All personal information provided is stored on the School’s computer systems, software for monitoring and safeguarding child protection, teaching tools, payment systems and other learning environments; and will be used for purposes directly related to running of the School (see below for more details).  Pupil paper files are also held in the First Aid Centre, Pastoral Team and Admissions/School Offices.  A certain amount of information is provided to Form Tutors, Student Managers and other staff to help in proving the care and education that pupils require.

Pupil information may be used for the following:

to assist in the running of the School;

to ensure compliance with our School Rules, Codes of Conduct, Handbooks and procedures and to take any necessary disciplinary actions;

to process enquiries, applications, admission and transition through the School;

to support pupil learning and achievement;

to monitor and report on pupil progress;

to provide appropriate medical and pastoral care;

to assess the quality of our services (e.g. the variety of trips and co-curricular activities available, First Aid care, Learning Support provision, careers support etc.);

Registration with IT and other computing services and systems.  We may monitor pupil computing via audit logs to ensure adherence to the Acceptable Use Policy or for statistical purposes;

notification of School events;

requests to complete relevant educational surveys or questionnaires;

for historical research and audit purposes.

The School is required by regulations to share an annual written report of each pupil’s progress and attainment with their parents; this is also discussed at Parents’ Evenings.  

To help us run the School, we have to share some pupil information with third parties (such as our student coach services or other schools which pupils apply to); organisations, agencies and services (such as Duke of Edinburgh and youth support services; professional advisers and authorities and other services you sign up to - like the School Counsellor or external music lessons); and regulatory, statutory and governing bodies (such as exam boards, the Independent Schools Inspectorate, our local authority, the Department for Education and the NHS or other care services).  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 will not be sent to any countries outside of Europe without adequate security (we will probably look at something called a “Privacy Shield”).

We need to keep a record of any food allergies that pupils have so that we can share it in an emergency with medical professionals, this information also needs to be shared with Sodexo who are the company that provide our catering.  Whilst it is crucial that Sodexo have information about allergies to provide pupils with meals tailored to their dietary needs, we do ask for permission to share this information.  Without agreement to share the information we cannot be certain that we are providing pupils with a diet that is appropriate for their health needs and may then rely on a vital and legitimate interest to disclose it.  National guidance also recommends that we displaying photos of the pupils who have allergies in kitchens and food preparation areas where appropriate staff can see them.  

Information sharing is important for making sure pupils are looked safe.  We may have to share certain information without consent if there is a clear and legitimate reason to do so to safeguard the vital interests of an individual.  From time to time we may also consider it in the best interest of pupils to share some information with trip organisers, between schools, or other activity hosts who need certain information to comply with their own health and safety procedures (for example, if lunch is provided as part of a School trip the caterers will need to know of any allergies).  Where this sharing may be required, we will let pupils know about this when they sign up to a trip or activity.  

On occasion, we may need to share information with the police or other legal bodies; and we have to share some information with our insurance company - for example, in the case of a serious incident at the School.  In some cases, it may be necessary for School Nurses to share information with other healthcare professionals and agencies when the interests of patient safety and public protection override the need for confidentiality.  In line with professional standards they will make sure that pupils are informed about how and why their information is used and shared by those who will be providing care.  Further information about how medical/health information is used is set out in our Health and Wellbeing Procedures.

We will separately inform pupils when we intend to publish external examination results in the media or on a publicly accessible notice board.  Pupils will be given the opportunity to raise any objections to this sharing.  More information about the School’s policy on this, can be found in our Data Sharing Statement.


During their time in the School, we will speak to pupils in person, contact them through a School email account, and occasionally by phone (usually at home via parents) or postal mail to their home address; except when pupils or parents have asked for us not to.

How long will we keep pupil information?

We are required to keep Senior School academic records until pupils are 25 years old, but to comply with legal obligations, other records (such as special educational needs statements, trip paperwork  and accident records) will be kept for longer.  There are some different rules which can been found in the Records Retention Procedure & Schedule.


Whilst we will only hold pupil personal information on our database for as long as is necessary, pupils are  “Waconians” by definition and when pupils leave, they become known as Old Waconians; we may keep in touch for alumni purposes and for the benefit of maintaining a sense of community.  More information about how we use Old Waconians’ information can be found in our Alumni and Supporters Privacy Notice - for example, we may invite former pupils back to School events.  As a leaver, former pupils have the right to object to their personal information being used in this way, and in such cases, personal information will be securely erased from our databases.  


What are individual rights when it comes to pupil information?

We respect individuals rights to have a copy of their file, to change things which are wrong, to delete things they don’t want, to stop the School using some information if it upsetting them, and to move their information elsewhere.  As pupils move through the School from Juniors, Seniors to Sixth Form, pupils will learn more about their personal privacy and so at appropriate milestones we will ask if they are happy to give us permission to look after their data.  

Any time parents or pupils want to see any information we hold about them we ask that a request is submitted through an online form.  Requests don’t have to be made in writing or through this form, it just helps.

The School would welcome any opportunity to improve the quality of the personal information held, and would like to encourage individuals to discuss any concerns or issue directly with the School.  If anyone feels the need to make an official complaint, they must contact the Information Commissioner’s Office who is in charge of the laws on using people’s information.

SLT member responsible:

Chief Operating Officer

supported by the Senior Operations Manager

Date of approval:

February 2018

Proposed review date:

June 2019

Primary policy:

Data Protection Policy

Other related policies and procedures:

Data Sharing Procedures

Equality and Diversity Policy

Subject Access Request Procedures

Records Management Policy


To view previous versions of this notice or you would like to discuss any aspect of the School using your information please email privacy@chschool.co.uk.