Guide

How to keep a school allergy register

What records the DfE guidance expects about pupils with allergies, who should see them, and how to keep them accurate and GDPR-compliant.

Last reviewed 7 October 2026Checked against the DfE guidanceNot legal or medical advice

Short answer: Keep an accurate record of which pupils have allergies, which have prescribed adrenaline devices and which have an Individual Healthcare Plan. The DfE guidance also expects photo lists of pupils with known allergies, and their allergens, in places where food is served or handled, kept where only staff can see them.

What to record for each pupil

Name, photo, class or form, and allergens
Whether they have an Individual Healthcare Plan and an Allergy Action Plan, and where the current copies are
Their prescribed adrenaline devices: how many, strength as printed, expiry dates and where each is kept
Consent for a spare device to be used if needed
Emergency contacts, and the date each record was last checked with parents

Who sees what

Health information is special category data under UK GDPR. Share only what each person needs: kitchen staff need photos and allergens, not medical history; a supply teacher needs to know which pupils in their class are at risk and where the devices are. The DfE guidance says lists in food areas should be kept where only staff can see them.

Keeping it accurate

Ask parents to confirm details at least every year and whenever anything changes
Record who changed what, and when
Check device expiry dates on a fixed schedule
Update the lists in the kitchen the same day a record changes

Spreadsheet or app?

A spreadsheet can work for a small school, as long as one person owns it and the printed lists stay current. It gets harder with several sites, many staff and frequent changes, which is where a dedicated app helps. Start with our free allergy register template and pen expiry log.

Questions schools ask

Do schools have to keep an allergy register?

The DfE guidance expects schools to keep records of which pupils have allergies, prescribed adrenaline devices and Individual Healthcare Plans, and photo lists in food areas. It does not prescribe a format.

Can we display pupils' photos and allergies in the dinner hall?

The guidance expects lists with photos and allergens where food is served or handled, kept in areas accessible to staff only, not on public display.

Is allergy information special category data?

Yes. It is health data under UK GDPR, so share only what each role needs and keep it secure.