Data Retention Policy

Last Updated: 23 May 2018

Thank you for visiting The Edinburgh Academy.

Your privacy is important to us. This Retention Policy is where we explain to you how long we may retain personal information that is collected when you visit our site,

This policy should be read together with our Privacy Policy and Cookie Policy which together with this Retention Policy describe the manner in which we handle your personal information when you visit our site.

For convenience, we have divided our data protection policies into three separate pages:

1. Our Privacy Policy
You can find our Privacy Policy here which explains generally how we collect, use, store, and protect your personal information when you visit our site.

2. Our Cookie Policy
Our Cookie Policy is available here and explains more about how we may collect personal information about you via cookies (it also explains what cookies are).

3. Our Retention Policy
Our retention policy, which is this document, explains how long we may hold onto personal information collected or processed by us when you visit our site.

If you have any questions please do not hesitate to contact us at or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.

Who we are

We are The Edinburgh Academy (charity number SCO16999), The Edinburgh Academy Foundation (charity number SCO027543) and Edinburgh Academy Trading Limited (company number SC167036). Our registered office is at 42 Henderson Row, Edinburgh, EH3 5BLBut, for the purposes of this Retention Policy, it’s just easier if we refer to ourselves as “we”.


Purpose of this document

The purpose of the Retention Policy is to explain what personal information we may collect about you when you visit our site or interact with our online services, the purpose of that collection, and how long we store that personal information for.

Our Retention Policy is broadly divided into two sections:

  • Our website; and
  • Cookies.

Depending on how you interact with our site and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you have asked us to keep you updated about developments in the school.

The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.

If you are a parent of a pupil who attends our school, an alumni, a member of staff, or a pupil who is 12 years or older and attending our school then this Retention Policy will apply alongside our additional privacy policies. These other policies would have been brought to your attention separately, however, if you are unsure then please do not hesitate to get in touch with us.


Our website

This table details the personal information and we may collect about you on our site located at


Type of Personal Information Purpose Retention Period
IP Address Analytics 14 Months
E-Mail Address To respond to enquiries submitted from areas such as the website footer, contacts, departmental contacts, admission or admissions application form. 14 Months
First Name Admissions Application Form 14 Months
Last Name Admissions Application Form 14 Months
Telephone Number Admissions Application Form 14 Months
Address Admissions Application Form 14 Months
Photograph Admissions Application Form 14 Months
Nationality Admissions Application Form 14 Months
Signature Admissions Application Form 14 Months
Gender Admissions Application Form 14 Months
Date of birth Admissions Application Form 14 Months
Occupation Admissions Application Form 14 Months
Connection to the Edinburgh Academy Admissions Application Form 14 Months
Siblings Admissions Application Form 14 Months
Current school/nursery Admissions Application Form 14 Months
Current Headteacher name and contact information Admissions Application Form 14 Months
Exam Candidate Number Admissions Application Form 14 Months
Learning Support Information Admissions Application Form 14 Months
Passport Number Admissions Application Form 14 Months



You can find more information about the types of cookies that we use and their purpose by visiting our Cookie Policy here.

Cookie Name Purpose and Content
ASP.NET_Session ID

First party performance cookie

Enables the server to recognise the user in their current browsing session

Used to temporarily store non-sensitive data.



First party performance cookie

Used to remember the user’s style preference

Standard View, Print View, High Visibility



Analytics/performance cookie

AddThis provides tools that collect information from visitors to the website or mobile device application. This information does not directly identify an individual and is instead designed to identify the devices used by our visitors.

AddThis Data may consist of the following:

  • Internet Protocol (IP) address, Mobile Advertising ID (MAID) (which allows mobile app developers to identify who is using their mobile apps), mobile application ID, browser type, browser language, type of operating system, and the date and time the End User visited a Publisher Site or Toolbar User used the Toolbar;
  • Behavior on a Publisher Site, such as how long the End User visited the Publisher Site, End User sharing behavior of content on a Publisher Site, and scrolling behavior of an End User on a Publisher Site;
  • The referring URL and the web search the End User used to locate and navigate to a Publisher Site;
  • Keywords entered into the AddThis Toolbar search functionality, and whether and when the Toolbar User downloads, installs, or uninstalls the AddThis Toolbar;
  • Information regarding how often an End User uses the AddThis Tools and how often a Toolbar User uses the AddThis Toolbar; and
  • Geo-location data derived from an End User’s and Toolbar User’s IP address.




Analytics/performance cookie

Distinguish unique users and throttle the request rate

Google Analytics processes this data and can infer a great deal of information including:

  • The total time a user spends on your site.
  • The time a user spends on each page and in what order those pages were visited.
  • What internal links were clicked (based on the URL of the next pageview).

In addition, the IP address, user agent string, and initial page inspection analytics.js does when creating a new tracker is used to determine things like the following:

  • The geographic location of the user.
  • What browser and operating system are being used.
  • Screen size and whether Flash or Java is installed.
  • The referring site.

Google Analytics


You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

You can find out more about changing cookie settings on your computer by visiting

Different cookies may be stored for different periods of time. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your device automatically. Each time you visit our site you start a new “session”. When you leave our site the session ends. The expiry period of a cookie will usually run from the date of the most recent session. This means that, each time you visit our site, the expiry period for those cookies may reset.

It is important to understand that when a cookie is placed on your device it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

Marketing and other communication

We do not use any of the personal information collected from our site or that you may pass to us by filling in forms on our site for any marketing purposes. If you have requested that we get in touch with you then we will only use your personal information to assist us in answering your query.

Changes to our retention policy

We may need to change this Retention Policy if it’s necessary for legal reasons or to reflect changes to our site and services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Retention Policy may be changed without prejudice to your rights. When we change our Retention Policy we will make the updated Retention Policy available on our site and we will also update the “Last Updated” date.

Once we change our Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect or process personal information about you.

You are welcome to contact us if you have questions about the changes.

Contact us

This Retention Policy was prepared with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our retention of your personal information. However, we are happy to provide additional information or explanation needed.

If you have any questions, comments or requests regarding our Retention Policy then please do not hesitate to get in touch with us. To make things easier for both of us we would appreciate it if your queries were addressed to:

Data Protection Officer
The Edinburgh Academy
42 Henderson Row
United Kingdom

+44 (0)131 6244920 or +44(0)131 624 4941

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