Development & Alumni Relations Office Privacy Policy

Edinburgh Academy Foundation
The Academical Club


Person Responsible: Bursar

Policy approved: The Edinburgh Academy Foundation Board


The privacy and data security of our alumni (Academicals), Friends and supporters is important. This policy specifically relates to personal data processed by the Edinburgh Academy Development & Alumni Relations Office through the Edinburgh Academy Foundation and The Academical Club in its function to foster a vibrant, engaged and supportive community. The Development & Alumni Relations Office is the department within The Edinburgh Academy with responsibility for charitable giving to the EAF, for events and for alumni relations. The Edinburgh Academy Development & Alumni Relations Office works in accordance with the School’s Data Protection Policy which is available on the School’s website.  The Bursar is The Edinburgh Academy Data Controller.

This policy sets out how we use and process your data.

Data Protection Statement

We are committed to making sure that all our communications with you are both welcome and secure. All personal data is held and processed in accordance with the Data Protection Act 1998, with the Edinburgh Academy’s Privacy Policy and other relevant legislation.  Data will only be handled by staff that have received data protection training.

Personal data that we hold is stored on secure servers and access is restricted to those authorised to do so.  Most of the information we hold will have been provided by you.

Personal data held and processed by the Development & Alumni Relations Office may include:

  • Biographical information including your name, gender and date of birth;
  • Your contact details and communication preferences;
  • Your education history, both at School and after
  • Your pupil clubs and societies while at EA
  • Your employment details and professional associations
  • Your interests and extra-curricular activities whilst at EA and after
  • Your volunteering activity whilst at School and as an alumnus
  • Your family and partner/spousal details
  • Your relationships with fellow Academicals, donors and friends;
  • Information you have publicly shared on social media;
  • Your donation history
  • Your attendance at EA, at EAF and Academical Club events.

Your data is used to support a range of activities for our Academicals and Friends. We are committed to ensuring that the ways in which we communicate with you are in accordance with your own wishes.  These communications may include sending out School, Foundation or Academical Club publications and invitations to events and reunions.  We may use digital tools to monitor the impact of these communications, using email tracking to record when an email we send to you has been opened. Your data will not be disclosed to external organisations other than those acting as agents for the School. The School does not sell or share any of its data to third party organisations.

To ensure that our communications with you are relevant to you and to your interests, to better understand you as our supporter and to make appropriate requests for support we may use additional information such as location or indicators of affluence where available and legally obtained from external sources to help us.  Depending on your privacy settings and interaction with us on social media sites or in person, we may also cross-check your data to ensure that it is robust and up to date.

The Edinburgh Academy, The Edinburgh Academy Foundation and the Academical Club commits to holding your data securely and treating it with sensitivity. We do not retain data any longer than is necessary for the purposes outlined above.

You have a right to request copies of the data that we hold about you and to ask us to stop processing your personal data at any time. We will retain data necessary for processing donations or registering you for an event, keeping a brief record of your constituent ID to ensure that no further processing occurs. We may amend this Privacy Policy from time to time. Any significant changes to either this Policy or the way we treat your data will be communicated via the Edinburgh Academy  ‘Support Us’ website or by contacting you directly.