Web Retention Policy

Policy Owned By: Head of IT
Date Last Reviewed: September 2026
Date of Next Review: September 2027

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, www.stleonards-
fife.org.

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 ease, 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.

2 – Our Cookie Policy

This policy explains more about how we may collect personal information about you via
cookies (it also explains what cookies are) here.

3 – Our Retention Policy

You can find out how long we may hold onto your personal information.
If you have any questions please do not hesitate to contact us at contact@stleonards-fife.org
or, if you prefer to call or write to us, then you can find our contact details at the bottom of
this page.

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.

The duration for which we retain your personal information will vary depending on how you
interact with us. We only keep your personal information for as long as necessary for the
purpose we collected it for, taking into account any legal, accounting or reporting obligations
that require us to retain it (for example, we are required to keep basic financial records for
six years). For example, we may retain information about you for a longer period 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 alumnus or alumna, 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 from you on our site located at
www.stleonards-fife.org – please note that the data filled out in our enquiry form is collected
and then processed to our Admissions, or general enquiry teams.

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. If you
have an account on our site then we may reset your login and seek new consent if there is a
change in the purpose or duration that we retain your personal information.

You’re 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:

Privacy Team
St Leonards School
St Andrews
Fife
KY16 9QJ
contact@stleonards-fife.org