Last updated 6 October 2026
This notice explains how EdCal Ltd uses personal data on this website (edcal.co.uk) and in the EdCal application, which universities and other institutions use to publish course calendars to their staff and students.
Who we are
EdCal Ltd is a company registered in England and Wales, company number 16186215. Our registered office is 128 City Road, London EC1V 2NX.
You can contact us about privacy at enquiries@edcal.co.uk.
Our two roles
- On this website, EdCal Ltd is the controller of the personal data described in the website sections below.
- In the EdCal application, the institution that uses EdCal (for example your university) is the controller, and EdCal is its processor. We process personal data only on the institution's instructions, under a data processing agreement with it. Your institution's own privacy notice explains why it uses your data. The application sections below explain what we do with it on the institution's behalf.
The website
When you ask for a demo, a quote or a pilot
The form asks for your name, work email address, institution, institution type, approximate student numbers, and optionally your role, the features and plan you're interested in, how you heard about us and a message. We also record which page or campaign brought you to the form.
We use this to reply to your request, arrange a demo, prepare a quote or set up a pilot. Our lawful basis is our legitimate interest in responding to enquiries about our service, and, where you're considering becoming a customer, taking steps at your request before entering into a contract.
We send your request to our enquiries inbox and send you a copy by email. We don't use it for marketing unless you also sign up to the newsletter.
When you sign up to the newsletter
We collect your email address, the time you gave consent and where on the site you signed up. We send you an email asking you to confirm; nothing is stored unless you click the link. We use your address only to send the newsletter, about once a term.
Our lawful basis is your consent. You can withdraw it at any time by emailing us, and every newsletter will include a way to unsubscribe.
How the website is used
We measure how the site is used, for example which pages are visited, which buttons are clicked and whether visitors are on a phone or a computer, so we can improve it and understand interest in our plans and features. This uses no cookies, no local storage and no identifiers, and we don't record IP addresses or browser details. We can't use it to identify you.
Our lawful basis is our legitimate interest in running and improving our website.
How long we keep website data
- Demo, quote and pilot requests: up to 24 months after our last contact with you, unless you become a customer.
- Newsletter subscriptions: until you unsubscribe. Unconfirmed sign-ups are never stored.
- Usage statistics: 13 months.
The EdCal application
What it holds
- Your name and email address, and the identifier your institution's sign-in service gives your account.
- The courses, modules and event series you follow or manage, and the events in them.
- For administrators, a record of the changes they make in the administration screens.
- Technical error reports. If the application meets an error, it sends a report so we can fix it. The report identifies your account only by an internal number, never by your name or email address.
The application isn't designed to hold special category data, such as health information, and institutions shouldn't put it there.
How we use it
We use it only to provide the service to your institution: showing your timetable, producing the calendar feeds you subscribe to, letting administrators manage courses and events, supporting your institution's help desk, and keeping the service secure and working. We don't use it for marketing and we never sell it. Where we use data to test performance, we anonymise it first.
Where it's stored
Application data is stored in EdCal's own database, in Microsoft Azure's UK South region. You sign in with your institution's own Microsoft or Google account: your account stays with your institution, and we don't keep a copy of it in a directory of our own.
How long we keep it
We keep application data for as long as your institution's contract with us runs. At the end of the contract, your institution can have an export of its data, and we then delete its data and backups within 30 days. Backups are kept on a rolling cycle of about 30 days.
Security and breaches
Traffic to and from the application is encrypted. Access to data is limited to the people at EdCal who need it to run and support the service. If a breach affects personal data, we tell your institution without undue delay, and within the time set in its contract with us.
Who processes data for us
| Sub-processor | What for | Where |
|---|---|---|
| Microsoft Azure | Hosting this website and the application, its database and storage, our forms and usage statistics, and error reports | UK |
| Twilio SendGrid | Delivering emails, including form confirmations, the newsletter and emails from the application | May be outside the UK, with the safeguards UK data protection law requires |
| Sirportly | Our support ticket system, for requests sent to help@edcal.co.uk | Being confirmed with the provider |
We tell institutions before we add or replace a sub-processor that handles application data. We don't sell personal data or share it with anyone else, unless the law requires us to.
Cookies and browser storage
This website sets no cookies and stores nothing in your browser. The application stores only what it needs to keep you signed in and to remember a few display choices. Our cookie policy lists every item.
Your rights
Under UK data protection law you can ask for a copy of your personal data, ask for it to be corrected or deleted, restrict or object to how it's used, and withdraw consent where we rely on it.
- For website data, email enquiries@edcal.co.uk. We'll reply within one month.
- For application data, contact your institution first, as it decides how your data is used. We help institutions respond. If you contact us, we'll pass your request to your institution.
If you're unhappy with how we've handled your data, please tell us first. You also have the right to complain to the Information Commissioner's Office: ico.org.uk or 0303 123 1113.
Changes to this notice
We'll update this page if the way we use personal data changes, and change the date at the top.