Privacy Policy

Privacy Policy

This privacy policy document outlines the different ways in which we collect and use your personal data. 

Our commitments:

  • To comply with privacy legislation.
  • To obtain your personal information lawfully, fairly and transparently.
  • To keep your personal information in strict confidence.
  • To maintain appropriate technical and organisational safeguards to protect your personal information against loss, theft, unauthorised access, disclosure, copying, use or modification
  • To maintain appropriate procedures to ensure that the personal information we possess about you is accurate and, where necessary, kept up-to-date.
  • Where we choose to rely on third parties to process data, we do so in accordance with applicable law and take all reasonable precautions regarding the practices employed by the service provider to protect your personal information.
  • Not to make automated decisions or profiling based on the data we hold about you.
  • Not to sell your personal information.

Who we are

Language Link London Limited, registered in England and Wales with company number 03300705, hereafter referred to as ‘we’, ‘us’ and ‘our’.

Under the General Data Protection Regulation (GDPR), we are a controller of personal data. A controller is a company that determines the purpose and processing of the personal data it uses. 

Legal bases and purposes for processing personal data

The GDPR defines personal data as:

 “…any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Article 6 of the GDPR sets out six lawful bases for data processing. At least one of these must apply whenever we process personal data. We operate under Contract, Consent, Legitimate Interest and Legal Obligation.

Legal Basis: Contract

Article 6(1)(b):

“…processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”

Purpose:

Personal Data

Necessity: 

To provide you with accurate quotations as per your indications

  • Contact Details

To communicate with you

To enrol you in classes matching your language level

  • Level of English
  • Education
  • Employment History

To organise and deliver teaching/training appropriate for your language level

To allocate you in a class with students at the same language level

To provide you with copies of your certificate of studies 

  • Contact Details
  • Course Certificate

To provide you with a copy of your certificate of studies in case you may require it in the future

 

Legal Basis: Consent

Article 4(11):

“…‘consent’ of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her;

Purpose

Personal Data

Necessity

To ensure you can find the right conditions for your stay

  • Disabilities
  • Dietary Requirements

To verify if we can deliver the courses, training and services that you requested. 

This may include passing data to a third party organisation, e.g an accommodation provider, tour guide or transport service operator.

To provide you with details of courses and services that may be of interest to you.

  • Contact Details
  • Course History

To promote our products to previous customers who consented to receiving our Newsletter

 

Legal Basis: Legitimate Interest

Article 6(1)(f):

“…processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

Purpose

Personal Data

Necessity

To assist you in case of emergency

To meet the quality standards of our accreditation institutions

  • Contact Details
  • Emergency Contacts

To make sure that you can receive all the available assistance in case of emergency

To comply with the quality requirements set by our accreditation institutions (such as the British Council and English UK).

To keep records as required by our accreditation institutions 

  • Contact Details
  • Nationality
  • Age
  • Visa

To comply with the quality requirements set by our accreditation institutions (such as the British Council and English UK).

To analyse (anonymised) data for statistical purposes 

  • Course History
  • Attendance
  • Additional Services purchased
  • Level of English
  • Nationality
  • Age
  • Visa

To elaborate statistical analyses and so improve the offer of courses (data is anonymised)

 

Legal Basis: Legal Obligation

Article 6(1)(c):

“…processing is necessary for compliance with a legal obligation to which the controller is subject.”

Purpose

Personal Data

Necessity

To keep financial records for tax purposes

  • Contact Details
  • Invoices

To comply with UK tax regulations

To keep attendance records for Public Authorities

  • Contact Details
  • ID information
  • VISA Information
  • Attendance and Enrolment Records

To comply with applicable laws and regulations in relation to requests from public authorities:

 

How we collect personal data

We collect personal data about you via different means:

  • online forms
  • email correspondence
  • phone calls
  • meetings in person
  • website and/or social media analytics (see Cookie Policy for more details)

How long we keep your personal data

We only keep your information for as long as we need it to provide you with the information or services that you have requested, to comply with the law, to comply with the operational and quality standards required by our accreditation institutions, to administer your relationship with us, or to ensure we do not communicate with those that have asked us not to.

Our general retention period is five years after a record has ceased to be active.

Where we store your personal data

We store your data in an on-site locked archive, and on a secure online cloud-archive. For both archives, we use appropriate security procedures to protect and safeguard your personal data from unauthorised access.  

Access to the on-site archive is only permitted to authorised personnel in the course of their work. Access to the online cloud-archive is restricted by security login procedures.

Who has access to the personal data we store

Only authorised personnel can access your information either via a security code to our on-site archive or via security login authentication to our online-cloud archive. We only share your personal information with third parties where it is directly relevant to the services you have requested. We require third parties to treat your data with the same level of care as if we were handling it directly.

Whom we share your personal data with

Any third-party agencies engaged by us to carry out our services are carefully selected and required to demonstrate compliance to UK data protection legislation. The third-party agencies we primarily work with are accommodation providers, tour / airport-transfer / taxi operators and study / travel agents.

  • Accommodation Providers

We provide our accommodation providers with limited personal data about the course participants who have requested their service. This is necessary for the service providers to deliver a service in line with the course participants’ preferences.

  • Tour / Airport-Transfer / Taxi Operators

We provide our tour / airport transfer / taxi operators with limited personal data about the course participants who have requested their services. This is necessary for the service providers to deliver a service in line with the course participants’ preferences.

  • Study / Travel Agents

We provide our study/travel agents with limited data confirming their clients’ participation in our courses. This is necessary for us to  complete our contractual obligations with them.

We may also disclose your personal information to other third parties if we are under a duty to disclose or share it in order to comply with any legal obligation, or in order to enforce or apply any agreements, or to protect the rights, property or safety of Language Link London Limited or others.

Your rights

You have a number of rights in relation to your data. These are:

  • The right to be informed: you have the right to know how and why we collect, store and use your personal data.
  • The right of access: you have the right to access and receive a copy of the data and information we hold about you.
  • The right to rectification: you have the right to request a correction or removal of whichever information you think may be inaccurate.
  • The right to erasure: you have the right to ask us to delete any information we hold about you.
  • The right to restrict processing: you have the right to limit the way we process your data.
  • The right to data portability: you have the right to request your data to be provided in an easy-to-use format to another supplier.
  • The right to object: you have the right to opt out of hearing from us at any point.

Please note that if you make a request not to be contacted by us or to have all your data erased, we will need to keep a record of your contact details. This minimal record is allowed under the GDPR and necessary for us to ensure you will not be  contacted again in the future. The GDPR and the Data Protection Act 2018 set out exemptions to some of the rights and obligations above in some other circumstances

How to contact us

In case you wish to send us any requests concerning your personal data, please use the contact details below:

Margaret Curran, Language Link London Limited, 181 Earls Court Road, London, England, SW5 9RD.

Email: margaret@languagelink.co.uk

Requests will be dealt with and responded to within one month.