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LANCASTER LANGUAGES PRIVACY POLICY

FOR CLIENTS, HOST FAMILIES AND TEACHERS

Lancaster Language collects and uses personal information in accordance with applicable Data Protection and Privacy laws, including the Data Protection Act 2018 and General Data Protection Regulation.

This Privacy Policy explains how we handle the personal information of clients, teachers and host families using or providing the services of Lancaster Languages.

Please read this Privacy Policy carefully and contact us if you have any queries.

What personal information do we collect

We collect a range of information to enable us to administer the services of Lancaster Languages, such as needs analysis information, financial information and information on specific requirements.

We may collect and process the following information about you –

Enquirers

Name, email, telephone, address, nationality and other information related to your enquiry 

Clients

Name, telephone number, email address, address, date of birth, nationality, and other information related to your education requirements that will inform how we deliver our service to you.

Host Families

Name, telephone number, email address, address, bank details and other information related to a residential stay that will inform us about the accommodation services and support you can provide for Lancaster Languages’ clients.

Teachers and other Contractors

Name, telephone number, email address, address, qualifications, references, DBS check results, bank details and other information that will inform us of your skills, knowledge and experience for the role that will inform us about the teaching or other relevant services you can provide on behalf of Lancaster Languages. 

Sensitive Personal Data

We may also collect some information which is classed as Sensitive Personal Data or Special Category Data, such as information regarding any disability or health condition, if you have one, where this relates to accessing learning/teaching opportunities and accessibility.

We will only use Sensitive Personal Data or Special Category Data with your explicit consent, except in limited, exceptional circumstances permitted by Data Protection legislation (for example, to protect the welfare of yourself or others or to comply with legal and regulatory obligations)

How will we use your information?

The Language School uses information for a variety of purposes, including -

  • To respond to general enquiries about the services of Lancaster Languages
  • Maintenance of the client record and management of administrative processes, such as course bookings, registration and teaching or other support.
  • Arranging residential accommodation for clients
  • Handling complaints, disciplinary or malpractice matters.
  • The provision of support to clients who have declared a disability
  • To administer fee payments
  • To notify clients of services or events related to your studies
  • Internal or external research or audit, including monitoring of quality and performance.
  • To fulfil legal obligations, including Health and Safety and Safeguarding duties
  • To comply with professional, statutory and regulatory body requirements where this is relevant to your course of study
  • To respond to emergencies, for example by providing information to emergency services.

Who will we share information with?

Lancaster Languages shares information with a limited number of recipients, including the following where applicable –

  • Administrators and language teachers, on a need to know a basis
  • Your host family/accommodation provider on a need to know basis
  • Transport providers and other contractors on a need to know basis
  • The clients on a need to know basis
  • Relevant government bodies where we have a statutory obligation to share information.

We will never share your information for marketing purposes with companies outside Lancaster Languages.

What is our legal basis for using teacher, client and host family information?

We use information for the following main reasons –

  • As part of our task of arranging courses, teaching and research. This includes the use of client and teacher information for teaching and research activities, maintaining a client record, statutory reporting, and regulatory requirements.
  • Activities relating to our contract with you as a client, teacher, other contractor or host family. This includes the use of client information to handle complaints or disciplinary matters, administer fee payments and provide services or support to you.
  • As part of our task of arranging accommodation. This includes the use of client and host family information to arrange suitable residential accommodation where applicable.
  • To fulfil legal obligations. This includes for example Equal Opportunities monitoring, Health and Safety, and Safeguarding duties. This can include sharing client information with government bodies.
  • With your consent. We may on occasion contact you to ask for your consent to use your personal information. Where we do so, you can withdraw your consent at any time.
  • To protect vital interests. We may on occasion use your information to protect the welfare of you or others, for example to respond to the emergency services.

Storing your information

The information you provide to us is normally stored within the European Economic Area (EEA) on our secure servers. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

In some circumstances it may be necessary for us to store information outside the EEA. In these cases, we will take steps to ensure that appropriate measures are taken to protect your privacy rights either through our contract with a storage provider or by ensuring providers are subscribed to an international framework to guarantee adequate protection.

Lancaster Languages will only retain your personal information for as long as necessary for the purposes explained above. We will retain some information after you have completed your engagement or course with Lancaster Languages to enable us to keep a record of your attendance, ongoing availability and qualifications. Other information will be destroyed in line with our records retention schedules, usually six years after completion or after your last contact with our service.

Your Rights

Where we rely on your consent to process your information you have the right to withdraw your consent at any time. You can do this by contacting info@lancasterlanguages.com .

Under Data Protection legislation you have a right to a copy of the current personal information held on you by Lancaster Languages. To request a copy of your data, please email info@lancasterlanguages.com and we will aim to respond within 40 days. We may make a small charge for this service.

For further information or advice about your rights under Data Protection legislation, you can visit the Information Commissioner’s website www.ico.org.uk . You also have the right to complain to the Information Commissioner if you are unhappy with the way your information is being handled.