Data Protection Privacy Policy for our customers

A Data Protection Policy lets you know what happens to any personal data/information that you give to us. 

As a school we deliver the following services for our students:       

  • Teaching
  • Looking after the welfare of our students and supporting them during their course here
  • Arranging accommodation for our students
  • Organising and supervising social activities and trips during their courses

Our students are:   

  • Adult students
  • Young Learners: Teenagers aged 13 to 17 years and Pre-Teens aged 8 to 12 years

In this document you will find out:

  1. Our commitment to you
  2. How do we collect information on you?
  3. What kinds of personal information about you do we use?
  4. What do we use your personal data for and who do we share it with?
  5. What legal basis do we use for processing your data?
  6. How and when can you withdraw your consent?
  7. What should you do if your personal information changes?
  8. Do you have to provide your personal information to us?
  9. How long do we keep your personal information?
  10. What are your rights under data protection laws?
  11. Your right to object
  12. How to contact us
  1. Loxdale English Centre & our commitment to you

The protection of your privacy and personal information is important to us.  We make sure that we have appropriate security to look after it and that companies that we work with also keep our high standards.  These include IT services, financial services, taxis and coach companies.

We respect your privacy and will only give out information to our staff or hosts that is relevant to them to make sure they can do their job properly.  We never give out your details to anyone unconnected with the school.

 

In this document you will see our commitment to you in keeping your data safe:

  1. We make it clear to you at the point when we request your information, what we are collecting it for and how we are going to use it.
  1. We collect and use your personal information only if we have your permission or we have sensible business reasons for doing so, such as collecting enough information to be able to book your course and arrange any services that you have requested. We keep the information required to a minimum, just enough to provide you with high quality service.
  1. You will only receive marketing information in relation to the course(s) that you have shown an interest in or have asked about.
  1. We will store and delete your personal data securely.
  1. Please remember that if you post any comments or links on any of our sites (website/Facebook), they can be read and accessed by anyone and everyone.
  1. Loxdale English Centre is not responsible for any other websites that we may provide links to e.g. British Council, VisitBrighton etc.
  1. If we or our service providers transfer any information out of the European Economic Area (EEA), it will only be done for relevant legal reasons.
  1. How do we collect information about the student?
  1. When you fill in our booking form, either online or on paper format.
  2. For children, when you fill in their Safeguarding forms.
  3. When you ask us for information, either direct, from our website or social media or from one of our agents/partners.
  4. When you use the website or social media.
  5. When you enter in any Loxdale English Centre promotions or competitions.
  1. What kinds of personal information about you/the student do we use?
  1. Personal and contact details. This includes title, full name and contact details.
  2. Your date of birth, nationality and gender.
  3. Details of next of kin for adult students or parental guardians for Young Learner students.
  4. History of contact with us e.g. E-mail, telephone, social media, website or letter.
  5. Information about your previous course (s) with us such as your level of English, which host family you stayed with and how many times you have studied with us.
  6. Your passport/ID information
  7. If you would like us to book your accommodation, we also need to know whether you/the student smokes, has any dietary requirements or allergies or any health conditions.
  8. Web browser type and version and Operating System (automatically collected) and a list of URLs starting with a referring site. This includes your web pages you look at on our site and the site you exit to.
  1. What do we use your personal data for and who do we share it with?
  1. We need to process your booking form and think about whether or not we can offer you a particular course or service at that time. For example you may want to join our adult course but are 15 years old.  This wouldn’t be possible.  Or if you want to book for an English Plus course in July, when it isn’t available.
  1. To manage the course/service you have booked. For example, if you smoke, we need to know this so that we can make sure we place you with a host family that smokes. Or if you would like a vegetarian diet, we need to make sure you are provided with this.
  1. To up-date your records if necessary.
  1. To help us to run our courses safely and to allow us to keep you or the student safe. For example, we need details of any allergy or medical conditions in case we have to act to help you or the student in an emergency. We may also have to let medical staff know of any current conditions if they are treating you or the student in an emergency.
  1. To follow guidance and best practice under the change to rules of governmental and regulatory bodies e.g. As we are accredited by the British Council, we want to make sure we work to the highest possible safeguarding and service standards.
  1. For management and financial auditing so we can prove where our income comes from to the Auditors.
  1. To monitor and keep records of our work with you and our staff e.g. You may need another copy of your course certificate.
  1. For market research and developing statistics for ourselves and our governing bodies e.g. English UK and British Council.
  1. For direct marketing communications with us. We never give your details to a third unrelated party.
  1. To provide personalised content and services to you. For example, if you asked about English Plus leadership skills and we decide to run that as a new course, we might contact you to see if you would be interested in joining it.
  1. To comply with legal and regulatory obligations, requirements and guidance. For example details we need to write your visa letter to help you apply for a visa.
  1. To share information when it is needed with Loxdale partners if it is needed for them to do their job/provide the service. This could include insurers (if you have booked this), taxi drivers, staff, host families, hotels, agents or accountants etc.
  1. What legal basis do we use for processing your data?

 

We use different legal basis depending on the reason for it:

  • For all data used to enquire about our courses or services, we process the data using ‘Legitimate interest’. So you can gain information about the details of the courses and costs once we have been given a little information about you and your needs and can let you know which course/service would be best suited for you.    You always have a choice and can opt out of this processing at any time.
  • Where you provide data in the booking process for you or the student, we process it under ‘Contract’. This is when it is necessary for us to have this information in order to provide you with the course or service.
  • Any secondary processing of your data is managed under ‘Consent’. This might be if you ask us to organise your Health/Travel insurance.  Then we have to send them your details to provide you with cover.

We will always make it as easy as possible for you opt out of any process, as long as it doesn’t stop us from being able to provide you with the service you have requested.

  1. How and when can you withdraw your consent?

Where we are relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details at the top of each page.

  1. What should you do if your personal information changes?

You should tell us so that we can update our records as soon as possible especially if it relates to safeguarding issues.  For example if you child is on a course at Loxdale and you change your telephone number, we need to know this as soon as possible.

 

 

  1. Do you have to provide your personal information to us?

We can’t provide you with certain courses/services if you do not give us certain information to us.  This may be for legal or safeguarding reasons.  For example, if your child is attending the course, we do need your full contact details and information about any medical needs.

  1. How long do we keep your personal information?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

  • For as long as we have reasonable business needs, such as managing our relationship with you. Normally this would be no more than 18 months unless there is communication from you to extend this.
  • For as long as we provide courses/services to you and then for as long as you could ask us for details about that course.
  • For as long as legal or regulatory requirements or guidance. For example, in the UK, invoice details/financial information must be kept for 7 years.
  1. What are your rights under data protection laws?

Here is a list of the rights that all individuals have under data protection laws.  They don’t apply in all circumstances.  If you wish to use any of them, we’ll explain at that time if they are used or not.

  • The right to be informed about the processing of your personal information
  • The right to have your personal information corrected if it is wrong and to have incomplete personal information completed
  • The right to object to processing of your personal information
  • The right to restrict processing of your personal data
  • The right to have your personal information deleted (the “right to be forgotten”)
  • The right to request access to your personal information and to obtain information about how we process it
  • The right to move, copy or transfer your personal data (“data portability”)
  1. Your right to object

You have the right to object to certain purposes for processing, in particular to data processed for direct marketing by us and to data processed for certain reasons based on our legitimate interests.  Our contact details are at the top of this page.

  1. How to contact us:

Locks Hill, Portslade, Brighton, BN41 2LA, UK

office@loxdale.com                +44 – (0) 1273 414 973