Onlinelanguagelessons.uk customer privacy notice

This privacy notice tells you what to expect us to do with your personal information (Personal Data)

Our contact details

We are a school of foreign languages and a website owned and run by Ricotti-[insert your names and address…,] under the name ‘Onlinelanguagelessons.uk’ (‘We’, ‘Us’ Our’ Ours’, or the ‘School’)

 For the purpose of data protection laws, you can contact us at the following email address.

info.onlinelanguagelessons@gmail.com

What information we collect, use, and why

We are the Data Controller of Personal Data We collect from You for Our own purposes.

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details;
• Addresses;

• Purchase or account history
• Photographs or video recordings
• Records of meetings
• Information relating to compliments or complaints.

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Addresses
• Payment details (including payment card or bank information for transfers and direct debits)

We collect or use the following information for service updates or marketing purposes:

• Names and contact details

We collect or use the following information for research or archiving purposes:

• Names and contact details
• Personal information used for administration of research

We collect or use the following information to comply with legal requirements:

• Identification documents

We collect or use the following information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
  
  

Lawful bases

This section sets our the ways WE collect Your Personal data and why (Purpose). It also set outs Our lawful bases for collecting or using personal information to provide services and goods, These are:

• Consent. We process Your Personal Data if and when you have given Your specific consent allowing Us to do so. You will need to sign a terms and condition agreement or a consent form before sharing your contact details with us.
• Legal obligation. For providing Our services and goods to You and perform a contract that We entered into with you. In some cases, especially when it comes to face-to-face courses, we need to have a prove of identity of our students. We will therefore require you to send us a copy of your ID or passport.
• Legitimate interest: We process your data for conducting, managing and growing the School as a business.
•  
• Legal obligation, public interest or official authority: We may process your data if required by law, or to meet a public interest or as required by an official body or authority.
• We only process essential data to provide our services: main customer details such as name, contact details (phone number, email address, postal address), student’s level of English for educational purposes, and videorecording of the lessons. Most of our customers are our students too. Occasionally, the customer purchases the course for someone else as a gift. Most of our customers/students are adults. Should students be underaged, we need to keep track of their name, age and level of English – we do not need direct contact details unless the parent requires so. In this case we would use the students’ email address to send lesson handouts or educational activities such as homework and related feedback. All contact details are needed also for administration purposes, budget and school profits calculation, tax return.
  Name and Surname – Our customers are in most cases our students too. We need these details also for administration purposes, such as payments, reimbursement or related activities. Also, teachers need to know who their students are by name and surname.
  Address – The customers’ address is essential for the issuing of receipts, invoices, POs. We are not using your address for any other purpose than this.
  Email address – Your email address is our main contact point with you. Students register to the school online platform through their email address. Through their email address students/customers can access the courses they’ve purchased/applied to. Additional communication from the teachers to the students is via email. We would also contact you via email from our admin office for payments, clarifications, providing support for your learning experience, and occasionally to communicate the new classes opening for the following term or other activities that the school is organising. Should you not want to be contacted anymore, please contact us by sending an email to onlinelanguagelessons@gmail.com and we will delete the email address from our mailing list. Please read our Terms & Conditions for more details.
  Phone Number We would need your phone number as a back-up option should we need to communicate with the students in a promptly manner. Please note that your phone number will be shared with the teachers too, as they will be your main contact point for the organization of your learning experience. Please note that some teachers You will never be contacted on your phone for promotion or advertising.
  VAT/Fiscal reference – Some of our customers need for their own fiscal reason a receipt or invoice which displays their VAT number or local fiscal reference. We will store this details along with other relevant payment details for administration purposes.
  Level of English – Students are required to take a level test before applying to our EFL courses. We need to know what your level is in order to recommend the best study options, allocate you into the most appropriate groups and plan the most suitable learning experience. We cannot provide you with our services if we do not know your level. This applies to both group classes, or one-to-one lessons.
  Videos of students – As an online School, one of our key services is to provide students with recordings of the lessons, should they skip a class or should they want to rewatch a lesson for revision. If you attend group classes, you will be recorded. The videos are recurrently deleted and will be accessible only to your classmates, the teacher and the administrators. The videos will be stored only for the duration of the course, up to a maximum of two months after the course has ended. Unfortunately opting out of this option is not possible, as this would have an impact on our business: most of our students do require to see the recorded lessons and are fully aware that they will be recorded during the lesson. At the start of the recording, our audio conferencing system notifies the students that they are being recorded. Collaborators personal details
  • Name and Surname, address, email address, phone number We cannot collaborate with external resources if we don’t know who they are. As they provide services on our behalf, it is crucial to know who our collaborators are and to have all of their details so that we can reach them in any possible way. Please note that if you are a contracted collaborator, your personal number will be shared with the team. Running the business would not be possible otherwise as we operate solely online. Our collaborators are free to decide whether providing us with their personal or business phone, we only need a contact number for daily communication
  • Bank details and VAT (if available) We are invoiced by our collaborators, we need to store their bank details in order to pay them. VAT would be indicated in all of their invoices to us, should they have a VAT number
  • email address We store our collaborators’ personal email address only at the beginning of our collaboration and for the delivery of the contract. In most cases we will ask you to create a dedicated email address which can be our main communication contact.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Consent
• Legal obligation
• Legitimate interest:
  • We need to keep track of our customer accounts for administration purposes, payments, reimbursement or related activities, and tax return.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent
• Legitimate interest: we will occasionally send you updates on new classes or other activities that the school is organising. Should you not want to be contacted anymore, please send us an email to onlinelanguagelessons@gmail.com and we will delete the email address from our mailing list. Please read our Terms & Conditions for more details.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

• Consent
• Legitimate interest:
  • By keeping track of your previous courses and/or your feedback, we will be able to improve our services and provide our customers with an optimised learning experience.

Our lawful bases for collecting or using personal information for legal requirements are:

• Consent
• Legal obligation

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent
• Contract
• Legal obligation
  
  

Where we get personal information from

You submit voluntarily your data or We may collect it by interacting with you or through automated technologies (such as cookies, which collect your Technical Data via Our website) , we do not collect personal data from other parties.

How long we keep information

This section covers all the personal data we collect and store on proprietary or licensed systems or media, wherever based. It applies to all the personal data we collect and hold, regardless to whether such data were collected and stored electronically or in hard copies or paper files.

We hold different categories of personal data for different periods.

We are a small organization and, to determine the length of such periods, we have taken into account the quantity and type of data we hold, the purpose(s), the applicable laws and regulations, and our duty of minimising the amount of personal data that we hold and the length of time for which it is held.

Our data retention periods are as follows:

• Where the retention period is laid down by law, personal data will be retained for such period.

• If the purpose of processing personal data is a ‘legitimate interest’, we will retain personal data for as long as the purpose for which it is processed remains active but no longer than necessary for such purpose. We review the status of our legitimate interests every twelve (12) months.

• All categories of personal data that we hold because they are essential for the performance of a contract, will be held for the duration of the contract, plus a period of (6) six years, to allow us the exercise of any legal action in connection with the contract concerned in accordance with the nominal time limit to bring a claim in the Civil court form the actionable event in England and Wales (the Limitation Act 1980) .

• With regard to HR Records consisting int health and safety assessments and consultations with representatives/committees and HMRC approvals, personal data are held indefinitely.
  
  

Other organisations

• Other relevant third parties:
  • eCommerce service providers (WooCommerce and Stripe)
  • We use Zoom as a meeting platform and part of our service is to record the lessons. Zoom will store the videorecordings where students might appear. Videorecordings are deleted at the end of the course, they will be stored only for the duration of a specific course.
  • Our staff members (teachers, admin) are external contractors who get selected by our school after a thorough recruiting process. They will have access to the students names, level, email address and phone number. All staff members sign a non-disclosure agreement in order to protect your data.
    
    

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal data.

Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

20 June 2024