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Privacy Policy

Policy statement

The English Language Centre Ltd (ELC, we, us, our, the school/schools), is a not-for-profit organisation with language schools in Brighton and Eastbourne.

ELC’s Head Office is based at

33 Palmeira Mansions

Hove

BN3 2GB

Tel: +44 1273 721771;

email: data@elc-schools.co.uk

General Principles

Everyone has rights with regard to how their personal information is handled. During the course of our activities we will collect, store and process personal information about our staff, suppliers, clients (Educational Tour Organisers and students), accommodation providers (hotels and homestays), for example, and we recognise the need to treat it in an appropriate and lawful manner.

Our Privacy Policy governs any kind of processing where we are acting as a data controller or co-controller of personally identifiable information about natural persons. Contact data@elc-schools.com for any questions about our processing of data.

We will be guided by the following principles when we process data:

  • We will process your data fairly and lawfully.
  • We will only collect and process data for specific and specified purposes. We will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it.
  • We will only collect the data that is necessary to complete the services requested. We will not collect more data than is necessary
  • We will ensure that your data is accurate. From time to time we may ask you so that we can check or update your information
  • We will not keep your data longer than we need to.
  • We have strong systems and procedures in place to make sure your data is secure.
  • We will not transfer data to third parties or across borders except for the purposes specified below. We store your data in the EEA.

Information Collected

We collect information on you

  • When you apply to join a course or programme at the school
  • When you contact us for information, via our website, by email, by phone, in person or via social media channels
  • When you work with us in a commercial capacity (for example as an ETO or partner)
  • When you apply to be a homestay
  • When you apply to work at ELC, and when you are subsequently employed by ELC
  • When you sign up for a newsletter or subscribe to other services
  • When you add information about your studies and experience through ELC online, and when you give us feedback about your experience of ELC
  • When you use our website including the Live Chat facility
  • If you post on our social media channels or on our website or blog
  • When you use our WiFi network in the schools
  • Through CCTV when you pass entrances into schools or use the car parks

Legal Bases for processing your data

The General Data Protection Regulation (GDPR) establishes 6 legal bases on which we can process your data. These are:

  • Consent (i.e for processing the data beyond the original purpose for which it was collected for, example to send you marketing information about our courses or to ask permission to use your photo in our promotional materials)
  • Contract (i.e to fulfil a contract, for example to provide a quote for a course for a student or employment for a teacher)
  • Legal Obligation (i.e where we have a legal obligation to provide data eg to the Home Office for students with visas or HMRC regarding employee salaries)
  • Vital Interests (i.e to save someone’s life)
  • Public Task (this covers mainly public authority and is not a basis ELC normally uses)
  • Legitimate Interests (where we need to process data to best carry out our business eg CCTV for staff student/protection, fraud detection, HR background checks).

For further information about these legal bases and fuller definitions, please refer to the ICO website

We use different legal bases for processing your data depending on the purpose for collecting your data in the first instance:

For all data collected as part of the process of enquiring about, applying for and booking a course or for any other related service (e.g. homestay, airport transfer, social programme, insurance to cover you during your stay, access to our online study portal ELC Online managed via Guided E-Learning, Live Chat), or where you give us feedback about aspects of this provision, we process using Contract or Legitimate Interests. This may include sending of your data to our partners such as Educational Tour Operators (ETOs), Government Agencies or Schools. Where required by law to do so, we may also process your data under Legal Obligation. 

Any processing of customer data not directly related to the fulfilment of a booking or related services, such as signing up for newsletters on our website, or sending messages to you on behalf of third parties, is managed under Consent. From time to time, we may use elements of the data you supply to target the messages we send to you. For example, we may use your location to send you information about an event or opportunity happening in your area. During your stay at ELC, we may take photographs or videos of you, and the use and processing of these is also managed through Consent. 

For all data collected as part of managing our relationship with commercial partners, such as ETOs, Government Agencies and Schools, we process using Contract, Legitimate Interest and Legal Obligation. As newsletters to commercial partners are an important part of how we communicate with them, these are managed under Legitimate Interest.

For all data collected as part of the process of employing and managing staff, we process using Contract, Legal Obligation and Legitimate Interests.

For all data collected as part of the process of recruiting and managing homestay providers, we process using Contract, Legal Obligation and Legitimate Interests. As newsletters to homestays are an important part of how we communicate with them, these are managed under Legitimate Interest.

We will make it as easy as we can for you to opt out of unwanted processing under Consent, providing it does not restrict our ability to provide you with the primary service you have requested.

We collect data for a wide range of purposes.  Data is managed to ensure that it is either erased from our system when it is no longer required for the purpose for which it was collected, retained for legal reasons, or pseudonymised and/or minimised and retained. 

We are co-processors of information relating to marketing and booking clients with partners overseas (for example ETOs, schools, government and national sponsors). As such, we may transfer some data outside of the EU, but this will be limited to data necessary for the performance of a contract made in the interests of the individual (which is an exemption to the 8th principle of the GDPR legislation). We remain responsible for the data held, processed or sent via our systems. We are not responsible for the security and processing of data which is held, processed or sent via our partners’ systems. However, we require all of our partners overseas to confirm that they will process data securely in line with the requirements of GDPR or the equivalent in their country. We do not sell your data at any time.

Special Category Data/Criminal Record Data

We may request health data from potential students and employees. This data has special protection under the GDPR and is subject to Consent and under the specific conditions listed in Article 9 (2) of the GDPR that processing is necessary either to protect the vital interests of the data subject, (or of another natural person where the data subject is physically or legally incapable of giving consent), or where processing is necessary for the purposes of preventive or occupational medicine or the assessment of the working capacity of an employee. 

The school has safeguarding responsibilities and carries out DBS checks on all staff and other people who are likely to be have direct supervisory responsibility for or unsupervised contact with young people under the age of 18. We may process and securely record risk assessments of these DBS checks where the disclosure is not clear. These risk assessments will be disposed of securely when that person no longer has supervisory responsibility or unsupervised contact with young people under the age of 18 on behalf of the school.

Children under 18

We collect or store personal information about children under the age of 18 in the context of managing bookings and directly related products, and for safeguarding purposes. Permission is obtained directly from a legal adult guardian to collect this information through our Parental Consent Form.  As part of this process, we request special category data relating to the health of the child, which we manage through Vital Interest. 

We also gain consent from parents for the use of photos or video taken during their child’s stay at ELC through the Parental Consent Form.

Information collected via our website

We may use information collected by our website:

  • To process a booking for one of our courses or products.
  • To manage an application to work for the school, or to be a homestay.
  • To create a profile for you to help us provide a more personalised service which is suited to meet your preferences
  • To ensure that content from our site is presented in the most effective manner for you and your computer.
  • To send you our newsletters or provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To notify you about changes to our service.

Links from our website 

This Website contains links to other websites which are not under the control of and are not maintained by ELC. These links are provided for your convenience only and ELC is not responsible for the content or availability of those sites. They will have their own privacy policies and terms of use policies which you should check before submitting your personal data. 

Cookies

We use cookies on our website so that we can provide you with a good user experience and so that we can develop and improve our website. If you continue to browse our website, you are agreeing to our use of cookies. 

What are cookies?

A cookie is a small text file (often including a unique identifier of letters and numbers). We send these to your browser from our website and they are then stiored on your computer’s hard drive, mobile device or tablet. A Cookie stores a small amount of data about your visit to our wesbite on your computer.  These cookies do not contain any information that is personally identifiable to you.

Why do we use cookies?

We use the following cookies:

Essential cookies: These are cookies that we need for our website to operate well.. They include, for example, cookies that enable you to log into secure areas of our website (such as ELC online and ETO area), use our booking wizard or make secure online payments.

Analytical cookies:  We use Google Analytics to track how visitors use our website – for example which pages are more popular and which countries vistors come from. This helps us to improve how our website works, for example, by making sure that users can easily find what they are looking for. Google Analytics - used to analyse the usage of our website.

Third Party Cookies

Social Media Cookies - When you share a page by using a social media sharing button (eg facebook, twitter) on this website, the third party social media website will use a cookie to enable this function.

Live Chat Cookies – when you use the Live Chat function, Live Chat uses cookies to improve their service and recognise previous use.

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

Chrome

Firefox

Opera

Internet Explorer

Safari

Microsoft Edge

Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website. 

Your rights

You have the right to rectify, erase or restrict the processing of your data subject to the exceptions outlined in this policy. You also have the right to withdraw consent to the processing of information for which you have previously given consent.

You have also have the right to request a copy of the information that we hold about you. We will provide this data to you:

-          within 28 days of receipt of the request

-          subject to satisfactory proof of your identity 

How to contact us about your data

Please contact us if you have any questions about our privacy policy or information we have about you:

-          by email: data@elc-schools.com

-          by post: ELC, 33 Palmeira Mansions, Hove, BN3 2GB 

We try to process your data fairly, legally and securely. If you are not satisfied with the way your request is managed, you can contact the Information Commissioner’s Office (ICO): https://ico.org.uk/concerns 

ELC’s registration number with the Information Commissioner’s Office is Z4933555

Changes to our Privacy Policy

We may update our policy from time to time. Please check this page periodically so that you are aware of any changes. You will be notified in advance where we are required by law to get your consent to make changes.

Privacy Policy last updated 21 May 2018

We use cookies for analytical and technical purposes. By continuing to use this website, you are agreeing to our Cookie Policy. Got it!

COOKIE POLICY

We use cookies on our website so that we can provide you with a good user experience and so that we can develop and improve our website. If you continue to browse our website, you are agreeing to our use of cookies.

What are cookies?

A cookie is a small text file (often including a unique identifier of letters and numbers). We send these to your browser from our website and they are then stored on your computer’s hard drive, mobile device or tablet. A Cookie stores a small amount of data about your visit to our website on your computer.  These cookies do not contain any information that is personally identifiable to you.

Why do we use cookies?

We use the following cookies:

Essential cookies: These are cookies that we need for our website to operate well... They include, for example, cookies that enable you to log into secure areas of our website (such as ELC online and ETO area), use our booking wizard or make secure online payments.

Analytical cookies:We use Google Analytics to track how visitors use our website – for example, which pages are more popular and which countries visitors come from. This helps us to improve how our website works, for example, by making sure that users can easily find what they are looking for. Google Analytics - used to analyse the usage of our website.

Functionality cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Third Party Cookies

Social Media Cookies - When you share a page by using a social media sharing button (eg facebook, twitter) on this website, the third party social media website will use a cookie to enable this function.

Live Chat Cookies – when you use the Live Chat function, Live Chat uses cookies to improve their service and recognise previous use.

How do I manage cookies?

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can, however, obtain up-to-date information about blocking and deleting cookies via these links:

If you block cookies, you will not be able to use all the features on our website.

If you wish to read our full privacy policy please find it here.