Languages for All Ltd – Privacy Policy
LANGUAGES FOR ALL LTD is committed to a policy of protecting the rights and privacy of individuals (including students, staff and others) in accordance with the Data Protection Act 2018. LANGUAGES FOR ALL Ltd gathers and processes personal information about its students, their Guardians and other individuals to comply with obligations. To comply with the law, information about individuals must be collected and used fairly, stored safely and securely and not disclosed to any third party unlawfully. Any breach of the Data Protection Act 2018 or this Trust Data Protection Policy is considered to be an offence, and in that event relevant disciplinary procedures will apply.
LANGUAGES FOR ALL Ltd is the Data Controller and is responsible for setting the overarching policy and standards for Data Protection. LANGUAGES FOR ALL Ltd see compliance with these obligations as the best method to ensure that personal information is dealt with lawfully and securely and in accordance with the GDPR and other related legislation. It will apply to information regardless of the way it is used, recorded and stored and whether it is held in paper files or electronically. This policy is intended to ensure that personal information is dealt with properly and securely and in accordance with the General Data Protection Regulation (GDPR) and other legislation. This policy will be updated as necessary to reflect best practice, or amendments made to data protection legislation, and shall be reviewed every two years.
These regulations are a series of safeguards for every individual. Information concerning individuals needs to be secure and to be treated with respect. The GDPR exists to protect individual rights in an increasingly digital world. Data is any information that relates to a living person which identifies them, e.g., name, address or phone number. It also relates to details about that person, which can include personal opinions. The individual defined by the data is called the Data Subject. Some data is considered to be more sensitive and therefore more important to protect. This includes information about racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; data concerning health or sex life and sexual orientation; genetic data; or biometric data where processed to uniquely identify a person.
Consent is often sought to use data about a student or their parent/guardian for a particular purpose; however, there are other grounds for collecting and processing data to ensure that we meet our legal obligations. Accuracy Data collected should be accurate, and steps should be taken to check and confirm accuracy. The frequency of the checks depends on the data being collected and processed.
Individuals have a right:
• to be informed of access to data stored about them or their children
• to rectification if there is an error in the stored data
• to erasure if there is no longer a need for LANGUAGES FOR ALL Ltd to retain their data
• to restrict processing, i.e., to limit what is done with their data
• to object to data being shared or collected
Data Subjects’ rights are also subject to child protection and safeguarding concerns and for sharing information for the prevention and detection of crime. LANGUAGES FOR ALL Ltd also has legal and contractual obligations to share information with organisations such as the Department for SRS Data Protection Policy (001-June 2020) Page 4 of 7 Education, Social Care, the Local Authority and HMRC, amongst others. In some cases, these obligations override individual rights.
LANGUAGES FOR ALL Ltd will seek consent from staff, volunteers, students, parents / guardians and carers to collect and process their data. The reasons for requesting the data, as well as how the data will be used, will be made clear. There are contractual, statutory and regulatory occasions when consent is not required. Consent is defined by the GDPR as “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”. Privacy Notices explain how data is collected and used. Obtaining clear consent and ensuring that the consent remains in place is important for LANGUAGES FOR ALL Ltd.
Pupil Consent Procedure
Where processing relates to a child under 18 years of age, LANGUAGES FOR ALL Ltd will obtain the consent from a person who has parental responsibility for the child. children may be asked to give consent or to be consulted about how their data is obtained, shared and used in certain situations.
Withdrawal of consent
Consent can be withdrawn, subject to contractual, statutory or regulatory constraints. Where more than one person has the ability to provide or withdraw consent, the company will consider each situation on its merits and within the principles of GDPR, as well as child welfare, protection and safeguarding principles.
The GDPR has six conditions for lawful processing and any time we process data relating to an individual it must fall within at least one of those conditions. SRS Data Protection Policy (001-June 2020) Page 5 of 7.
The legal basis and authority for collecting and processing data are:
• consent obtained from the data subject or their parent
• performance of a contract where the data subject is a party
• compliance with a legal obligation
• to protect the vital interests of the data subject or other associated person
• to carry out the processing that is in the public interest and/or official authority
• it is necessary for the legitimate interests of the data controller or third party.
In addition, any special categories of personal data are processed on the grounds of:
• explicit consent from the data subject or from a parent/carer about their child
• a necessity to comply with employment rights or obligations
• protection of the vital interests of the data subject or associated person
•existing personal data that has been made public by the data subject and is no longer confidential
• bringing or defending legal claims
• safeguarding
• national laws in terms of processing genetic, biometric or health data Data Sharing Data sharing is only carried out within the limits set by the GDPR.
Guidance from the Department for Education, health, the police, local authorities and other specialist organisations may be used to determine whether data is shared. The basis for sharing or not sharing data is recorded on a case-by-case basis.
There is a separate procedure to follow in the event of a data breach, including taking immediate action to remedy the situation as quickly as possible. Protecting data and maintaining data subjects’ rights is the purpose of this policy and its associated procedures. The Freedom of Information Act This Act gives a general right of access to all types of ‘recorded’ information held by LANGUAGES FOR ALL Ltd. All requests for information must be made in writing to us.
We will accept these in the following forms:
• Letter Mrs J V Moses, 86 Ryknield Road, Kilburn Belper, Derbys, DE56 0PF
• Email [email protected]
The following information must be included:
• The requestor’s full name
• An address for correspondence (this can be a postal or email address)
• A clear description of the information required
We will respond to requests for information within 20 working days.
If further clarification is required, our staff will write to the requestor and the request will be temporarily placed on hold until sufficient information is available to begin processing the request. We will not charge those making a Freedom of Information request. In some circumstances, we may be allowed to charge an appropriate fee for complying with some requests for information. SRS Data Protection Policy (001-June 2020)
Data Protection Policy Date checked 04 / 06 / 2025