Privacy Policy

Introduction

City Language Hub ("we", "us", or "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

City Language School Ltd, trading as City Language Hub, is the data controller responsible for your personal information. Our registered office is at Ground Floor Unit H1, Moorfoot House, Meridian Gate, 221 Marsh Wall, London, E14 9FJ, United Kingdom. Company Registration Number: 16213856.

What Personal Information We Collect

We collect and process the following categories of personal information:

Contact Information

Full name
Email address
Phone number
Postal address
Country/region of residence

Educational and Professional Information

Current education level or professional role
Institution or organisation name
Field of study or industry sector
Academic or career goals
English language proficiency level
Previous qualifications

Programme and Learning Data

Programme enrollment details
Course progress and attendance records
Assessment results and feedback
Learning platform usage data
Tutor notes and feedback
Certificate information

Financial Information

Payment information (processed securely through third-party payment providers)
Billing address
Transaction history

Technical Information

IP address
Browser type and version
Device information
Cookie data
Website usage data (via analytics tools)

Communications

Email correspondence
Form submissions
Support enquiries
Feedback and testimonials

Special Category Data (where applicable and with explicit consent)

Disability or accessibility requirements Form submissions
Dietary requirements (for in-person programmes)

How We Collect Your Information

We collect personal information through:

Website forms: Enquiry forms, contact forms, newsletter signups
Direct interactions: Email, phone calls, meetings, consultations
Programme enrollment: Application and registration processes
Learning platforms: Notion-based EAP and CTS platforms
Third parties: Partner institutions, referral sources, payment providers
Cookies and tracking technologies: Website analytics and functionality

Legal Basis for Processing Your Data

We process your personal data under the following legal bases:

Contract Performance

When you enroll in a programme, we process your data to deliver teaching, provide platform access, track progress, and issue certificates.

Legitimate Interests

We process data for marketing, business development, website improvement, fraud prevention, and network security where our interests do not override your rights.

Legal Obligations

We process data to comply with tax, accounting, regulatory requirements, and safeguarding duties.

Consent

We obtain explicit consent for marketing communications, testimonials, cookies (where required), and processing special category data.

How We Use Your Information

We use your personal information for:

Programme Delivery

Processing applications and enrollments
Providing teaching and tutoring services
Granting access to learning platforms
Tracking attendance and progress
Providing feedback and assessments
Issuing certificates

Communication

Responding to enquiries
Sending programme updates
Providing administrative information
Sharing learning resources
Newsletter distribution (with consent)

Business Operations

Processing payments
Managing partnerships
Quality assurance and improvement
Staff training and development
Legal compliance

Marketing (with consent)

Sending promotional materials about programmes
Sharing success stories and testimonials
Email campaigns about new offerings

Website Management

Improving website functionality
Analyzing user behavior
Personalizing content
Technical troubleshooting

Who We Share Your Information With

We may share your personal data with:

Service Providers

Learning platform providers (Notion) – for platform hosting and access
Payment processors – for secure payment handling
Email service providers – for communications
Website hosting and IT support – for technical services
Analytics providers (Google Analytics) – for website analysis

Partner Institutions

We may share relevant information with our network partners (City College Dublin, IES Business School, Innova Academy) when facilitating student progression or institutional collaboration, with your consent or where necessary for contract performance.

Legal and Regulatory Bodies

We may disclose information when required by law, court order, or to protect rights, safety, and property.

Third-Party Tutors and Trainers

We share necessary information with assigned tutors to deliver personalized instruction.

We do not sell your personal data to third parties.

International Data Transfers

Your personal data is primarily stored and processed within the United Kingdom. Where we use service providers located outside the UK/EEA (such as Notion, which may store data in the US), we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses approved by the UK Information Commissioner's Office
Adequacy decisions recognizing equivalent data protection standards
Binding corporate rules

How Long We Keep Your Data

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law.

Current Students

Data retained for the duration of enrollment plus 6 years after completion (for educational records and certificates).

Enquirers (Non-Enrolled)

Data retained for 2 years from last contact, then deleted unless consent is renewed.

Corporate Clients

Data retained for the duration of contract plus 7 years (for tax and accounting requirements).

Website Users

Analytics data retained for 26 months; cookie consent records for 12 months.

Marketing Lists

Retained until consent is withdrawn or contact becomes inactive for 3 years.

Job Applicants

Retained for 6 months after recruitment process concludes, unless consent given for talent pool (retained for 2 years).

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to Access

Request a copy of the personal data we hold about you (Subject Access Request).

Right to Rectification

Request correction of inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten")

Request deletion of your data in certain circumstances.

Right to Restrict Processing

Request that we limit how we use your data.

Right to Data Portability

Receive your data in a structured, machine-readable format or request transfer to another organization.

Right to Object

Object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Withdraw consent at any time where processing is based on consent (does not affect prior lawful processing).

Right to Complain

Lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been mishandled.

To exercise any of these rights, contact us at: info@citylanguagehub.co.uk

We will respond to requests within one month (extendable by two months for complex requests).

How We Protect Your Data

We implement appropriate technical and organizational security measures:

Technical Measures

Encryption of data in transit and at rest
Secure password policies
Regular software updates and security patches
Firewall and antivirus protection
Secure backup systems

Organisational Measures

Staff training on data protection
Access controls and role-based permissions
Confidentiality agreements with staff and contractors
Data protection impact assessments for high-risk processing
Incident response and breach notification procedures

While we take reasonable precautions, no internet transmission is completely secure. We cannot guarantee absolute security of data transmitted to our website.

Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

Notify the ICO within 72 hours of becoming aware
Notify affected individuals without undue delay where high risk exists
Document all breaches in our internal breach register

Cookies and Tracking Technologies

Our website uses cookies and similar technologies. Cookies are small text files stored on your device.

Essential Cookies

Required for website functionality (login, security, preferences). These do not require consent.

Analytics Cookies

Google Analytics tracks website usage to help us improve our site. You can opt out via cookie banner.

Marketing Cookies

Track your activity across websites for targeted advertising (if applicable). Requires consent.

You can manage cookie preferences through our cookie consent banner or your browser settings.

For more information, see our Cookie Policy

Third-Party Links

Our website may contain links to external websites not operated by us. We are not responsible for the privacy practices of third-party sites. Please review their privacy policies before providing personal information.

Children's Privacy

Our programmes are designed for individuals aged 16 and over. For students under 18, we require parental or guardian consent before collecting personal data. Parents have the right to access, correct, or delete their child's information.

For our Junior Summer School (future offering), specific parental consent procedures will apply.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. We will notify you of significant changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending email notification to enrolled students and clients
Displaying a prominent notice on our homepage

Your continued use of our services after changes indicates acceptance of the updated policy.

Contact Us About Privacy

If you have questions, concerns, or wish to exercise your data protection rights, please contact:

Privacy Contact:

Email: info@citylanguagehub.co.uk

Address: City Language Hub, Ground Floor Unit H1, Moorfoot House, Meridian Gate, 221 Marsh Wall, London, E14 9FJ

Complaints to the Regulator

If you are not satisfied with our response to your privacy concerns, you have the right to complain to:

Information Commissioner's Office (ICO)

Website: www.ico.org.uk

Helpline: 0303 123 1113

Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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