Privacy Policy

Who we are

Phrasebook Club is an online language school for learners in the UK aged 18 and over. We teach Spanish, French, Italian and German through small live group classes, private lessons, conversation clubs and level tests, led by qualified native-speaking teachers. We are the data controller for the personal information described on this page. Our postal address is 153 Kings Road and our contact email is [email protected].

What information we collect

We collect only what we need to run your lessons and look after your account. That includes:

• Account and enrolment details: your name, email address, phone number, chosen language and stated level.
• Level test answers and your teacher's notes on progress, so we can place you in the right group.
• Booking and attendance records for classes, private lessons and conversation clubs.
• Payment confirmations from our payment provider. We do not store your full card number.
• Messages you send us by email, phone or through the website.
• Technical data such as IP address, browser type, device and pages visited.

You may choose to switch on your camera and microphone in live sessions. We do not record a session unless we tell you first.

How we use your information

We use your details to book you into evening classes, place you at the right level, run live sessions, send reminders, take payment, answer your questions and keep our website working. We also use anonymous usage data to see which pages are helpful and which are confusing. If you agree, we send news about new class starts and themed discussion evenings. You can stop those messages at any time with the unsubscribe link or by emailing us.

Our lawful bases

Under UK GDPR and the Data Protection Act 2018 we rely on several bases. We process data to carry out our contract with you, for our legitimate interests in running and improving a language school, to meet legal duties such as accounting, and on your consent where we ask for it, for example for marketing emails and non-essential cookies.

Who we share it with

We do not sell your personal data. We share it only with providers who help us deliver the service, such as video conferencing, payment processing, email delivery, website hosting and analytics. Teachers see the details they need to teach you, such as your first name, level and progress notes. Each provider acts under a written agreement and may only use data for our purposes. If a provider processes data outside the UK, we make sure a lawful safeguard is in place, such as an adequacy decision or the UK addendum to standard contractual clauses.

How long we keep it

We keep your account and learning records while you are an active learner. After that we delete or anonymise them within a reasonable period. Financial records are kept for six years because UK tax law requires it. Marketing preferences are kept until you withdraw consent, so that we remember not to contact you.

Under 18s

Our classes are for learners aged 18 and over. We do not knowingly collect data from anyone younger. If you believe a young person has given us their details, email us and we will delete them promptly.

Cookies

Our website uses cookies and similar technologies. Our Cookie Policy explains which ones we use and how to change your choices.

Your rights

You have the right to access your data, correct it, ask us to erase it, restrict or object to its use, receive a portable copy and withdraw consent at any time. To use any of these rights, email [email protected]. We may ask you to confirm your identity first. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right before you do, but the choice is yours.

Keeping data safe

We limit access to personal data to people who need it, use secure connections on our website and review the providers we work with. No online service can promise perfect security, so please choose a strong password and keep it private.

Changes to this policy

We may update this policy when our services or the law change. The latest version is always on this page, and we will tell you directly about any major change.

Contact us

Questions about privacy? Write to [email protected], call +44 117 8071212, or post to 153 Kings Road.