1 Introduction

This Privacy Policy explains how we collect, use, store, and share your personal information when you study with us, contact us, or visit our website.

We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

2 Who We Are

Bright Minds Languages is a language school based in London offering English and Spanish courses for adults.

Data Controller: Bright Minds Languages

📍 [address]

📧 hello@brightmindslanguages.com

We are registered with the Information Commissioner’s Office (ICO).

3 What Personal Data We Collect

We collect only the information necessary to provide our services. This includes student details, contact data, course progress, payment information, emergency contacts, and any special requirements.

Staff and teachers provide employment details, qualifications, references, and payroll data. Website visitors generate technical information such as IP address, browser type, and enquiry details submitted via forms.

4 How We Use Your Data

We register and manage students on our courses, communicate about timetables, provide reports, and comply with safeguarding and legal obligations.

Data also supports emergency communication, occasional marketing (with consent), and internal statistics to improve our services.

5 Lawful Bases for Processing

Contract: to deliver educational services.

Legal obligation: to comply with UK law and safeguarding duties.

Legitimate interests: to operate and improve the school effectively.

Consent: for marketing, testimonials, or media usage.

6 Marketing and Communications

We only send marketing emails or use images/testimonials when you have provided clear consent.

You may withdraw consent at any time by emailing hello@brightmindslanguages.com or clicking “unsubscribe” in any communication.

7 Data Sharing

We may share data with payment processors, accreditation bodies, IT or email providers, UK authorities (HMRC, Home Office), transportation services, accommodation partners, and other operational contacts.

We do not sell or share data for advertising purposes.

8 Data Retention

Student records 5 years after course completion

Financial data 6 years

Staff employment records 6 years after leaving

Marketing consent data Until consent is withdrawn

9 Your Data Protection Rights

Send requests to hello@brightmindslanguages.com. We will reply within one month.

• Access your personal data.
• Request correction of inaccurate data.
• Request deletion (“right to be forgotten”).
• Restrict or object to processing.
• Request a copy in a portable format.
• Withdraw marketing or imagery consent at any time.

10 Data Security

• Encrypted digital storage with password protection.
• Secure cloud hosting within the UK or GDPR-compliant regions.
• Limited access for authorised staff only.

11 Use of Cookies

Our website uses cookies to improve your experience and analyse traffic.

You can manage or disable cookies in your browser settings.

12 International Data Transfers

We do not transfer personal data outside the UK unless appropriate safeguards are in place (e.g. UK adequacy decisions or standard contractual clauses).

13 Data Breaches

In the event of a data breach, we will notify the ICO within 72 hours and inform affected individuals where required.

14 Contact and Complaints

Questions or concerns about this policy should be sent to hello@brightmindslanguages.com.

If you are not satisfied with our response, you may complain to the ICO at https://ico.org.uk.

15 Updates to This Policy

We review and update this policy to reflect legal or operational changes. The latest version is always available here.

Last updated: November 2025.