Beet Language Centre Ltd privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Beet Language Centre, Nortoft Road, Bournemouth, Dorset, BH8 8PY

Telephone: 01202397721

Email: admin@beet.co.uk

What information we collect, use, and why

We collect or use the following information for student education and welfare: Names and contact details for students/children, Names and contact details for parents, guardians, carers, Gender, Pronoun preferences, Date of birth, Next of kin and emergency contact information, Dietary requirements (including vegetarian, vegan, gluten free and religious requirements), Payment details and financial information including transactions, Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities), Welfare information (includes family and home life circumstances and history), Details of any criminal convictions, Photographs, Attendance and reason for absence data, Account access information, Exam results and qualifications, Progress reports, Information relating to compliments and complaints, Exclusion, suspension and behavioural information, Right to work information

We collect or use the following information for disciplinary investigations or to prevent, detect, investigate or prosecute crimes: Names and contact details for students/children, Names and contact details for carers, Gender, Welfare information (includes family and home life circumstances and history), Special Educational Needs and Disabilities (SEND) information (includes reasonable adjustments and special educational needs and disabilities), Details of any criminal convictions, Attendance and reason for absence data, Witness statements and contact details, Records and reports, Video recordings of public areas (including entrances and outside spaces to which some or all members of the public have access), Call recordings.

We collect or use the following personal information for dealing with queries, complaints or claims: Names and contact details, Addresses, Payment details, Account login or user information, Purchase or service history, Video recordings of public areas, Call recordings, Witness statements and contact details, Relevant information from previous investigations, Financial transaction information, Information relating to health and safety (including incident investigation details and reports and accident book records), Correspondence, Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities), Attendance and reason for absence data

We collect or use the following information for information updates or marketing purposes: Names and contact details, Marketing preferences, Photographs, Records of consent, where appropriate, Alumni records

We collect or use the following information for recruitment purposes: Contact details (e.g. name, address, telephone number or personal email address), Date of birth, National Insurance number, Copies of passports or other photo ID, Employment history (e.g. job application, employment references or secondary employment), Education history (e.g. qualifications), Right to work information, Details of any criminal convictions (e.g. DBS, Access NI or Disclosure Scotland checks), Security clearance details (e.g. basic checks and higher security clearance).

We collect or use the following information to comply with legal requirements: Identification documents, Health and safety information, Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks), Safeguarding information, Any other personal information required to comply with legal obligations

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature: Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure– You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing– You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are: As we need to place students, including minors, in appropriate host families, we need to know of allergies, medicines, learning difficulties etc. These will also be relevant to our school staff, first aiders, and onsite canteen. For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All your data protection rights may apply, except the right to object and the right to portability.
• Public task – we must collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for disciplinary investigations or to prevent, detect, investigate or prosecute crimes are:

• Consent – we have permission from you after we gave you all the relevant information. All your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • All our staff need to have an Enhanced DBS, and we must be observant to welfare issues and potential safeguarding and prevent occurrences. We have a duty of care to both adult and child students, as well as employees.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
• If a complaint is made about a member of staff, we would need to have all the facts known to us to make a proper assessment. Queries from students will often require referring to their enrolment information, homestay details or attendance records, especially given their level of English may be very low.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We are obliged to take copies of passports from all students. We also need to remind them of visa expiration dates and where there is political unrest (eg riots last year), we are able to identify students of a certain category to give advice. Marketing is normally directed at agents, whose contact information and trading history we need to be aware of.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

• Directly from you
• Parents or carers
• CCTV footage or other recordings
• Suppliers and service providers
• Third parties: including ETOs

How long we keep information

We will retain all your personal data for the duration of your contract and then for a further 5 years to enable us to meet our regulatory and legal obligations; to ease administration should you wish to return to undertake further studies.

Who we share information with

Others we share personal information with: Parents and carers, Local authorities, Specialist teachers such as peripatetic workers or speech and language therapists, Examination boards and bodies, Insurance companies, brokers or other intermediaries, Organisations we need to share information with for safeguarding reasons, Emergency services, Legal bodies or authorities, External auditors or inspectors, Organisations we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 03/07/2025