Privacy Policy

At Language Links, we prioritize the privacy and protection of our students' personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, as well as your rights regarding its use. We are committed to complying with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws in Ontario. By enrolling in our programs or using our services, you agree to the terms outlined in this Privacy Policy.

 

1. Information We Collect

We collect and process the following types of personal information:

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A. General Information

• Personal Details: Name, age, date of birth, email address, phone number, and address.

• Emergency Contact Information: For safety purposes during in-person lessons.

• Language Proficiency Information: Test results, class participation, and academic progress.

• Payment Information: Credit card or banking details for secure tuition payment.

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B. Media and Marketing Information

• Photos and Videos: Images, videos, or audio recordings captured during lessons, school activities, or events.

• Consent for Media Use: Media may be used for marketing purposes unless you opt out (see Section 6 for opt-out instructions).

 

C. Online Usage Information

• Technical Information: IP address, browser type, operating system, and usage data collected when accessing our online platforms.

• Behavioural Information: Participation logs, communication records, and lesson attendance data.

 

2. How We Use Your Information

We use your personal information for the following purposes:

 

A. Educational Services

• To register students for courses and manage lesson schedules.

• To track student progress and provide performance feedback.

• To personalize lessons and learning materials based on proficiency.

 

B. Communication and Notifications

• To send updates about class schedules, policies, and upcoming events.

• To respond to inquiries or requests for assistance.

 

C. Safety and Compliance

• To ensure student safety during in-person classes by maintaining emergency contact details.

• To comply with regulatory or legal obligations.

 

D. Marketing and Promotions

• To showcase student engagement and success stories through photos, videos, and testimonials on social media, the school website, and promotional materials.

• To create advertising content to reach prospective students and partners.

 

E. Online Services

• To provide and maintain secure access to online learning platforms.

• To monitor attendance, participation, and technical performance during online lessons.

 

3. Collection and Use of Photos and Videos

 

A. Purpose of Media Collection

Photos, videos, and recordings may be taken during in-person and online lessons, events, or other school activities. These may be used for:

• Marketing and promotional materials, such as brochures, social media, and newsletters.

• Training and quality assurance purposes to improve our programs.

 

B. Student Media Consent

By enrolling at Language Links, you grant permission for the use of your images and recordings for the purposes listed above. If you do not consent, you must notify us in writing by completing the Media Opt-Out Form, available upon request. Students opting out will not appear in any promotional materials.

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C. Media Retention and Removal

Photos and videos may be retained indefinitely for marketing purposes unless a specific removal request is submitted. Requests can be sent to infor@languagelinks.ca

 

4. Disclosure of Personal Information

We only share your personal information under the following circumstances:

• Third-Party Service Providers: For secure payment processing, online lesson delivery (e.g., Zoom, Google Meet), and platform maintenance.

• Legal Compliance: To comply with legal obligations, subpoenas, or court orders.

• Emergency Situations: To protect the health, safety, and security of students, staff, or others.

• Marketing Materials: Only media with consent (or no opt-out) will be used for promotional purposes.

• Language Links will never sell or rent your personal information to third parties.

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5. Data Security and Safeguarding Measures

We take all reasonable precautions to protect your personal information from unauthorized access, use, or disclosure. Measures include:

• Secure storage of physical records in locked facilities.

• Encryption and password protection for digital records.

• Regular monitoring and updates to our systems to prevent security breaches.

• Restricting access to personal information to authorized staff only.

• For online lessons, students are expected to use secure and private networks to access platforms. Language Links is not responsible for the students' network and any breach of data or safeguarding.

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6. Opt-Out and Consent Management

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A. Withdrawing Media Consent

If you wish to opt out of photos or videos being used for marketing purposes, you must complete the Media Opt-Out Form or notify us at info@languagelinks.ca. Opt-out requests must be written and include your full name, the date of submission, and details of your enrollment.

 

B. Withdrawal of Other Consents

You may withdraw consent for other uses of your personal information by contacting us. Please note that withdrawing consent may affect our ability to provide certain services.

 

7. Online Learning Specifics

For online lessons, Language Links ensures the following:

• Secure platforms are used to safeguard student interactions.

• Sessions may be recorded for quality assurance but will not be shared publicly unless specifically agreed upon.

• Students are prohibited from recording sessions or sharing login credentials without prior authorization.

• We encourage students to report any technical issues or privacy concerns to info@languagelinks.ca.

 

8. Retention and Disposal of Personal Information

We retain personal information only as long as necessary for the purposes stated in this policy or as required by law. Information that is no longer needed is securely destroyed through shredding (physical records) or deletion (digital records).

 

9. Your Rights

Under Ontario privacy laws, you have the right to:

• Access your personal information and request a copy of it.

• Correct inaccuracies in the information we hold about you.

• Request that we delete your personal information, subject to legal retention requirements.

• File a complaint if you believe your privacy rights have been violated.

• To exercise these rights, please contact us using the details below.

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10. Updates to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Changes will be posted on our website, and your continued enrollment or use of our services signifies acceptance of the revised policy.

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11. Contact Information

If you have any questions about this Privacy Policy, or to request a Social Media Consent Form or other privacy-related documentation, please contact us at info@languagelinks.ca. This Privacy Policy ensures transparency, compliance with Ontario laws, and respect for your privacy while fostering trust between Language Links and our students.