Privacy Policy

Who we are

Viva Voce Online School is an online language school for learners in the UK. We teach Spanish, French, Italian and German through small live group classes, one-to-one lessons, level tests and conversation clubs, with flexible evening schedules. Our postal address is 106 Mill Lane. You can reach us at [email protected] or on +44 117 6583730.

We are the data controller for the personal information described in this policy. This page explains what we hold, why we hold it and what you can ask us to do with it.

What we collect

When you book a level test, join a group class or start one-to-one lessons, we ask for your name, email address, telephone number, country and time zone, the language you want to learn and your current level.

While you study with us we keep lesson notes, your written progress plan, attendance records and any work you send in for feedback.

We also hold:

• Payment records, including the date, amount, currency and the reference returned by our payment provider.
• Messages you send us by email, through the contact form or in the lesson chat.
• Technical data such as IP address, browser type, device type and the pages you visited on this site.

We do not store full card numbers. Card details are entered on our payment provider's page and never reach our servers.

How we use your information

We use your details to place you in a class at the right level, match you with a teacher, send joining links, mark work, issue progress plans and answer your questions. We also use them to take payment, keep accounting records and meet our legal obligations.

Our lawful bases under the UK GDPR are performance of a contract for the lessons you book, legal obligation for tax and accounting records, legitimate interests for running and improving the school, and consent for any marketing emails. You can withdraw consent at any time.

We do not sell your data, and we do not pass it to advertisers.

Payment data

Card and bank payments are processed by a regulated payment provider. We receive a confirmation that a payment succeeded, the amount, the currency and the last four digits of the card so we can match a payment to your booking. Refunds are issued through the same provider.

Who we share it with

Your teacher sees your name, level, lesson notes and progress plan. Beyond that we share information only with the services that keep the school running: our payment provider, our video classroom platform, our email provider and our accountant. Each is bound by a contract that limits what they can do with the data.

We may disclose information if a court or a regulator with proper authority requires it.

International transfers

Some of our suppliers hold data outside the UK. Where that happens we rely on the UK's adequacy regulations or on standard contractual clauses, so your information keeps the same protection it has here.

How long we keep it

We keep enrolment and lesson records for as long as you are studying with us, then for six years afterwards to satisfy UK tax and accounting rules. Marketing consent records are kept until you opt out. You can ask us to delete anything that is not needed for those obligations.

Your rights

You can ask for a copy of your data, ask us to correct it, ask us to delete it, object to a particular use, or ask for it in a portable format. Email [email protected] and we will act on the request. We may need to confirm your identity first.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on +44 117 6583730. We would rather hear from you first, so please write to us as well.

Cookies

This site uses cookies for sign-in, booking, payment and anonymous visitor statistics. The full list, with the purpose of each one, is on our cookie policy page.

Changes to this policy

If we change how we handle personal data, we will update this page and, where the change is significant, tell you by email.

Contact

Questions about privacy go to [email protected]. You can also write to us at 106 Mill Lane or call +44 117 6583730.