GDPR & Privacy Policy

1. Who We Are

The Language Club Limited ("The Language Club", "we", "us", or "our") is a data controller registered in England and Wales (Company Registration No. 08824303), with its registered office at 27 Old Gloucester Street, London, WC1N 3AX.

We are committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect personal data in accordance with UK GDPR and the Data Protection Act 2018.

For any data protection queries, contact us at: info@thelanguage-club.com

2. What Data We Collect

We may collect and process the following personal data:

• Identity data: first name, last name, job title, company name
• Contact data: email address, telephone number, postal address
• Project data: files, documents, and content you submit to us for translation or other language services
• Transaction data: details of payments and invoices
• Technical data: IP address, browser type and version, time zone, browser plug-in types and versions, operating system
• Usage data: information about how you use our website and services
• Marketing data: your preferences in receiving marketing from us

3. How We Collect Your Data

We collect data through:

• Direct interactions — when you submit a quote request, email us, or use our client portal
• Automated technologies — cookies and similar tracking technologies on our website
• Third parties — business contacts, referrals, or publicly available sources

4. How We Use Your Data

We use your personal data for the following purposes:

• To provide and manage translation and language services you have requested
• To process payments and manage our business relationship with you
• To send you quotes, project updates, and service communications
• To comply with legal and regulatory obligations
• To improve our website and services
• To send marketing communications where you have consented or where we have a legitimate interest

5. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contract performance: where processing is necessary to fulfil a contract with you or take steps prior to entering into one
• Legal obligation: where processing is required to comply with a legal or regulatory obligation
• Legitimate interests: where processing is necessary for our legitimate business interests, provided these are not overridden by your rights
• Consent: where you have given clear consent for specific processing activities, such as receiving marketing communications

6. Data Sharing

We may share your personal data with:

• Contractors and translators: only to the extent necessary to deliver your project, under confidentiality agreements
• Service providers: IT, hosting, and platform providers who process data on our behalf under data processing agreements
• Professional advisers: lawyers, accountants, and auditors where required
• Regulators and authorities: where required by law

We do not sell your personal data to third parties.

7. International Transfers

Some of our contractors and service providers are located outside the UK. Where we transfer personal data internationally, we ensure appropriate safeguards are in place, including standard contractual clauses approved by the UK Information Commissioner's Office (ICO) or transfers to countries with an adequacy decision.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

• Client project data: retained for 7 years following project completion for legal and audit purposes
• Marketing contact data: retained until you withdraw consent or request deletion
• Website usage data: retained in anonymised or aggregated form

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to request correction of inaccurate or incomplete data
• Right to erasure: to request deletion of your personal data in certain circumstances
• Right to restrict processing: to request that we limit how we use your data
• Right to data portability: to receive your data in a structured, machine-readable format
• Right to object: to object to processing based on legitimate interests or for direct marketing
• Rights relating to automated decision-making: not to be subject to solely automated decisions that significantly affect you

To exercise any of these rights, please contact us at info@thelanguage-club.com. We will respond within one calendar month.

10. Cookies

Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse site traffic. You can control cookie settings through your browser. Essential cookies required for the website to function cannot be disabled.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encrypted file transfer, access controls, and confidentiality agreements with all staff and contractors.

12. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

13. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by posting the updated policy on this page with a revised date. We encourage you to review this policy periodically.

14. Contact Us