Privacy Notice (students)

Within the framework of our enrolment form, we collect information about you.

This privacy notice explains who we are, how we collect, share and use personal information, and how you can exercise your privacy rights.

Changes to the Privacy Notice might be made so please visit our website for the latest version.
Your data may be used for different purposes than those mentioned here. If that is the case we will notify you accordingly and proceed only if you agree. If you disagree with our Privacy Notice, please discontinue using our services. If you agree, let’s have a great language learning experience together!
Background

We provide language tuition homestays. You will stay and live with a host teacher and he/she will teach you the language that you have chosen to learn. Your placement is made through what is in effect a matchmaking process. Our company is registered in Jersey and our administration office is based in Monaco. This is where your data is collected.

What information is being collected?
The information collected is your name, country and city of residence, phone number, e-mail address, age, gender, profession, nationality, language level, your hobbies, whether you smoke or not, your allergies, important medical conditions, etc. We also include anything relevant to the purpose of selecting a suitable host family and teacher for you. Credit card details may also be needed for payments.

What is the legal basis for processing your information?
Collecting your personal information is necessary for the selection of your host teacher. It helps us fulfil our contractual obligations to you.

Will the information be shared with any third parties?
The information you provide is shared with HLI Local Organisers and host families. Sometimes this may be a single Local Organiser and a single host family but we may have to share your information with more than one Local Organiser and consequently more than one host family in order to find a match. Also, we will have to disclose your personal information if required to by law. Your payment information (e.g. credit card details) will never be communicated to a third party.

How will the information be used?
Local Organisers are trusted individuals, carefully selected by HLI. They are tasked with managing families in given areas and they know all their families personally. They will use the information to match you with the most suitable family. We will never use your information with automated decision-making systems, including profiling systems.

How long will your information be stored for?
We will keep your personal information for as long as we have a relationship with you. Once our relationship with you has come to an end we will keep your personal information for a period of time that enables us to maintain business records for analysis (understanding market trends and/or audit purposes and to improve our services) and to comply with record keeping requirements under applicable laws. We may also need the information to process any existing or potential legal claims, to carry out fraud detection and prevention or to deal with any complaints regarding our services. We will delete your personal information when it is no longer required for these purposes. We will never sell or rent your information to anyone.

Who is responsible for your information?
Home Language International Ltd. is responsible for your information and the Office Manager can be reached by email:
privacy@homelanguageinternational.com

What rights do you have?
If you are an EU citizen, you have rights under the European Union’s General Data Protection Rules to access or object to the use of personal information held about you, at any time. You can also ask us to rectify, update, erase, restrict or share your information in a usable format with another company. We encourage you to contact us to update or correct your information if it changes or if the personal information we hold about you is inaccurate. If you would like to discuss or exercise such rights, please contact our Office Manager.
Promotion: We may contact you regarding promotional activities such as Facebook posts and in such cases we will provide you with full information and ask for your specific consent.

How can you raise a complaint?
If you are dissatisfied with how we have used your personal information, you may lodge a complaint to your relevant supervisory authority (in your country of residence). For example in the UK this would be the Information Commissioner’s Office.

Version 20.08.20

Terms and conditions
General
Home Language International (HLI) considers the choice of family to be more important than a specific town and reserves the right to place the student in another area if there is no compatible family in the area of first choice.

If the family we select does not match the requirements as stated on the booking form, students are free to cancel and will receive a complete refund provided the refusal is received no more than 48 hours after the family profile was sent.
If the original family selected cancels through illness or personal problems, a week or less before arrival (which rarely happens but when it does is unavoidable), a new replacement family will be provided but no cancellation will be accepted.
To the best of our knowledge all family details are correct when they are provided and HLI accepts no responsibility for subsequent changes in family circumstances that may occur without ourselves being informed. Please note that if the host family has children, HLI cannot guarantee that they will be present during the stay.
No refunds can be given if any family members are absent or if additional family members are present.
HLI must be notified of any problems or complaints before the end of the stay; if the student is a minor (under 18) it is the responsibility of the parent or guardian to inform us. Claims against HLI will only be considered if this is done.

Enrolments are accepted on the condition that students tell us if they have any illness or disabilities, and give us details in advance. HLI reserves the right to send home students who have not disclosed such information and also students who behave in an inappropriate manner. HLI reserves the right to place a student with more than one host teacher or change the family during the stay if we feel it necessary. HLI also reserves the right to organise a homestay with one family and lessons with an outside teacher if a teacher family cannot be found. No guest of the same nationality or mother tongue will stay in the family at the same time as an HLI student. Host families are however allowed to have guests of any nationality providing that they do not interfere with the HLI student’s lessons or share the same language as them.
Please note only one discount can be claimed at any one time.

Transfers
If transfers are booked HLI must receive flight numbers and arrival times at least one week in advance, otherwise the transfers are cancelled and non-refundable. If no transfers are booked the student should contact the family directly to let them have an approximate arrival time. If the family does not hear from the student, they will not expect them to arrive before 19h00. A mobile phone number is required for all students. Transfers are usually individual but can in rare cases be shared with other students. A supplement may be charged for late arrival if there is a lot of waiting time, as well as for arrivals and departures to/from the host family before 8am or after 8pm.

Cancellations & Insurance
Up to 28 days before arrival: £200, €250, US$250. 28 days to 48 hours before arrival: 50% of total fees.
48 hours or less before arrival: 100% of total fees.
After the course start date: 100% of total fees.
Students MUST take out their own insurance against illnesses, accidents to themselves or third parties, loss of property and cancellations.
No refunds will be given for cancellations, accident, illness, loss of property, late arrivals (after the start of the course) or early departures (before the end of the course) or for any other reason. Students MUST take out their own insurance against illnesses, accidents to themselves or third parties and cancellations. A credit note may be given for the accommodation and lessons, valid for a year.
Furthermore, when programmes with sports and leisure activities are cancelled or altered at any time, we have to refund the payment for the activity side of the booking to the host family in full because they in turn have paid for the activity several months in advance to secure places in busy periods. Therefore sports and leisure activities will be charged in addition to the cancellation fees in all cases.

Alteration charges
Alterations of area, date or programme often mean cancelling one family and finding another, so we must charge £100, €150 or US$150 in every case.

Visas
We cannot issue visas but we can send a visa invitation letter by express courier, post or e-mail. It is the responsibility of the client to submit the correct documents to the relevant visa authorities. HLI will supply such documents on request from the client or the agent. If a visa is refused, for example because a document is badly filled in or is missing, the student should submit an application for a second visa, if this is refused HLI will refund all fees paid less the deposit. Please note there are often special requirements for students under 16 staying in the UK for more than 27 days and this can sometimes take the form of a letter to show that the local authority has been notified.

Payment
Full fees must be paid at least 4 weeks before arrival in the currency invoiced. Payment may be made by:

1. Bank transfer Account name: Home Language International Ltd.
Payments in Sterling:
Sort code: 56 00 03
Account no: 2682 5090
IBAN: GB54NWBK56000326825090
SWIFT CODE:NWBKGB2L

Payments in Euros:
Sort code: 56 00 03
Account no: 2385 1317
IBAN: GB72 NWBK 6072 1123 8513 17
SWIFT CODE:NWBKGB2L

Payments in US Dollars:
Sort code: 56 00 03
Account no: 2385 1325
IBAN: GB33 NWBK 6073 0123 8513 25
SWIFT CODE:NWBKGB2L


IMPORTANT: Please have your bank include the instruction with your Euro or Dollar payment that the payment should NOT be converted when sent on. Even though our accounts are in the UK, we have Euro and Dollar accounts so we need to ensure that the full amount invoiced in the correct currency, is received by us and not converted by any bank.
2. Credit card Use our secure online booking form on our website www.hli.co.uk or complete the enrolment form and send it to: info@hli.co.uk Alternatively, you can ask us for a link to pay directly on our secure payment platform.
Bank charges: are the responsibility of the remitter.
The amount invoiced must be received in full and any underpayment must be settled before the start of the stay.