LANGUAGES FOR ALL LTDSPEAKING ASSESSORS PRIVACY NOTICE

Languages for All LtdCompany number: 13511070Registered office: 86 Ryknield Road, Kilburn, DE56 0PFEmail: jmoses@languagesforall.org.uk

Last updated: October 2026

1. WHO WE ARE

Languages for All Ltd provides language tuition and speaking assessment services.

This Privacy Notice relates specifically to our Speaking Assessors service and explains how we collect, use, store and share personal information relating to schools, exam centres, their staff and contacts, assessors and assessor applicants, and other people who contact or work with the service.

Languages for All Ltd is the data controller for the personal information described in this notice.

If you have any questions about this Privacy Notice or about how we use your personal information, please contact:

Email: jmoses@languagesforall.org.ukPost: Languages for All Ltd, 86 Ryknield Road, Kilburn, DE56 0PF

2. INFORMATION WE COLLECT

The personal information we collect depends on your relationship with us.

Schools, exam centres and other clients

When a school, exam centre or other organisation makes an enquiry or uses our services, we may collect:

• names and job roles of contacts;
• work email addresses and telephone numbers;
• organisation and centre details;
• addresses and postcodes;
• billing contact information;
• enquiry and correspondence details;
• assessment requirements, including language, level, exam board, number of candidates and requested assessment dates;
• safeguarding, visitor or access information relevant to arranging an assessment;
• booking and assessment records;
• invoices, charges and payment information; and
• other information provided to us in connection with an enquiry or booking.

We do not normally need schools or exam centres to provide us with personal information about individual candidates through the website enquiry form. We ask clients not to provide unnecessary personal information about candidates.

Assessors and assessor applicants

If you apply to work with us or work with us as an assessor, we may collect:

• your name and contact details;
• address and postcode;
• information about the distance you are willing to travel;
• languages and assessment levels you can assess;
• qualifications, experience and previous examining or assessment experience;
• application and recruitment information;
• availability and centre preferences;
• assessment history and booking information;
• training records and training results;
• payment, fee and travel-expense information;
• internal administrative notes relevant to your work with us; and
• compliance and safeguarding information.

Safeguarding, DBS and right-to-work information

Because speaking assessors may work in schools and exam centres and may work with children and young people, we maintain appropriate safeguarding and compliance records.

We may record DBS certificate information, including the certificate number and issue date. We do not retain copies of DBS certificates.

We record information about safeguarding training and may retain copies of safeguarding training certificates while an assessor is active and the certificate remains relevant.

We may also record that an assessor has stated that they have the right to work in the UK. We do not retain copies of right-to-work documents as part of this process.

We limit the collection and use of this information to what we consider necessary for safeguarding, compliance and the safe provision of our services.

3. HOW WE OBTAIN PERSONAL INFORMATION

We may receive personal information:

• directly from you;
• through an enquiry or application form;
• through email, telephone or other correspondence;
• from a school, exam centre or other organisation arranging an assessment;
• during the assessor application, approval or training process;
• during the arrangement and delivery of an assessment;
• from records created through our previous business systems where there is a continuing business need to retain them; and
• from publicly available or professional sources where appropriate and lawful.

Where someone provides us with another person's personal information, we ask that they only provide information that is necessary and that they are entitled to share with us.

4. WHY WE USE PERSONAL INFORMATION

We use personal information where necessary to:

• respond to enquiries;
• assess and administer assessor applications;
• maintain our assessor network;
• identify and contact suitable assessors for assessment work;
• arrange speaking assessments for schools and exam centres;
• manage bookings and communications between relevant parties;
• maintain appropriate safeguarding and compliance records;
• administer assessor training;
• maintain records of assessment work;
• calculate and administer assessor fees, client charges and travel expenses;
• issue and maintain financial and accounting records;
• manage our relationship with schools, exam centres and assessors;
• deal with queries, complaints and disputes;
• maintain the security and integrity of our systems;
• comply with legal, regulatory, tax, accounting and safeguarding obligations; and
• establish, exercise or defend legal claims where necessary.

5. OUR LAWFUL BASES FOR USING PERSONAL INFORMATION

Under UK data protection law, we must have a lawful basis for using personal information.

Depending on the circumstances, we may rely on:

Contract – where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.

Legitimate interests – where processing is necessary for our legitimate business interests, or those of another person or organisation, and those interests are not overridden by your rights and interests. These interests include operating and administering the Speaking Assessors service, responding to enquiries, maintaining appropriate business records, arranging assessments, communicating with relevant parties and protecting our business and services.

Legal obligation – where we need to process information to comply with an obligation imposed by law, including relevant tax, accounting and other legal requirements.

Consent – where we specifically ask for consent and consent is the appropriate lawful basis. Where we rely on consent, you can withdraw it at any time.

DBS and criminal offence information

Where we process information relating to criminal convictions and offences, including relevant information obtained from or recorded in connection with a DBS certificate, additional safeguards apply.

We process this information only where we have an appropriate lawful basis under Article 6 UK GDPR and an applicable condition under the Data Protection Act 2018. Where the statutory requirements are met, this may include processing necessary for the safeguarding of children and individuals at risk under Schedule 1, Part 2, paragraph 18 of the Data Protection Act 2018.

We maintain an Appropriate Policy Document setting out how we comply with the data-protection principles and how this information is retained and deleted.

Assessors obtain their own DBS certificates. Languages for All Ltd records only relevant certificate details for safeguarding and compliance purposes and does not retain copies of DBS certificates.

6. WHO WE SHARE PERSONAL INFORMATION WITH

We do not sell personal information.

Where necessary for the purposes described in this notice, we may share relevant personal information with:

• schools and exam centres involved in an assessment;
• assessors allocated or being considered for particular assessment work;
• organisations providing website, database, hosting, email and IT services to us;
• accounting, bookkeeping, banking and payment service providers;
• professional advisers and insurers;
• regulators, courts, law-enforcement agencies or public authorities where required or permitted by law; and
• safeguarding bodies or other appropriate organisations where disclosure is necessary for safeguarding purposes.

We only share information that is reasonably necessary for the particular purpose.

Schools and exam centres do not receive access to our private assessor database. Information about an assessor is shared only where appropriate for arranging or delivering the relevant service.

Similarly, assessors receive only the information about a school, exam centre or assessment that they reasonably need for the work being arranged or undertaken.

7. SERVICE PROVIDERS AND TECHNOLOGY

We use third-party services to operate our business and provide the Speaking Assessors service. These may include providers of:

• website hosting and development;
• databases and cloud services;
• email and communications;
• Microsoft 365 and other business productivity services;
• accounting and bookkeeping services; and
• banking and payment services.

Where a service provider processes personal information on our behalf, we take reasonable steps to ensure that appropriate data-protection arrangements are in place.

The particular providers we use may change from time to time as our business systems develop.

8. INTERNATIONAL TRANSFERS

Some of the technology and service providers we use may process or make personal information accessible outside the UK.

Where UK data-protection rules on international transfers apply, we take steps to ensure that an appropriate lawful transfer mechanism and safeguards are in place. Depending on the circumstances, this may include UK adequacy regulations or appropriate contractual or other safeguards recognised under UK data-protection law.

You may contact us if you would like further information about the safeguards applying to your personal information.

9. HOW LONG WE KEEP PERSONAL INFORMATION

We do not keep personal information for longer than we reasonably need it, taking account of the purpose for which it was collected and any legal, accounting, safeguarding or dispute-resolution requirements.

Our normal retention periods include:

School and exam-centre enquiries that do not proceed: normally 12 months after the last contact.

Completed assessments and bookings: booking and associated financial records are normally retained for 6 years after the end of the relevant financial year.

Active assessors: relevant records are retained while the assessor works with Languages for All Ltd.

Former assessors: core business, assessment and training records are normally retained for 6 years after the working relationship ends.

Unsuccessful or withdrawn assessor applications: normally 12 months after the application process ends.

Safeguarding certificates: copies are retained while an assessor is active and the certificate remains relevant. Superseded copies are removed when they are no longer required.

DBS records: we record relevant certificate details but do not retain copies of DBS certificates. DBS information is retained only for as long as it remains necessary for the relevant safeguarding and compliance purpose.

We may retain information for longer where this is necessary to comply with a legal obligation, resolve a dispute, deal with a safeguarding matter or establish, exercise or defend a legal claim.

Where information no longer needs to identify an individual, we may anonymise it rather than delete it.

10. SECURITY

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to assessor, enquiry and booking information is restricted to authorised users and is not made publicly searchable through the Speaking Assessors website.

No method of electronic storage or transmission can be guaranteed to be completely secure, but we review our arrangements and take proportionate steps to protect the information we hold.

11. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances and the lawful basis on which we use your information, you may have rights including:

• the right to be informed about how your personal information is used;
• the right to request access to your personal information;
• the right to have inaccurate or incomplete information corrected;
• the right to request deletion of your personal information in certain circumstances;
• the right to request restriction of processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability in certain circumstances; and
• the right to withdraw consent where we rely on consent.

These rights are not absolute and may not apply in every circumstance.

You have the right to object to processing based on legitimate interests. If you object, we will consider your circumstances and whether we have compelling legitimate grounds to continue the processing.

To exercise any of your rights, contact us at:

jmoses@languagesforall.org.uk

We may need to ask for information to confirm your identity before responding to a request.

12. AUTOMATED DECISION-MAKING

We do not make decisions about assessor applications, assessor allocation or school/exam-centre enquiries solely by automated means where the decision would have a legal or similarly significant effect on an individual.

Technology may assist us in organising information or identifying potential matches, but relevant operational decisions are made or reviewed by a person.

13. COMPLAINTS

If you have concerns about how Languages for All Ltd has handled your personal information, please contact us first so that we can investigate:

Email: jmoses@languagesforall.org.ukPost: Languages for All Ltd, 86 Ryknield Road, Kilburn, DE56 0PF

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

Information about making a data-protection complaint is available from the ICO.

14. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice when our services, systems, legal requirements or data-processing activities change.

The current version will be published on the Speaking Assessors website, with the date of the latest update shown at the top.