Policies

Admissions Policy

Procedures

  • Bookings can be made by through our website, by email, in person or by telephone
  • Bookings are accepted through agents and from students contacting the school directly
  • A deposit of £100 is required to confirm enrolment for individuals
  • A deposit of £100 per student is required to secure the places on a group booking
  • Full payment of fees is required 4 weeks prior to the commencement of the course.
  • Courses are subject to availability. If unavailable an alternative date will be offered.
  • The Enrolment form should be completed with care taken to read the conditions of enrolment on the reverse.
  • Please refer to the Payment of Fees Policy for information on students requiring visas.

Entry Requirements

  • Students taking the Cambridge First Certificate Examination should be of intermediate level
  • Students taking the Cambridge Advanced Examination should be of advanced level
  • Students taking the Cambridge Proficiency Examination should be of higher advanced level
  • Students taking the English Plus courses should be of intermediate plus level
  • A placement test to assess the level of the student is available to take prior to the commencement of the course
  • Minimum ages are as follows:
    • Summer Activity Course: 12 years old
    • Group Bookings: 12 years old
    • Teachers’ Refresher Course: 21 years old
    • General and Cambridge Courses: 16 years old
Safeguarding Policy (Under 18's)

Policy Statement

The Suzanne Sparrow Language School is committed to safeguarding the welfare of all children, vulnerable adults and young people. A child is defined as a person under the age of 18 (The Children Act 1989). The term “vulnerable adult” refers to any person aged 18 years and over who is unable to take care of him/herself or unable to protect himself or herself against significant harm or serious exploitation.

The school welcomes students from the age of 12 years upwards and offers homestay accommodation with carefully selected homestay providers.

All staff at the school and the main homestay providers must undergo an Enhanced Disclosure and Barring Service (DBS) check which is renewed every 3 years. All homestays are visited by a Student Support and Accommodation Officer on a biennial basis.

All adults working with the children will abide by the policy.
The term “Safeguarding” refers to “looking after” children, whilst “child protection refers to “protecting children from direct harmful behaviour”.

The Principal oversees the recording systems for DBS checks and the training of academic and non- academic staff on Safeguarding matters.

The school is committed to protecting all students from harm and takes particular care to ensure that all students under 18 years of age and vulnerable adults are adequately protected.

The policy is for all under 18’s, whatever race or gender as everyone has the entitlement to be protected.

All adults who read this policy will be expected to accept and carry out the guidelines set down
They must be vigilant and know to report any concerns or allegations and who to contact within and outside the school.

Other Associated Policies include the Code of Conduct, Anti Bullying Policy, Students with Learning Difficulties and Disability Policy.

The Principal will be responsible for reviewing the policy on an annual basis

The Principal and Safeguarding team will be responsible for delivering the policy and in any absence, the Director of Studies will assume this role.

The statutory guidance used in writing this document were:
English UK Guidelines
Childrens' Acts 1989 and 2004
Local Government Act 2000
Protection of Freedoms Act 2012
Keeping Children Safe in Education 2014

Code of Conduct

To create a safe culture within the school, both adults and Under 18s will be protected by the Policies and Code of Conduct which staff and students must adhere to at all times.

Staff must be aware that the Sexual Offences Act 2003 states that any person in a Position of Trust engaged in sexual activity of any sort with students under the age of 18 is breaking the law (even though the legal age of consent is 16).

All employees of the school are responsible for exercising care in relation to themselves and others who may be affected by their actions.
The school maintains a work environment for staff and a learning environment for students in which honesty, integrity and respect must be constantly reflected in personal behaviour and standards of conduct.
Staff are aware that they must act as excellent role models at all times and have respect for diversity and promote equality whilst working as part of a whole school team.

To protect both U18s and adults working with them, the school sets clear boundaries and guidelines:
Physical contact between adults and U18s is not acceptable except in special cases ie when medical assistance is required.
Appropriate language must be used at all times.
Socialising with U18’s outside of school is discouraged but must follow the same rules as during work time ensuring nobody becomes involved in a situation which could be misunderstood.

Adults working with U18’s should dress appropriately and be aware of the effect their appearance could have if they do not present themselves appropriately.

The school operates a zero tolerance policy on the misuse or supply of drugs on its premises. Students are informed of UK drug legislation at their orientation session and all staff are made aware of the importance of educating U18’s about addictive substances ie smoking or drinking.
The breaking of any of the rules regarding drugs may lead to disciplinary procedures and police intervention.

The school has a strict policy on the use of IT and the Internet especially regarding contact between adult individuals and U18s (see Policy Document)

B8. The Student Support and Accommodation Team provides guidance for homestay providers on the importance of privacy and appropriate behaviour in the environs of the bedrooms and bathrooms whilst hosting students.

B9. Taxi and Coach companies used by the school provide written confirmation that they only use drivers who have been DBS checked. Staff are advised not to use their own vehicles to transport U18s unless under special circumstances.

B10 Staff are legally obliged to inform management of any concerns about colleagues not following the Code of Conduct. Staff who report this or any other problem will not be penalised and their report will remain confidential.

Child Protection

The school is committed to protecting all students from harm and takes particular care to ensure that U18s are fully protected.

The Principles of the school are:

  • The welfare of the child is paramount.
  • All children without exception have the right to protection from abuse regardless of gender, ethnicity, disability sexuality or beliefs.
  • All concerns and allegations of abuse will be taken seriously by staff and responded to with sensitivity and professionalism and in the most appropriate way to support the needs of the child – following the guidelines laid down in the School’s Safeguarding Policy.
  • Commitment to safe recruitment, selection and vetting procedures.
  • An annual review of all policies and procedures.
  • Children and parents are informed of the Child Protection and Safeguarding Policies and associated policies and procedures which promote children’s safety and welfare ie anti-bullying policy, code of conduct, induction policy for juniors, students with learning difficulties and disability policy.

The Designated Safeguarding Lead and Welfare Officer is Hilary Desvernay. The Designated Safeguarding Team consists of Kathryn Hawken, Rebecca Richards and Sharon Thompson.

Any safeguarding concerns will be responded to by the DSP and the response recorded.
Responses may include monitoring, investigating, discussion with group leader/parent/agent/homestay provider or management, prior to action.
The Local Safeguarding Children Board (LSCB) and Local Area Designated Officer (LADO)
should be informed if an allegation is made.

The knowledge needed to recognise symptoms of abuse are part of the Level 1 training which all staff undertake. Staff are also made aware of how to respond if a child makes an allegation of abuse directly through the DSP or manager.

Secure records of any allegations of abuse or inappropriate conduct are kept by The Designated Lead in a locked cabinet for up to 5 years.

  1. If an adult is accused of inappropriate behaviour/abuse the following procedure will be carried out:
  2. Ensure the child is safe and supported
  3. Inform the senior manager immediately
  4. Ensure that a clear written record is made. This report is to be signed and dated by the person who made the allegation/heard the allegation from the child.
  5. Senior Manager or DSP to contact LCSB immediately
  6. No decisions must be made without referring to the LCSB

The procedure for an Under 18 year old student accused of inappropriate behaviour or abuse is:

  1. Report the allegation to a member of the Safeguarding Team who will make a factual report of the allegation. No attempt should be made at this stage to investigate the circumstances.
  2. A referral should be made to the Children’s Services.
  3. A member of the Safeguarding Team will make a record of the concern, the discussion and any outcome and keep a copy in the welfare file.
  4. If the allegation indicates a potential criminal offence has taken place, the police should be contacted and parents informed (of both the student being complained about and the alleged victim).
  5. If appropriate the pupil being complained about may be excluded for a period of time.
  6. If outside bodies do not accept the complaint a thorough investigation into the matter will take place
    at the school.

The sexual exploitation of juniors is a form of child sexual abuse. Sexual exploitation can take many forms from seemingly “consensual” relationships where sex is exchanged for attention/affection to serious organised crime and child trafficking. Exploitation is marked out by an imbalance of power within the relationship.

Staff are aware that Female Genital Mutilation is illegal in the UK and adults have a legal duty to report any suspicions they may have or information they are given.

Training

All staff members have undergone Basic Awareness in Child Protection Training. The Student Support and Accommodation Team have also undergone Level 2 Safeguarding training and the DSL is responsible for ensuring all adults are trained to the correct level. The senior DSP and three senior members of staff have also been trained to Level 3.

All staff receive a copy of the Safeguarding Policy and have undergone Basic Awareness in Child Protection Training.

Safer Recruitment

The school is committed to safe recruitment of all staff and homestay providers. See Recruitment Policy. All staff and the main Homestay Provider are DBS checked by the school if they do not already have an enhanced disclosure.
Overseas Group Leaders must provide signed proof that they have been similarly checked in their own country.

Recruitment material for the school includes the explanation that staff will be expected to share the school’s ethos and commitment to safeguarding.

During interview candidates will be questioned regarding their attitudes to working with U18s

If a candidate is employed prior to the DBS check being available the manager will make a judgement based on the assessment of the risk versus the consequences of the decision. This judgement will be signed off and the new employee will sign a self-declaration and their access to children will be supervised at all times.

If an applicant’s disclosure shows a criminal record the manager will make a judgement based on the offences which may be relevant to the job in question taking into account the seriousness, age and frequency of the offences. Verification of the record will be sought from the candidate and a decision made by at least two people. A clear record (containing details of the offences) will be made of the decision and signed by the Principal or Director of Studies.

Where any applicants ie group leaders cannot obtain a criminal check the school ensures signed documentation is received from the overseas organisation ie Headmaster of the school or Director of the Agency.

The Principal and Director of Studies keep and update the Central Record of Appointments. The Safeguarding Lead and management and support teams are trained in Safer Recruitment ensuring nothing is missed when recruiting staff, homestays and group leaders.

The school does not work with students under 12 years of age.

Welfare/Implementing Safeguarding

Risk assessments are produced for all activities and excursions either by the school or by the companies concerned. Particular consideration is given to safeguarding U18s in the assessments and the school ensures group leaders and teachers pass on the information to students. Supervision ratios are adhered to at all times.

The ratio for U18s is 1 leader per 12 students. This may be school leaders or overseas leaders or a combination of both.

Homestay providers are requested to inform the school office if a student is ill or unable to attend class. The information is passed immediately to the Director of Studies and the teacher involved. If a student is missing on an activity or excursion a group leader must remain behind until the student is found. Students’ mobile numbers are kept by the overseas group leaders and in some cases by our own activity leader for emergency purposes.
Homestay Providers adhere strictly to curfew times set down by overseas group leaders and/or the school and in event of curfews being ignored homestay providers are aware they must contact the overseas group leader or the school emergency phone. The emergency phone contact would then put procedures in place depending on the circumstances ie informing police if necessary.

In the absence of any parents or guardians, students aged between 12 and 18 are the responsibility of the group leaders, the homestay providers and the school.
Students U18 are not allowed out in the evenings without written permission from their parents or leaders.
The curfew times set down by the school are:

12 – 13 years of age: 20.00
14 – 15 years of age: 21.00
16 – 17 years of age: 22.00

The times should be adhered to, to ensure the safety of the students. If they are not adhered to the students will not be allowed out in the evenings.
Overseas Group Leaders may request alternative curfews.

All junior students must carry ID cards, along with contact details of the school and of their homestay providers. They must all wear the wristbands provided by the school with the emergency telephone details on them.
If Juniors are placed in adult classes they are identified by the use of wristbands and their names highlighted on the class registers.
Further information is provided in the Student Handbook for Juniors which is sent out to Individual Juniors and their parents/guardians and overseas Group Leaders prior to their arrival.

Fire Safety within the school is taken very seriously with regular fire drills. All U18s are given fire training as part of their induction on the first day by their teacher and in their own language by group leaders.

The school has put into place a First Aid Policy which not only complies with the regulations but also incorporates the principle of best practice both within the school and during activities and excursions – see First Aid Policy and H&S Policy.

Students are made aware of the disciplinary systems and other relevant information about the school prior to arrival through the Handbook for Juniors which is sent to the family on enrolment. The induction procedures on the first day with the Principal and/or group leaders reiterate the policies as set out in the Induction Policy for Juniors, Disciplinary Procedures – Students,

The school operates a meet and greet service for unaccompanied minors at the airport through a local taxi company. We also operate a ferry escort service in the summer months on the Plymouth/Roscoff ferry crossing for unaccompanied minors. This service is run by staff who have all had Enhanced DBS checks and safeguarding training. Adults are informed of this service when making enquiries about bookings.

Students are educated during their induction about being safe online, not believing all they read, not sharing personal data or photos with people they don’t know. Internet usage is protected through Parental Control and students must adhere to the rules for internet usage. A supportive approach enables students to tell adults if they receive any unwanted contact online or via text.

Provision is made for any students who are more vulnerable eg physical disabilities or those requiring more help with personal care or coming from a difficult home situation. The Safeguarding Team are trained to ensure vulnerable students are placed in a suitable homestay and that they are identified at the school to the Health and Safety Officer and that facilities required are available ie wheelchair ramps etc.

Private Fostering is when a student aged under 16 (or 18 if disabled) stays with a homestay provider for more than 27 nights. The Safeguarding Support Team reports this to the local authority, social services at least 6 weeks before the arrangements start so the social services are able to visit the homestay and ensure all is in order.

Please also refer to the following Policies:

Data Protection Policy
Privacy Statement

Complaints Procedure

Principles

  • The school is committed to providing clear lines of communication for students to voice complaints
  • The school will make every effort possible to resolve any complaints received by the students during their stay


Procedures

  • Any student wishing to make a complaint regarding any aspect of the school should in the first instance address his or her complaint to the Principal/Director of Studies
  • The Principal/Director of Studies will make every effort to understand the grounds of the complaint
  • The complaint will be passed on to the relevant person/department to be addressed
  • Where possible, action will be taken to resolve the complaint and where necessary procedures will be amended to satisfy the complaint
  • Where no action is taken, the student making the complaint will be advised of the reasons for this
  • A full record of the complaint and any action taken will be kept by the Principal/Director of Studies in the complaints file
  • In the event of a matter being unresolved, an external independent adjudicating panel would be set up with a legal representative and English UK support member
Customer Charter

The Customer Charter aims to improve access to the Suzanne Sparrow Plymouth Language School Services and to improve quality.
The Charter informs customers of the standards of service to expect AND what action to take if anything goes wrong.

The Charter is reviewed and updated on a yearly basis.

 Standards of Service

The Suzanne Sparrow Plymouth Language School is committed to promoting a positive learning environment amongst its students and staff.

The school provides a safe, caring educational environment with close adherence to welfare and safeguarding regulations.

Mission statement

We at the Suzanne Sparrow (Plymouth) Language School run a friendly and welcoming school, providing high-quality English tuition and accommodation with our carefully chosen homestay providers. We strive to ensure all our students have an inspirational and educational stay, helping them to achieve their individual goals, in a safe and caring environment.

Complaints

The school makes every effort possible to resolve any complaints received by the students and homestay providers within 24 hours.

Any student wishing to make a complaint should address the complaint to the Director of Studies or the Principal who will ensure the complaint is passed to the relevant person/department to be addressed.

Where possible action will be taken to resolve the complaint and where necessary procedures will be amended to satisfy the complaint.

Where no action is taken the student will be advised of the reason for this.

A full record of the complaint and any action taken will be kept by the Director of Studies or the Principal in the complaints file.

In the event of a matter being unresolved, an external independent adjudicating panel would be set up with a legal representative and English UK support member.

Contacts

All enquiries and bookings by email at study@sparrow.co.uk

Website www.sparrow.co.uk

By surface mail to Suzanne Sparrow Plymouth Language School

                              72–74 North Road East, Plymouth
                              Devon PL4 6AL
                              Tel +44 1752 222700

 

Assurance - Fair Service

The school strives to maintain a learning environment for its students in which honesty, integrity and respect are constantly reflected in personal behaviour and standards of conduct.

The well-being, development and progress of students are of primary importance.

The school promotes a learning environment which is completely free from bullying and demonstrates respect for diversity and equality.

 Legislation

The school is accredited by The British Council and is a member of English UK. Inspections are carried out by the British Council. 

Exclusion Policy
  • Behaviour: A student may be requested to leave his or her course if their behaviour is deemed to interfere with other students’ learning or with their experience at the Suzanne Sparrow (Plymouth) Language School. In such circumstances, the student will be issued with a written warning that if their behaviour persists their course will no longer be available.
  • Serious Misconduct: In the case of an incident of behaviour that is deemed to be serious and that brings the school into disrepute the student will be asked to leave the school immediately. Arrangements will be made in such circumstances to repatriate the student. Any repatriation costs will NOT be covered by the school. Examples of such behaviour may include violation of criminal statutes through:
    • Substance Abuse (drugs, alcohol)
    • Sexual Misconduct
    • Theft
    • Aggressive Behaviour
    • Bullying
    • Vandalism
    • Racism
  • Where a student behaves inappropriately during a lesson or social activity, or in the care of their homestay provider, or at any other time whilst they are the responsibility of the Suzanne Sparrow Plymouth Language School they will be requested to attend a meeting with the Principal/Director of Studies and a member of the safeguarding team to explain their behaviour. Targets for improved behaviour will be clearly set out. Minutes of the meeting will be taken and a copy sent to parents/agent/sponsor as appropriate. A copy will also be kept in the Disciplinary file. The copy of the meeting minutes will constitute a first written warning.
  • When a student fails to meet their agreement, the student will be asked to attend a meeting with the Principal/Director of Studies and a member of the safeguarding team. Where it is likely that an improvement in behaviour can be achieved, the meeting will result in further targets being agreed. A copy of the targets will be sent to parents/agent/sponsor. This constitutes the second written warning.
  • If a student continues to cause concern, they will be issued with a final warning which will state clearly the conditions to be met if the student is to continue at the school or recommend permanent or temporary
  • The student will have the right of appeal to the Chairman against any recommendation for permanent exclusion or suspension.
  • Where a student is excluded from school due to persistent bad behaviour, no refund of fees will be given.

Gross Misconduct

  • Where students are alleged to have committed an act of Gross Misconduct (i.e. bullying, stealing, sexual harassment etc.) the school reserves the right to immediately exclude the
  • Where a student is excluded from school due to Gross Misconduct, no refund of fees will be given.
  • Where a visa into the country has been obtained on the basis of the student’s attendance at the school, the embassy in question and the Home Office will be notified of the decision.
Students with Difficulties and Disabilities Policy

Principles

  • The school is committed to promoting a learning environment which is completely inclusive for all students.

Procedures

  • The Director of Studies (DOS) and the Health and Safety Officer are informed by the office staff of the arrival date of any student with learning difficulties or a disability, which has been indicated on the enrolment form.
  • The DOS informs the teacher and arranges for the needs of the student to be met: training is provided for teachers to assist them in dealing with these situations.
  • In the case of a disability, adequate provision is made ie use of ramps for wheelchair access, choice of suitable classroom and access to toilet facilities.
  • In the case of learning difficulties, the teacher is provided with the necessary learning tools to aid that difficulty ie large printed worksheets for the partial sighted.
  • Where necessary a helper will be provided to assist with supported learning.
Visa Application Guidelines

Students wishing to study in the UK will need a valid passport to enter the country.

Depending on where they were born or live and length of study, students from outside the European Economic Area (EEA) and Switzerland will also need a visa (official permit) to study in England. If you are unsure if you need a Visa, please visit this website to check https://www.gov.uk/check-uk-visa

Visa Types

Short-Term Study Visa

For students who want to study a short course in the UK and will not work while they are here. A Short-Term Study Visa allows the student to study for up to 6 months or 11 months if you’re 16 or over and taking an English Language Course. A Short-Term Study Visa does NOT allow the student to work alongside their studies, have access to public funds or bring family members (“dependants”) with you – they must apply separately. You can not renew your Short-Term Study Visa in the UK. For more information please check this website https://www.gov.uk/study-visit-visa/eligibility

Standard Visitor Visa

For adults who would just like to visit the UK for leisure, a holiday to visit family and friends and to study is not the main reason to visit you can apply for the Standard Visitor Visa. Once in the UK if you decide to take a short English Language Course, you can study for up to 30 days. For more information please check this website https://www.gov.uk/standard-visitor-visa/eligibility

Standard Visitor Visa Under 18

If you are under 18 you can apply for a Standard Visitor Visa if

  • You have made suitable arrangements for your travel and stay in the UK
  • You have consent from your parent or guardian to travel to the UK
  • You are able to pay for your return or onward journey
  • You have enough money to support yourself without working or getting help from public funds, or you have family and friends that can support you

You can travel alone to the UK without an adult (someone over the aged of 18), your parent or guardian will need to provide their:

  • Written consent for you to travel to the UK
  • Full contact details
  • The name, address and date of birth of the person that you will be staying with
  • Details of your relationship to the person who will be looking after you and their consent in writing so they can look after you during your stay in the UK

Please check here for further information on travelling with an adult (someone over the age of 18) https://www.gov.uk/standard-visitor-visa/if-youre-under-18

How to apply

Guidelines on how to apply for visas can be found on the following website: https://www.gov.uk/browse/visas-immigration/what-you-need-to-do

Enrolment Policy

In order to enrol a student requiring a Visa, we require the following information:

  • Exact dates of study
  • Copies of passport
  • Completed enrolment form
  • A deposit of 25% of the full course fees is required to confirm the enrolment of the student.

Upon receipt of the deposit, a letter confirming the student’s enrolment will be issued. The student can then use this letter to assist their visa application.

Fees will be refunded if the applicant is unsuccessful (less a non-refundable deposit of £100).

Sponsored Students

Sponsored students should provide us with a Financial Letter of Guarantee from their Sponsor / Embassy before they can start studying with us. (FLG)

During the student’s stay

Passports and visas are checked and photocopied upon arrival. All of the required contact details are obtained from the student (as per our Admissions Policy) upon arrival. Students are asked to advise the office of any changes in contact details.

Attendance is monitored throughout the student’s stay and the UKVI is notified of any sustained period of absence.

Useful references

https://www.gov.uk/government/organisations/uk-visas-and-immigration

Cancellation Policy

Procedures

  • Cancellation of a course by an individual will result in the loss of their £100 non-refundable deposit.
  • Cancellation of a student within a group is accepted if notification is given at least 7 days prior to arrival. In this case, the fees for the cancelled student will be refunded less the £50 non-refundable deposit.
  • No refund will be given for the cancellation of a student within a group where less than 7 days’ notice is given. Where exceptional circumstances are evident a refund may be given at the school’s discretion.
  • Cancellation of a whole group more than 2 weeks before arrival will result in the loss of the group deposit (£50 per student)
  • Cancellation of a whole group less than two weeks before arrival will result in a 25% cancellation fee.
  • Once a course has commenced no refund can be made for leaving before the end of the course. Where exceptional circumstances are evident a refund may be given at the school’s discretion.

 

Procedure for Homestay

If an individual student wishes to leave the homestay provider before the end of their stay, one week’s notice must be given. If this is not possible a penalty of £50 will be imposed for repayment of the homestay provider.

If a student wishes to remain with their homestay provider during the Christmas Period, the student will be charged as follows:

£35 per night (24th Dec – 2nd Jan)

£25 per night outside of these dates

£12.50 per night across the Christmas break, if the student is not in the home but wishes to retain their room

Privacy Policy

The Suzanne Sparrow (Plymouth) Language School is committed to making sure that the privacy of our data subjects is protected. This privacy statement explains what information we collect, how we use this information, how our data subjects can tell us if they prefer to limit the use of their information and the procedures that we have in place to safeguard their privacy.

We collect information from the following data subjects:

  • Students and their next-of-kin (emergency contacts)
  • Homestay Providers
  • Personnel (teaching and admin staff)
  • Agents/School Groups

We collect personal information:

  • To help students to enrol for our courses and send them the information
    they need to attend. We require the following information, as a minimum:
    • full name
    • date of birth
    • nationality and first language
    • address
    • email
    • mobile phone
    • gender
    • emergency contact details
    • passport details
    • we will need more information for different services, such as arranging accommodation or arrival/departure transfers.
  • To help homestay providers work with us. The minimum information we
    need from homestays to provide accommodation is:
    • full name
    • date of birth
    • nationality and first language
    • address
    • email
    • mobile phone
    • gender
    • passport details (or alternative ID, such as a driving licence)
    • DBS number and date (where applicable)
  • To engage teaching or admin staff. The minimum information we need is:
    • full name
    • date of birth
    • nationality and first language
    • address
    • email
    • mobile phone
    • gender
    • passport details (or alternative ID, such as a driving licence)
    • bank account details
    • national insurance number
    • DBS number
    • degree and teaching qualification details
    • reference details
  • To help agents and school groups to work with us. The minimum
    information we need is:
    • full name
    • organisation name (where relevant)
    • address
    • email
    • mobile phone
    • bank account details (where relevant)

Our Privacy Promise:

  • We will make sure that we have appropriate data security measures in place.
  • We will make sure that our partners have appropriate data security measures in place
  • We will respect privacy. Students and agents will only receive marketing emails from us, if they opt in to receive marketing material from us.
  • We will collect and use personal information only if we have permission or we need to collect enough information to process a student's enrolment, engage a member of staff or engage a homestay.
  • We will be clear about what information we will collect and how we will use it.
  • We will use personal information only for the purposes for which it was originally collected.
  • If a data subject would like us to check, change or erase their data, they may do so at any time, provided that it does not affect our legal or contractual obligations.

What information we collect and how we use it:

We collect information:

  • When students enrol for a course
  • When homestay providers, agents and school groups work with us
  • When we engage teaching or admin staff
  • Through cookies on our website (anonymous data)

Legal Bases

  • Contract
    • Students or their agents give us data to process an enrolment so that we can provide a service to them.
    • Homestay providers give us data so that we can place students in accommodation with them.
  • Vital Interest
    • Emergency contact information
  • Legal Obligation
    • Passport, DBS, visa information
  • Legitimate Interest
    • We may give student and/or homestay information to our teachers, admin staff, homestays, transfer providers, social & programmes organiser, agents and other subcontractors to make sure that the services which form part of our contract can be delivered.
  • Consent
    • Any secondary processing of data (contacting students after their course to give follow-up information or market courses or contacting agents/school groups). This means we will not send communications unless specifically agreed.

We will always make it as easy as possible for our data subjects to choose not to allow us to use their data, providing it does not prevent us from giving them the service requested or undertaking the agreed contract.

How long do we keep data?
We will hold information for 7 years after a student's course has finished/an employee contract has ended/a homestay relationship or agent/school group relationship has ended. After this time, the data is managed to make sure that it is either erased from our system or minimised and kept for legal reasons.

What anonymous statistical data do we keep?
We collect statistics from our website, so we can monitor how people use it, and so we can develop our services. These statistics do not include information that can be used to identify an individual. We also collect statistics from our student and agent database so that we can analyse our student bookings. These statistics are reported to English UK and the British Council, however, they do not include information that can be used to identify an individual.

How can I check, correct, limit or erase use of my information?
You can check, correct, instruct us to limit or erase any personal information we might hold about you. You can also ask us to provide all the information we hold on you.

Who do you share my data with?
We may share your personal information in response to government requests, to operate our systems properly and to protect both us and our users. Any other organisations who have access to personal information while providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your information and keep to data protection and privacy laws which apply (see above legal bases for collecting and holding data). We may also independently audit these service providers to make sure that they meet our standards.

How we protect your information
The safety of any data sent via online communications technology, such as email, cannot be guaranteed. When your personal information reaches us, however, it is stored securely and confidentially in accordance with GDPR.

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Health and Safety Policy
  1. The Principal as the employer recognises that the school has a duty of care towards its staff, both teaching and non-teaching and its students and members of the public (such as visitors who may use the premises).
    1. This duty which is set out under the Health and Safety at Work Act 1974 will be discharged through the offices of the Principal, Director of Studies and the Health and Safety Officer.
  1. To meet this duty the Principal expects senior members of staff and certain nominated persons to regard health and safety as at least as important as any other duty and not as an extra. Members of staff who identify any practical conflict between health and safety and other priorities must bring this to the attention of the Principal, Director of Studies or Health and Safety Officer.
  1. The Principal will be responsible for ensuring compliance with Suzanne Sparrow Plymouth Language School Health and Safety Policy. The Principal has appointed a Health & Safety Officer to coordinate and oversee the school’s Health and Safety Policy with the assistance of the Director of Studies on matters relating to the premises and plant.
  1. The teaching staff has a representative to represent them on health and safety matters to liaise closely with the DOS and Principal and will coordinate matters of concern expressed by the teaching staff.
  1. The Health and Safety Officer, will keep abreast and up-to-date on health and safety issues and will generally circulate relevant information to the teaching staff.
  1. Members of staff will be given training (either in-service or on external courses), where necessary to complement their knowledge and experience in respect of special health and safety risks.
  1. This Policy will not be effective unless all staff co-operate with the Principal, Director of Studies and Health and Safety Officer, in taking every practicable precaution to protect their own health and safety and that of students and other persons affected by those activities.
  1. Members of staff owe a special duty of care to students, especially teaching staff who may also be in the position of “Loco-parentis”. This duty can only be discharged by careful attention to the way in which they plan and supervise teaching periods, field trips and practical studies etc.
  1. Specific examples of important health and safety standards are set out in Part C of the school’s Health & Safety Policy.
  1. All accidents, whether to students, teaching or non-teaching staff are to be entered in the Accident book in the School Office.
  1. The Principal and Senior Members of Staff are aware that the activities of students and employees may affect the external environment and will pay full regard to the implications of the Environmental Protection Act 1990 - taking particular notice of the duty of care in respect of waste.
  1. Written Risk Assessments will be maintained of the risks to the health and safety of students and employees whilst they are on the school’s premises and grounds as required by the Management of Health and Safety at Work Regulations 1992. It is the Health and Safety Officer’s responsibility for all activities associated directly with the school.  Other members of staff will be responsible for assessments for activities they organise and run (extra-curricular activities, sports, a visit etc.)  A Risk Assessment form is on the following pages.
  1. This Policy will be regularly reviewed and new or unusual hazards will be communicated to all affected persons.

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