Host Family Privacy Policy

1. Introduction

Language Link International (“LLI”, “we”, “us”, “our”) is committed to protecting your privacy. This policy explains how we collect, use, store, and protect your personal data when you apply to become or serve as a host family.

We are the data controller for the personal data we process about host families. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect the following types of personal data:

3. How We Use Your Information

We use your personal data to:

• Process your host family application
• Conduct background checks (DBS)
• Match students with suitable host families
• Communicate with you about student placements
• Process your hosting payments
• Provide support during hosting periods
• Comply with legal and safeguarding requirements
• Improve our services and programmes

4. Legal Basis for Processing

We process your personal data based on:

• Contract: To perform our agreement with you as a host family
• Legal obligation: To comply with safeguarding and child protection laws
• Legitimate interests: To operate our business and improve our services
• Consent: For marketing communications (where you have opted in)

5. Information Sharing

We may share your information with:

• Students and their families: Basic contact details and household information for matching purposes
• DBS checking services: For background verification
• Schools: Contact details when required for student welfare
• Insurance providers: When processing claims
• Law enforcement: When required by law or for safeguarding
• Service providers: Payment processors, email services (under strict data agreements)

We do not sell your personal data to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your data:

• Encrypted data storage and transmission
• Secure access controls and authentication
• Regular security assessments
• Staff training on data protection
• Secure backup systems

7. Data Retention

We retain your data for:

• Active host families: Throughout your hosting relationship plus 3 years
• Inactive host families: 3 years after last hosting, or longer if required by law
• Rejected applications: 1 year from rejection date
• DBS records: As required by safeguarding regulations
• Financial records: 7 years for tax purposes

8. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal requirements)
• Restriction: Limit how we use your data
• Portability: Receive your data in a portable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: Where processing is based on consent

To exercise these rights, contact us at haydn@languagelinkintl.com

9. Cookies

Our website uses cookies to improve your experience. Essential cookies are required for the site to function. Analytics cookies help us understand how you use our site. You can manage cookie preferences through your browser settings.

10. Children's Data

We collect data about children in your household as part of the host family application. This data is processed only for safeguarding purposes and matching with appropriate students.

11. International Transfers

Some of your data may be shared with student families in Spain. We ensure appropriate safeguards are in place for any international data transfers, including Standard Contractual Clauses where required.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by email or through the host portal. The latest version will always be available on our website.

13. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.