Data Protection and Privacy Policy

Babel Academy of English is committed to protecting the personal data of its learners, staff, host families, partners, and website users. This policy explains how personal data is collected, processed, stored, and protected in compliance with the General Data Protection Regulation (GDPR).

How We Use Your Data

We collect and process personal data to:

  • Respond to enquiries, including those submitted via our website chatbot
  • Provide information on courses and services
  • Manage enrolments and academic administration
  • Arrange and manage student accommodation
  • Organise and improve programmes and operations
  • Send relevant updates, offers, or service communications

Marketing communications are sent only where consent has been provided or where permitted under legitimate interest, and individuals may opt out at any time.

Personal data may be shared with relevant third parties where necessary to deliver our services and operate our programmes. For example, we may share host family contact details and household information with students, parents, or Educational Tour Operators (ETOs), and share relevant information with host families to arrange accommodation. Where necessary for welfare or safeguarding purposes, limited medical or dietary information may also be shared with accommodation providers. We may also share relevant contact details with transport providers to coordinate airport transfers.

Personal data may also be shared with IT service providers who support our systems, and with regulatory or public authorities where required by law. All data sharing is limited to what is necessary for the specific purpose and is carried out in accordance with GDPR, on the basis of contractual necessity, legal obligation, legitimate interest, or explicit consent where applicable.

What Data We Collect

Depending on your interaction with us, we may collect:

  • Contact details
  • Personal details (date of birth, nationality, passport/visa information)
  • Education and employment information
  • Medical or accessibility information (where relevant)
  • Payment and financial details
  • Exam results and attendance
  • Photos (for ID cards, activities, or promotional materials, with consent)
  • Host-family data including Garda vetting documentation
  • Academic records including assessment results, course progression information and attendance records.

For learners under 18 years of age, personal data is collected and processed on the basis of parental or guardian consent and contractual necessity. Additional safeguards apply to the processing of minors’ data in accordance with child safeguarding and GDPR requirements.

How Data Is Collected

Data is collected through:

  • Application forms, contracts, and emails
  • Education Tour Operators acting on your behalf
  • Employers for sponsored students
  • Host family inspections and communications
  • Online platforms such as the school website, WhatsApp, and Microsoft 365.
  • Website forms and chatbot interactions (including AI-powered chat services).

Data Retention

Personal data is retained only for as long as necessary for legal, contractual, regulatory, or operational purposes. Retention periods are defined in the Babel Academy of English Data Retention Policy. Upon expiry of the applicable retention period, data is securely deleted or anonymised in accordance with GDPR Article 5(1)(e). You can request our Data Retention Policy for more details.

Your Data Protection Rights

You have the right to access, correct, delete, or restrict your personal data, withdraw your consent at any time by contacting us, object to processing, and lodge a complaint with the Data Protection Commission (www.dataprotection.ie).

We encourage you to contact us in the first instance so we can address any concerns promptly. You also have the right to lodge a complaint with your local supervisory authority if you are located outside Ireland.

Requests to exercise any of your data protection rights (including Subject Access Requests or withdrawal of consent) should be submitted in writing to admin@babelacademy.ie. We may request verification of identity before processing your request. All valid requests will be responded to within one month in accordance with GDPR Article 12.

Third Party Websites and Platforms

Personal data may be processed and shared with approved third-party service providers where necessary for the delivery of our services. These include systems such as Fidelo, Microsoft 365, Viatel Technology Group, GELnet, OnePageCRM, Google (limited seasonal use), WhatsApp Business, AI chatbot and automation service providers (used to operate website chat functionality) and other platforms used for academic and administrative purposes. All such providers operate under GDPR-compliant contractual arrangements and are subject to appropriate data protection safeguards.

International Data Transfers

Where personal data is transferred outside the European Economic Area (EEA), appropriate safeguards are implemented in accordance with Chapter V GDPR. These safeguards may include agreements, adequacy decisions, or equivalent contractual protections to ensure that personal data remains protected to EU standards.

Cookie Policy

We use cookies to support the functionality and performance of our website and to improve user experience. This includes the use of analytics tools such as Google Analytics, which help us understand how visitors interact with our website. Cookies may collect information such as device identifiers and usage data. Where required, cookie consent is obtained through our website cookie banner, allowing users to manage their preferences.

Data Security, Backup, and IT Governance

Babel Academy stores all data in secure systems including Fidelo and Microsoft 365 (SharePoint). Backups are performed nightly (Fidelo) and twice daily (Microsoft 365), with encrypted storage in EU data centres and defined retention periods. Babel Academy of English works with Viatel Technology Group to monitor infrastructure and maintain cybersecurity measures.

In the event of any actual or suspected personal data breach, the organisation follows its formal Data Breach Response Policy, which sets out procedures for detection, reporting, investigation, containment, and notification in line with GDPR requirements, including Articles 33 and 34.

Data Protection Impact Assessments (DPIAs) are conducted for high-risk processing activities in accordance with Article 35 GDPR and are reviewed periodically as part of the organisation’s data protection governance framework.

Data protection risks are reviewed periodically through the organisation’s risk management framework and reported to Senior Management and the Board where appropriate.

Contact Information

Data Protection Lead: Annalisa Di Frenna
Babel Academy of English
2nd Floor, Astor Hall, 4–6 Eden Quay, Dublin 1 (D01 N5W8)
📞 +353 1 547 7665
📧 admin@babelacademy.ie

For independent advice, you may contact:

Data Protection Commission
21 Fitzwilliam Square South, Dublin 2
📞 +353 57 868 4800 / +353 76 110 4800
📧 info@dataprotection.ie

Health and Safety Policy

Babel Academy of English is committed to maintaining a safe and healthy working and learning environment across all our premises. In compliance with the Safety, Health and Welfare at Work Act 2005, we have developed site-specific Safety Statements and Risk Assessments for our premises. These documents set out our responsibilities, identify workplace hazards, and outline the control measures, training, emergency procedures, and reporting systems in place to minimise risks to staff, students, contractors, and visitors. Our safety framework covers issues such as fire safety, first aid, slips and trips, manual handling, workstation ergonomics, electrical safety, visitor management, safeguarding of minors, waste management, off-site activities, lone working arrangements, and evacuation procedures. Through regular training, monitoring, and annual review of each site’s safety assessment, we work to ensure that all reasonably practicable measures are taken to prevent accidents and promote a safe, supportive environment for everyone.

For a full copy of our Health and Safety Statement or specific policies, please contact info@babelacademy.ie.

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