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OUR PRIVACY & DATA PROTECTION POLICY


UPDATED: 20th May 2018

OUR DATA PROTECTION COMMITMENT


español eXtra is a website dedicated to providing teachers and learners of Spanish, from beginners level onwards, to online and printable resources. Our public website can be accessed at www.espanol-extra.co.uk and our subscription-only resources can be accessed by an allocated username/password at www.espanol-extra.co.uk/gateway/index.html.

We have always understood the need to collect as little data as possible from our subscribers and understand the concerns that you may have about how your data may be stored, sent and used. We are committed to complying with all data protection laws and want you to feel confident in the measures we are taking to uphold your data privacy rights.

We have in place appropriate physical, electronic and operational procedures intended to safeguard and secure the information we collect. We have a legal duty to respect the confidentiality of your information. Access to your data is restricted to those who have a reasonable need to access it. All of our data, including backups, is secured with encryption and is not accessible on the Internet or on a network.

This privacy policy explains how español eXtra collects and uses any personal information you provide. In it we explain the types of information we collect, how we collect it, what we use it for and who we may share your personal information with. We also let you know what rights you have over your information.

OUR PRIVACY AND DATA PROTECTION POLICY


Privacy policies don't need to be confusing and we don't think you should have to read through lots of complicated paragraphs to understand how we handle your data. We think this document highlights the most important points to be aware of.

We keep our privacy policy under regular review.

This version was last updated on 20th May 2018.

THE INTEGRITY OF THE DATA WE HOLD


It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You may opt in or out of receiving communications from us at any time by contacting us on the email address below.

Contact us on

1.WHAT INFORMATION MIGHT WE COLLECT ABOUT YOU?


In order to maintain efficient communications with our subscribers, we collect the bare minimum information necessary to be able to contact the person responsible for taking out the subscription, their school/college/academy Modern Languages Dept or Finance Department. We do our best to keep the information we collect about you to the minimum necessary.

The information we collect is generally restricted to the following categories:-

For an individual subscribing as a "learner" for their own personal use, or for a parent/guardian/carer subscribing on behalf of their child, we generally collect their name, email address and home address. We also hold information relating to the dates of historical subscriptions for those renewing a subscription.

For an individual subscribing as a "teacher or tutor", on behalf of a named school/college/academy, we generally collect their name, their job title, email address and school/college/academy address. We also hold information relating to the dates of historical subscriptions for those schools/colleges/academies renewing a previous subscription.

Where communication is made with a school/college/academy finance department, we generally collect the name of the finance team member, or equivalent, and their email address. We also hold information relating to payments made or outstanding.

If the subscription is paid for online using our PayPal* payment gateway, we receive an electronic payment receipt from PayPal* with the address of the person who has made the payment as supplied by him/her to the PayPal* payment website form.

* for PayPal's data privacy policy please see PayPal Privacy Policy

Our website servers automatically generate log files related to login instances. This information is restricted to username, IP address and a date/time stamp. This does not identify an individual by their personal data.

We may collect and record information about users' interactions or conversations with us, including when you make enquiries, comments, complaints or submit feedback to us. This also includes changes to usernames and passwords, updates to record payments received and subscription expiry dates, marketing preferences and survey responses.

2. WHAT INFORMATION DO WE NOT COLLECT ABOUT YOU?


As mentioned, in order to maintain efficient communications with our subscribers, we collect the bare minimum information necessary to be able to contact the person responsible for taking out the subscription, their school/college/academy Modern Languages Dept or Finance Department.

For this reason, we do not request, collect, store or use information relating to age, gender, date of birth, nationality, personal interests, likes or preferences or any financial data such as bank details or similar. If a subscriber makes payment via our PayPal payment gateway, we do not receive their financial information at any point, just confirmation that a payment has been successfully made with a confirmation receipt which displays the address details supplied to PayPal when payment was made.

As our online resources are accessed using a single username/password for each subscribing individual or a common username/password for all users within a school/college/academy or similar, we do not create online accounts for individual users nor have private areas where personal information could be requested, collected and stored or added, manipulated, stored or changed by an individual user.

We do not request or collect any data about any individual student who accesses the resources on our website using the login issued to his/her school/college/academy.

We do not pass any data you provide to us to any third party such as marketing companies or similar.

We only keep your data for as long as is necessary to fulfil our obligations to you and in accordance with UK law.

3. HOW DO WE COLLECT YOUR INFORMATION?


Depending upon your interactions with us, we might collect information in the following ways:

You may give us your name and contact data by filling in forms or by corresponding with us by post, phone and email. This includes personal data you may provide when you:

- Email us requesting a brand new or renewal subscription
- Email us to provide the contact data for a new person taking on responsibility for the administration of a subscription to our resources
- Email us with a query or to request information or technical answers from us
- Email us to reactivate an expired login
- Fill out an online form after making an online payment via PayPal to provide us with new subscriber details
- Fill out an online form to confirm or update subscriber details
- Fill out an online form to give us feedback or comments on our resources

Our interactions with you may be recorded and monitored for the purposes of improving customer service, quality assurance, training, security and general business purposes.

As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We may collect this personal data by using cookies, server logs and other similar technologies.

4. WHAT DO WE USE YOUR INFORMATION FOR AND WHY?


Under data protection laws, we are allowed to use personal information only if we have a proper reason to do so such as:

- to fulfil a contract we have with you or;
- when it is our legal duty or;
- when you consent to it

We have set out below a description of all the ways we plan to use your personal data and the reasons for this.

To manage your subscription to our online resources

We will use your information to provide you with any information you require to access and use our resources when you hold a current, valid subscription.

To contact you with information about your subscription

We will use your contact details to send you communications which relate to your subscription. Such communications may include confirmation of a new or renewed subscription, updates to a username/password, reminder of an upcoming subscription renewal date or communication relating to a lapsed subscription that you may wish to reactivate.

To contact you with information regarding our online services/resources

We will use your contact details to send you communications which relate to our services and the resources we provide on our website. This may include information relating to service updates, new features of the website or future developments.

To comply with our legal responsibilities

We may use your data to comply with our legal responsibilities.

5. WHEN DO WE SHARE YOUR INFORMATION?


español eXtra will never share any of your information with any unrelated company or organisation or other third party. We do not sell, lend or monetize the data we hold in any way.

We may be legally required to disclose personal data in accordance with UK law under specific circumstances.

6. WHEN WILL WE GET IN TOUCH WITH YOU?


We generally contact our subscribers for three reasons:

- To inform subscribers of an impending subscription expiry date and, in doing so, invite them to confirm that a renewal is required and to begin the process of invoicing and updating logins and contact details as required

- To inform subscribers of a lapsed subscription for which the expiry date has passed and, in doing so, invite them to confirm that a renewal is required and to begin the process of invoicing and updating logins and contact details as required

- To inform subscribers and/or finance department team members of overdue payments

We may occasionally contact our subscribers for additional marketing or feedback request purposes.

7. YOUR PERSONAL DATA RIGHTS


We want you to feel reassured that you have control of any and all of your personal information that we may hold.

With this in mind, we outline below the rights you have in relation to the personal information we hold about you:

- The right to be advised of how we will use your personal information. This is set out in this privacy policy and we do our best to provide you with as much information as we can at the point at which you pass us your data.

- The right to ask us to correct any information you believe is incorrect.

- The right to ask us to not to use your information for marketing purposes.

- The right to receive a copy of the personal data we hold about.

- The right to ask us to limit or cease processing or erase information we hold about you.

- The right to withdraw consent that you have provided to us to use your personal information.

HOW CAN YOU EXERCISE YOUR RIGHTS?


You can exercise these rights over your data by contacting us via email on or by checking the applicable boxes on forms where we collect your information. You can also unsubscribe from any marketing circulation lists you are on by scrolling to the bottom of the e-mail and clicking the 'unsubscribe' or 'opt out' link.

We will comply with your requests unless we have a lawful reason not to do so. We may need you to provide additional details to confirm your identity in order to process your request.

8. DATA SECURITY


We have in place appropriate physical, electronic and operational procedures intended to safeguard and secure the information we collect. We have a legal duty to respect the confidentiality of your information. Access to your data is restricted to those who have a reasonable need to access it. All of our data, including backups, is secured with encryption and is not accessible on the Internet or on a network. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. HOW LONG DO WE KEEP YOUR DATA FOR?


We will only keep your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal accounting or reporting requirements.

10. CHANGE OF PURPOSE


We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

11. THIRD PARTY LINKS


The website www.espanol-extra.co.uk may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

12. COOKIES


"Cookies" allow websites to identify the computer or device you're using to access resources. They can also allow websites to track users' use of resources and can determine the advertising you see on a website. We do not currently use "cookies" on our website and, therefore, do not collect data about or track your use of español eXtra in this way. Your privacy is not impacted, therefore, by cookies when using the español eXtra website. Most modern web browsers give you the facility to block, accept or allow the use of cookies according to your wishes.

13. IF YOU FAIL TO PROVIDE PERSONAL DATA


Where we need to collect personal data under the terms of the subscription that you have taken out with us, if you do not provide the necessary personal data to allow us to contact you we may not be able to provide you with resources and services you require. For this reason, the minimal data we do collect, such as name, email address, school/college/academy name and address, is important for the successful management of your subscription.

14. HOW TO CONTACT US


If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us on

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You may opt in or out of receiving communications from us at any time by contacting us on the email address below.

Contact us on

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