Privacy statement

Language Institute Regina Coeli BV and Regina Coeli Language Courses BV protect the privacy of their customers, connections and co-workers. All privacy sensitive information you provide to Language Institute Regina Coeli BV and Regina Coeli Language Courses BV is part of this privacy statement. Your personal details are therefore handled and secured with the utmost care in accordance with the requirements of the General Data Protection Regulation (GDPR).

Last updated: November 2023 

1 | Who are we?

Language Institute Regina Coeli B.V. and Regina Coeli Language Courses B.V. (hereinafter referred to as Regina Coeli, we or us) handle personal data with care, in accordance with the requirements of the General Data Protection Regulation (GDPR). In this privacy statement, we explain how we handle personal data.

This statement applies if you use our services as a customer, if you are a (contact person of a) relation or supplier, if you apply for a job with us, if you visit our website or if you receive our newsletter. At that time, we are responsible for your personal data and are your point of contact.

For any questions, comments or complaints about this privacy statement or about our use of your personal data, please contact our data protection officer at privacy@reginacoeli.nl.

2 | When do we collect your personal data?

We collect and process your personal data from the moment onwards that you enter or leave your details on our website, you apply for a job at Regina Coeli or you register or are registered for our services or newsletter in any other way. We therefore collect data from everyone who interacts with us directly or indirectly. We may also receive your personal data from a third party, such as your employer or a portal through which you register.

3 | Which personal data do we use and what for?

We collect personal data from our customers for the performance of our services, the conclusion and execution of an agreement and in specific cases to comply with legal obligations.

Additional data may be desirable to better tailor services to your needs and characteristics or to meet more specific requests or obligations. You are responsible for the accuracy of the information you provide to us.

Customers

More specifically, your personal data are processed to:

  1. provide the information requested by you, send you our newsletter or brochures/flyers;
  2. register, administratively handle and invoice your requested intake and/or language training;
  3. provide the customized language training agreed with you, and communicate about it;
  4. resolve any complaint filed;
  5. comply with the laws and regulations that are incumbent upon us;
  6. perform analysis and (management) reporting for the purpose of improving our services.


The registration will include the following information:

Personal data:

  • Name and address, e-mail address and other contact information;
  • date of birth, nationality, gender and native language;
  • education level;
  • function;
  • name and address of the referring agency/company where you are employed;
  • if applicable, name and address, e-mail address and other contact information of your contact person;
  • debtor data.


(Personal) data regarding your language training:

  • language and type of training in which you are interested or enrolled (target language);
  • your starting and final level to be achieved in the target language;
  • your learning objectives for the language training;
  • the language in which explanations can be given to you (support language);
  • training dates and additional nights booked;
  • level achieved at the end of language training;
  • E-Regina exercises performed.
  • your progress;
  • advice for the further development of your language skills;
  • your dietary requirements, if applicable;
  • your evaluation of your language training.


In addition, we collect personal data from job applicants in the context of recruitment and selection. We have a legitimate interest in collecting your personal data at the "start" of the application process. When we get further into the application process, these personal data will be necessary for the preparation and execution of the employment contract. When you join us, we will ask for further additional information and our internal privacy policy applies. Our internal privacy policy also applies when you join us as a freelancer.

Applicants

More specifically, your personal data are processed to:

  1. be able to assess your suitability and availability, which may include the use of assessments, reference checks (if applicable to the position) and as indicated in the job posting;
  2. establish and maintain an employee relationship with you and carry out the relevant administration for this purpose.
  3. if we have entered into an employee relationship with you, for compliance with laws and regulations, including but not limited to identification, labour laws, tax and social security laws, anti-fraud and national and international sanctions laws.

The registration will include the following information:

  • Name and address, e-mail address and other contact information;
  • birth date, gender and marital status;
  • curriculum vitae (CV), information on education, internships and work experience;
  • other data that are or may be important in the context of assessing the candidate's suitability, for example, references and certificates;
  • passport photo and video (introduction) – on a voluntary basis;
  • details of training and education and/or tests you have attended or taken yourself or through us;
  • availability and time-off data.

We also collect personal data from website visitors, interested parties and (contact persons of) relations or suppliers. This occurs, for example, when you visit our website, fill out our contact form, sign up for our newsletter, contact us on behalf of a vendor or attend a networking event or workshop. Your personal data is then necessary to respond to your contact request, to send you our newsletter or to maintain the relationship, but also, for example, to improve our website and services. We therefore use your personal data on the basis of our legitimate interest, except when your interests or your fundamental rights and freedoms outweigh ours.

If you are a customer or relation of ours and we send you our newsletter, brochures or flyers, you can always object to this with us. If you are not a customer of ours, but are an interested party, we may only send you these messages if we have received your consent to do so via your registration (for example, through our website).

We also use cookies on our website. Personal data may also be collected in the process. For more information about our cookies, please see our cookie policy.

Website visitors, interested parties, associates and suppliers

More specifically, your personal data are processed to:

  1. provide you with your requested information, send you our newsletter or brochures/flyers;
  2. handle your contact request;
  3. handle delivery;
  4. maintain relationships;
  5. improve our website and maintain and secure the operation of our systems;
  6. provide an optimal experience on our website.

The registration will include the following information:

  • Name and address, e-mail address and other contact information;
  • telephone number – on a voluntary basis;
  • other personal data provided in the contact;
  • newsletter subscription or unsubscription;
  • cookie data.

 

4 | With whom do we share (some of) your personal data?

We engage organizations that manage our IT. These parties process your personal data only on our behalf and they may use your data in any way themselves. Also, our data locations are situated within the European Union and in Switzerland. This has also been agreed in our processing agreement. As for Switzerland, the European Commission has decided that Switzerland provides an adequate level of protection for personal data – comparable to the European Union. This was decided in a so-called adequacy decision. This allows us to securely transfer your personal data to Switzerland.

We may also disclose your personal data to organizations that provide services or execute orders (on our behalf), to government agencies and other business associates.

This may pertain to:

  • our affiliates, group companies and subsidiaries, as necessary for the purposes described in this privacy statement.
  • our employees as necessary for the performance of their duties; in doing so, our employees are always contractually bound to maintain confidentiality;
  • other recipients (as independent controllers), if this is necessary for the purposes described in this privacy statement and we have grounds for doing so. This pertains to the hotels and catering organisations we work with;
  • another party if required by law, court order or any (other) legal proceedings, including a merger, acquisition or sale of assets or in the event of bankruptcy.


5 | For how long do we keep your personal data?

The retention periods we use depend on the purpose for which we have collected your personal data and on whether there is a legal retention obligation.

If you are a customer of ours, we will in principle keep your personal data for a maximum of 5 years after the completion of your language training, unless we receive a request to delete your personal data sooner. We cannot (fully) comply with deletion requests if we need to keep your personal data (longer) for certain purposes, for example under any legal obligations. We must for example keep some data for 7 years for financial and administrative purposes.

Data of applicants will be deleted after you have asked us to do so or no later than four weeks after the application process has ended unless you have given us permission to keep your personal data for one year after the application process has ended. That way we can approach you at a later time for other job openings.

If you are a website visitor, interested party or (contact person of a) relation or supplier and if you subscribe to our newsletter, send us a contact request, participate in a networking event or contact us in any other way, we will store your data for as long as is necessary to fulfil your requests. After that we will delete your personal data and in any case 12 months after the last moment of contact. We must for example keep some data for 7 years for financial and administrative purposes.

6 | How do we secure your personal data?

Regina Coeli does everything in its power to protect your personal information from unauthorized use. We do this using physical, administrative, organizational and technical security measures. For example, only authorized employees have access to your personal data.

If and to the extent that data is provided to others who provide services or execute orders on our behalf, we have agreed with them that they also provide optimal security for such personal data.

7 | Camera surveillance

The use of camera surveillance also counts as a form of security, but also constitutes a form of processing personal data. Camera surveillance at our locations takes place exclusively:

  • to protect the health and safety of persons;
  • for supervision in the building and on the grounds of the Institute;
  • to guard items located in the building and on Regina Coeli's premises.


It is clearly marked where cameras are placed. These records will not be kept for longer than 7 business days unless any incidents are recorded.

8 | What are your rights?

You have a number of rights regarding your personal data. We explain below what these rights are and how you can exercise them.

Right to access and information
You have the right to see what personal data we collect and use from you. In doing so, you are also entitled to (additional) information, as set out in this statement.

Right to change
You have the right to have your personal data changed if it is objectively wrong.

Right to data erasure
You have the “right to data erasure”. This is cited in quotation marks, since in fact, we may not always erase your personal data. Sometimes, for example, their use is still necessary for compliance with legal obligations or to institute, exercise or substantiate legal proceedings. Therefore, we always take this into special consideration when such a request is made.

Right to restrict processing
You may also, under certain circumstances, restrict (or have restricted) the processing of your personal data by us.

Notice of modification, deletion or restriction
Unless it is impossible or requires disproportionate effort, we will inform the recipients of your personal data about the change, deletion or restriction of processing.

Right to portability
Under certain circumstances, you may request that we transfer your personal data to another party.

Right to Object
Further, under certain circumstances you can object to the processing of your personal data by us (or parties engaged by us), for example if you are a customer and we use your data to send you our newsletter, brochures or flyers.

Withdrawing consent
If we have requested your consent, you have the right to withdraw it at any time. Withdrawal of consent does not affect the validity of the use of your data prior to its withdrawal.

Right to complain
If you believe that the processing of your personal data is unlawful, you can always contact us. You also have the right to file a complaint with the Dutch privacy regulator – the Personal Data Authority. See here.

If you have a personal account with us, you can always view and modify the most important data yourself. In addition, you can make an itemized request to us by sending an e-mail to privacy@reginacoeli.nl, stating your name and address.

We will respond to the request as soon as possible, and at the latest within one month of receiving your request. In doing so, we will also assess whether, and if so to what extent, we can and must comply with your request under the law. If a longer period is needed, we will also notify you. The submission and handling of your request is in principle free of charge, unless, for example, your request is submitted disproportionately often.

9 | Questions, comments and changes

If you have any questions, comments, complaints about the protection of your personal data by us or if you suspect a data breach, please contact our data protection officer at privacy@reginacoeli.nl or in writing at:

Language Institute Regina Coeli B.V., Attn. the Data Protection Officer
Martini Avenue 12
5262 BR Vught, Netherlands

We may change our privacy statement from time to time. Therefore, please check this web page regularly for the latest version. Use of our website and services implies that you have read our (amended) statement.

© 2023 Language Institute Regina Coeli B.V. and Regina Coeli Language Courses B.V.

Are you interested in language and career?

Just leave your email address with us and we will be happy to keep you informed.