Privacy Policy

Last Updated: May 31, 2024

Poly Languages Institute (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in compliance with various legal requirements, including those of the U.S. Citizenship and Immigration Services (USCIS), the Commission on English Language Program Accreditation (CEA), the Bureau for Private Postsecondary Education (BPPE), and the General Data Protection Regulation (GDPR).

1. Information We Collect

We collect and maintain records required by USCIS, CEA, BPPE, and other relevant authorities. This information includes, but is not limited to:

  • Personal identification information (name, date of birth, passport number, etc.)
  • Contact information (address, email, phone number)
  • Academic records (transcripts, grades, attendance)
  • Payment information (credit card details are kept by Stripe. We do not collect or store personally identifiable financial data, such as payment card numbers. You provide this information directly to Stripe, and their handling of your personal data is regulated by their privacy policy.)

2. Use of Information

We use the information we collect to:

  • Comply with USCIS, CEA, and BPPE requirements
  • Submit necessary reports to the aforementioned entities
  • Provide transcripts directly to students
  • Contact students for service-related matters

3. Data Sharing

We do not sell or share your personal information with any third parties. Hence, no mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

4. Data Security

We take appropriate measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include secure storage systems, restricted access, and encryption of sensitive data.

5. Student Rights

Students have the right to:

  • Access their personal information
  • Request corrections to their personal information
  • Obtain their transcripts

To exercise these rights, please contact us at [Insert Contact Information].

6. Use of Contact Information

We use students’ contact information solely for service-related matters, such as:

  • Notifications about classes and schedules
  • Billing and payment reminders
  • Important updates and announcements

7. European Data Protection Specific Information

Data Controller

Poly Languages Institute is the data controller responsible for the processing of your personal data.

Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: When you have given explicit consent for specific purposes.
  • Performance of a Contract: When processing is necessary for the performance of a contract with you.
  • Legal Obligation: When processing is required to comply with our legal obligations.
  • Legitimate Interests: When processing is necessary for our legitimate interests, provided that your interests or fundamental rights do not override them.

Data Subject Rights

As an EU data subject, you have the following rights:

  • Right of Access: You can request access to your personal data.
  • Right to Rectification: You can request correction of inaccurate or incomplete data.
  • Right to Erasure: You can request the deletion of your personal data under certain conditions.
  • Right to Restrict Processing: You can request that we restrict the processing of your personal data.
  • Right to Data Portability: You can request the transfer of your personal data to another organization.
  • Right to Object: You can object to the processing of your personal data under certain conditions.
  • Right to Withdraw Consent: You can withdraw your consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
  • Right to Lodge a Complaint: You can lodge a complaint with a supervisory authority if you believe your data protection rights have been violated.

Data Transfers Outside the EU

If we transfer your personal data to countries outside the EU, we will ensure appropriate safeguards are in place to protect your data, such as standard contractual clauses or other legally accepted mechanisms.

Data Retention

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

Contact Information

If you have any questions or concerns about our data protection practices, please contact our Data Protection Officer (DPO):

Poly Languages Institute
Attention: Data Protection Officer
18818 Teller Ave., Suite 160, Irvine, CA 92612
[email protected]

Automated Decision-Making and Profiling

We do not use automated decision-making or profiling that produces legal effects concerning you or similarly significantly affects you.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website. Changes are effective immediately upon posting.

9. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Poly Languages Institute
Attention: Data Protection Officer
18818 Teller Ave., Suite 160, Irvine, CA 92612
[email protected]