Privacy Policy

Effective Date: December 2024

Letstern Limited (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share information about our users (“you,” “your”) including students, service providers, and website/app visitors globally. This policy applies to all Letstern platforms, services, and communications.

Data Controller

The data controller responsible for your personal information is:

• Letstern Limited (UK) – Registered Office: Falconhurst, Mount Pleasant South, Robin Hoods Bay, Whitby YO22 4RQ, Company Number 16606253

For questions about this policy or to exercise your rights, you may contact our Data Protection Officer (DPO) at: dpo@letstern.com.

Data We Collect

• Personal Data: Name, email address, phone number, address, date of birth, and login credentials.
• Academic Data: Transcripts, certificates, admission-related documents, and other educational records.
• Financial Data: Payment information, bank account details, and invoices (processed securely via Letstern).
• Technical and Usage Data: IP address, browser type, device information, location data, cookies, and app usage analytics.
• Communications Data: Emails, chat messages, and service-related correspondence.

Legal Basis for Processing

• Consent: You provide explicit consent for data processing.
• Contractual Necessity: Processing is necessary to provide Letstern services.
• Legal Obligation: To comply with applicable laws, e.g., financial, visa, or tax regulations.
• Legitimate Interests: To ensure platform security, prevent fraud, improve services, and communicate updates.

How We Use Your Data

• Delivering Letstern services including bookings, coaching, guidance, and mentorship.
• Communicating with you regarding services, updates, or inquiries.
• Analyzing platform usage for improvement, security, and fraud prevention.
• Complying with legal obligations such as financial reporting or immigration requirements.
• Maintaining records and documentation required for operational purposes.

Data Sharing and Disclosure

We may share your information with:

• Service Providers: Payment processors, cloud storage, analytics, and other third-party vendors acting on our behalf.
• Legal Authorities: When required by law, regulation, or court order.
• Internal Departments: Only on a need-to-know basis to deliver services effectively.

We do not sell or rent personal data to third parties.

International Data Transfers

Your data may be transferred outside the UK, including to countries without an adequacy decision. Such transfers are safeguarded by:

• Standard Contractual Clauses approved by the EU.
• Appropriate technical and organizational measures to ensure data protection.

Your Rights

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your personal data (“Right to be Forgotten”).
• Restriction: Limit the processing of your data.
• Objection: Object to certain types of processing.
• Data Portability: Receive your data in a machine-readable format.
• Withdraw Consent: Revoke any consent you previously provided.

To exercise these rights, contact our DPO at dpo@letstern.com. We will respond within the statutory timeframes (typically within 30 days).

Data Retention

We retain your personal data only as long as necessary for:

• Providing services.
• Fulfilling legal obligations.
• Resolving disputes and enforcing agreements.

Afterward, personal data is securely deleted or anonymized.

Cookies and Tracking

• Ensure proper platform functionality.
• Analyze and improve user experience.
• Display relevant content and service updates.

You can manage or opt-out of non-essential cookies via your browser settings or through our Cookie Management interface.

Security Measures

• Encryption of sensitive data in transit and at rest.
• Access controls restricting data to authorized personnel only.
• Regular security audits and vulnerability assessments.
• A breach response plan that includes notification of affected users and authorities within statutory deadlines.

Children’s Privacy

Letstern services are intended for users aged 16 or above. We do not knowingly collect personal data from children below the minimum age. Where applicable, parental or guardian consent will be obtained before processing a minor’s personal data.

Changes to this Privacy Policy

We may update this policy to reflect changes in law, services, or operational practices. We will notify users of significant changes via email or platform notifications. The effective date will be updated accordingly.

Contact Us

You also have the right to lodge a complaint with a supervisory authority, such as the UK Information Commissioner’s Office (ICO).

Acknowledgment: By using Letstern services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

https://letstern.com/