LanguageMate Privacy Policy

Last Updated: 2nd February 2026

1. Overview

LanguageMate is the trading name of LanguageMate LTD, a company registered in the United Kingdom under company number 11657361, with registered office address at 1st Mary's Avenue, Billericay, Essex, CM12 9DU. For any enquiries, you may contact us at [email protected].

This policy explains how LanguageMate LTD ("we", "us", "our") collects, uses, retains and protects personal data from users of our LanguageMate platform. It applies to all users, including adults and users under the age of 18.

We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered in the UK with the Information Commissioner’s Office (ICO), under number ZB815046.

This policy should be read alongside our Terms of Use, which govern your use of the LanguageMate platform. Where this policy refers to cookies and similar technologies, that section also constitutes the cookie information referenced in our Terms of Use.

Access to the LanguageMate platform is provided through your institution (such as a school, university, or training provider) under a separate service agreement between your institution and LanguageMate LTD.

By signing up to LanguageMate you agree to the following privacy policy.

2. Data Controller and Data Processor

Under data protection law, different parties may act as a "data controller" (deciding why and how personal data is processed) or a "data processor" (processing data on behalf of a controller). For LanguageMate, these roles work as follows:

Where you access the Service through an institution or company:

(a) The institution or company is the data controller for all personal data relating to your use of the platform (including learning progress, conversation logs, and usage analytics). LanguageMate LTD processes this data as a data processor under a Data Processing Agreement ("DPA") with the institution or company.

(b) LanguageMate LTD is the data controller for account registration information you provide directly to us (name, email, login credentials), as described in our Privacy Policy at https://languagemate.io/privacy

3. Information We Collect

We collect the following categories of information from users:

• Account Information: This includes your name, email address, login credentials and any other identifying information on your profile.
• Conversation and Interaction Data: This includes your conversation inputs, language practice interactions, AI-generated responses and records of your learning sessions on the platform.
• Performance and Progress Data: This includes data about your interaction with courses, scenarios and exercises within the platform, as well as your learning progress and proficiency levels.
• Analytics Data: We use cookies and similar technologies to support the operation of our services, monitor traffic on our website or apps, and personalise content. Further details are set out in Section 7 (Cookies and Similar Technologies) below.

4. How We Use Your Information

We use the data described above for the following purposes:

• Providing the Service: To authenticate users, deliver the platform, generate AI responses, track your learning progress and respond to your requests.
• Improving the platform: To customise the learning experience and adjust the degree of difficulty to your level and needs. We may anonymise (please see clause 5 below) your conversation inputs and language practice interactions for the purposes of improving our AI models, conducting research and development, and creating aggregated analytics. Please note that: we do not use identifiable personal data to train our AI models.
• Platform security and content moderation: To monitor for misuse, enforce our Terms of Use, and maintain the safety and integrity of the platform. We reserve the right to review content on the platform and take action where it breaches our Terms of Use or is otherwise inappropriate.
• Analytics for your institution: Where applicable, to provide aggregated or individual performance analytics to your institution.
• Research and development (anonymised data only): To improve our AI models and language learning features, conduct research, and create aggregated datasets. This processing uses only anonymised data, as described in Section 5 below.

5. Anonymisation and AI Training

We may anonymise your conversation inputs and language practice interactions for the purposes of improving our AI models, conducting research and development, and creating aggregated analytics.

We do not use identifiable personal data to train our AI models. Only data that has been fully anonymised is used for this purpose.

"Anonymised" means that all identifying information has been irreversibly removed so that you cannot be re-identified. Once anonymised, this data is no longer considered personal data under UK GDPR and cannot be linked back to you or deleted upon request.

Anonymisation typically occurs periodically during your use of the service. You may object to the processing and anonymisation of your data at any time before anonymisation takes place by contacting us at [email protected]. Once data has been anonymised, it cannot be retrieved or deleted.

To the extent your inputs constitute copyrightable material, the licence granted in our Terms of Use allows us to use such material only in anonymised, aggregated form. We do not claim ownership of your original content.

6. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for each type of processing we carry out. We rely on the following legal bases:

Contractual necessity (Article 6(1)(b)): Processing that is necessary to provide the LanguageMate service to you under the agreement between your institution and LanguageMate LTD. This covers account creation, authentication, delivering AI-driven language learning content, and tracking your progress.

Legitimate interests (Article 6(1)(f)): Processing that serves our legitimate interests or those of your institution, provided these are not overridden by your rights and freedoms. This covers platform security and abuse prevention, content moderation, platform improvement, and the provision of usage analytics to your institution.

Consent (Article 6(1)(a)): Where processing is not covered by the bases above, we will seek your consent. You may withdraw consent at any time, though this does not affect the lawfulness of processing carried out before withdrawal.

6.1 Consent for Users Under 18

For users under the age of 18, we process personal data on the basis of consent provided through appropriate channels. Your institution is responsible for obtaining the necessary parental or guardian consents for student use where required by applicable law. By accessing the LanguageMate service through your institution, it is confirmed that such consent has been obtained.

6.2 Institutional Consent

In an institutional setting, an authorised individual (such as a teacher, administrator, or other designated representative) may consent to our Terms of Use on behalf of students or participants, provided they are authorised to do so by the institution. Where this applies, the authorised individual affirms that they have the authority to act on behalf of the students or participants and that appropriate parental or guardian consents have been obtained where required.

7. Cookies and Similar Technologies

This section constitutes the cookie information referenced in our Terms of Use.

We use cookies and web storage objects to make it easier for you to use our services during future visits, to monitor traffic on our website or apps and to personalise content. Cookies and web storage objects are small text files that are stored on your terminal device through your browser.

If you do not want us to use cookies or web storage objects, you can change this accordingly in your browser settings. Please note that disabling cookies may affect the functionality of certain parts of the service.

8. Your Data Protection Rights

Under UK GDPR and the Data Protection Act 2018, you have a number of rights in relation to your personal data. These rights apply to identifiable data only and not to anonymised data (which, as described in Section 5, is no longer considered personal data once anonymised).

8.1 Your Rights

You have the following rights:

• Right of Access: You can ask to see the personal data we hold about you.
• Right to Rectification: You can ask us to correct any inaccurate or incomplete data about you.
• Right to Erasure: You can ask us to delete your personal data, except for anonymised data.
• Right to Restrict Processing: You can ask us to limit how we use your personal data in certain situations.
• Right to Data Portability: You can ask for a copy of your personal data in a structured, commonly used and machine-readable format.
• Right to Object: You can object to how we process your personal data in certain situations, including objecting to anonymisation before it takes place.
• Right to Withdraw Consent: You can withdraw your consent at any time for the processing of your identifiable data. This does not apply to anonymised data used in improving our platform, which cannot be retrieved.
• Right to be Informed: You have the right to be informed about the collection and use of your personal data (which this policy aims to fulfil).
• Right Not to be Subject to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
• Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority (in the UK, the Information Commissioner's Office) if you believe that the processing of your personal data infringes UK GDPR.
• Right to Claim Compensation: You have the right to claim compensation for any damage suffered as a result of an infringement of data protection regulations.

8.2 How to Exercise Your Rights

How you exercise your rights depends on the type of data involved:

• For usage and platform data (learning progress, conversation logs, usage analytics): Your institution is the data controller for this data. You may contact your institution directly in the first instance. Your institution may then instruct us, as their data processor, to carry out the necessary actions. Alternatively, you can contact us directly at [email protected]
• For account registration data (name, email, login credentials): LanguageMate LTD is the data controller. You may contact us directly at [email protected].

If you are unsure which route to take, you are welcome to contact us at any point and we will handle your request appropriately.

8.3 Rights for Parents and Guardians

If you are the parent or guardian of a user under the age of 18, you may exercise the above rights on behalf of your child. You can ask to see the personal data we hold about your child, request correction of inaccurate data, request deletion, and exercise all other rights listed above. Please contact your child's institution or reach out to us directly at [email protected].

9. Children and Young People

The LanguageMate platform is designed for use by educational institutions and their staff and students. We recognise the particular importance of protecting the personal data of children and young people.

9.1 Users Under 18

Students under the age of 18 may only use the service under the supervision of and with the permission of their school or institution. The institution is responsible for ensuring that appropriate parental or guardian consents have been obtained for student use where required by applicable law. The institution accepts responsibility for its minor users.

9.2 Children Under 13

We do not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent, except as permitted through the school where access has been authorised by parents through the school-parent relationship and the minor's use of the platform complies with our Terms of Use.

If we become aware that we have collected personal data from a child under 13 without appropriate consent, we will take steps to delete that information promptly.

9.3 Data Collected from Young People

We collect the same categories of information from users under 18 as from adult users, as described in Section 3 above. This data is subject to the same protections and rights described throughout this policy, with the additional safeguards set out in this section and in Section 6.1.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data from being accessed or used without permission. This includes the use of encryption, access controls and regular security reviews.

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

11. Data Breach Notification

In the event that LanguageMate LTD becomes aware of a personal data breach (as defined under UK GDPR) affecting your personal data, we shall notify your institution without undue delay and, where feasible, within seventy-two (72) hours of becoming aware of the breach.

Such notification shall include, to the extent known at the time:

• The nature of the breach
• The categories and approximate number of individuals affected
• The likely consequences of the breach
• The measures taken or proposed to mitigate the effects of the breach

This is without prejudice to our obligations to notify the Information Commissioner's Office under applicable data protection law where required.

Where a breach is likely to result in a high risk to your rights and freedoms, you have the right to be informed without undue delay.

12. Data Retention and Account Deletion

We keep your personal data only for as long as we need it to fulfil the purposes described in this policy and in accordance with any applicable legal, contractual or regulatory requirements.

12.1 Retention Periods

• Identifiable data (account and performance data linked to personal information): We keep this data for as long as you are an active user of the service. If you stop using the service, we may retain this data for up to 2 years to address any questions or concerns that may arise. We regularly review the data we hold and securely delete any data that is no longer needed.
• Anonymised performance data: Performance data that has been anonymised as described in Section 5 is used to train and improve our platform. Because it is no longer linked to personal information, it is kept for as long as it is useful for our research and development.

12.2 Account Deletion

You may request deletion of your account at any time by locating the 'delete profile' option in the settings section of your profile, or by contacting us at [email protected] or your institution's administrator.

Once your account is deleted, your account credentials, profile information and contact details will be permanently deleted within 30 days of your deletion request. Your licence will be revoked and you will no longer have access to your profile or data.

Data that has already been anonymised as described in Section 5 is not affected by account deletion, as it can no longer be linked to you.

12.3 Inactive Accounts

We reserve the right to deactivate accounts that have been inactive for a period of two (2) years, at our sole discretion. If your account is deactivated for inactivity, any stored personal data will be handled in accordance with the retention and deletion commitments described in this section.

13. Sharing and Disclosure

We may share your personal data with certain third parties in the following circumstances:

13.1 Your Institution

Where your account is provided through an institution, we may share performance data and usage analytics with that institution in accordance with our agreement with them and the Data Processing Agreement in place.

13.2 Vendors and Service Providers

To assist us in meeting business operations needs and to perform certain services and functions, your personal data may be shared with third-party providers of hosting, email communication, customer support services, analytics, marketing and advertising. Following our instructions, these parties may access, process or store personal data in the course of performing their duties for us.

The personal data we collect from users of our conversation service is transferred to data processors, particularly in the IT services sector, who assist us in delivering our services. Depending on the locations of our service providers, data may be transferred to countries both within and outside the EU/EEA, including the United States. All third-party services we utilise have thorough privacy policies in place to ensure the protection of your data. Upon request we shall provide a list of third-party providers, enabling you to review their respective policies.

13.3 Business Transfers

If we are involved in a merger, acquisition, financing due diligence, reorganisation, bankruptcy, receivership, sale of all or a portion of our assets, or transition of a service to another provider, your personal data and other information may be transferred to a successor or affiliate as part of that transaction.

13.4 Legal Requirements

If required to do so by law, applicable regulation, or in the good faith belief that such action is necessary to: (i) comply with a legal obligation; (ii) protect and defend the rights or property of LanguageMate; (iii) act in urgent circumstances to protect the personal safety of users of the website or the apps, or the public; or (iv) protect LanguageMate against legal liability.

14. Changes to This Privacy Policy

We may update this privacy policy from time to time. Any changes will be posted on our website at https://languagemate.io/privacy with a new effective date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions or need more information about this privacy policy or how we handle data, please contact us at:

LanguageMate LTD Company Number: 11657361

Registered Office: 1st Mary's Avenue, Billericay, Essex, CM12 9DU

Email: [email protected]

If your query relates to how your institution uses your data on the platform, we recommend contacting your institution directly in the first instance, as they are the data controller for your usage data.

Thank you for trusting LanguageMate with your data. We are committed to transparently keeping your data safe and using it responsibly.