Terms and Conditions
Welcome to Learning Languages with Lou’s Terms and Conditions Agreement. For the purposes of this agreement, "site" refers to the Company's website which can be accessed at learninglanguageswithlou.com. "Service" refers to the Company's services as listed at learninglanguageswithlou.com.
The following Terms and Conditions apply when you use the service listed on the website.
Please review the following terms carefully. In using the service, you signify your agreement to these Terms and Conditions. If you do not agree to be bound by these Terms and Conditions in their entirety, you may not access or use the service.
DEFINITIONS AND LAW
In these Terms, the following words or phrases have the meaning set out in this clause.
"Booking”: an agreement that Learning Languages with Lou (LLL) will supply services on specified occasions and/or with a specified outcome as set out in a Booking Form or in a formal proposal.
“Clause”: a numbered clause of this agreement.
“Confidential Information”: all information that the company discovers because of or through our connection with you; and which is about or relating to you or your business (including financial information, products, services, service levels, customer satisfaction, proposed services and products, pricing, and margins) or your people (including your directors or partners, investors, staff, suppliers, customers, clients, prospects and contractors). However, "Confidential Information" does not include information that is openly published by you, or information that is publicly available without breach of company confidentiality obligation.
“Data Processing Form”: the form completed by you setting out the framework of the processing of personal and other data required by the booking.
“Including”: the word "including" shall not imply any limitation on the generality of the concept or thing of which examples are being given.
“Personal data”: information about identifiable living individuals.
“Processing”: when applied to personal data, the term ‘processing’ means any operation applied to the data, including collecting, organising, storing, altering, retrieving, using, sharing and deleting it or any part of it.
“Project Agreement”: the agreement in a Booking Form, these Terms, the Data Processing Form (if applicable) and other documents referred to there as forming part of the agreement between you and the company.
“Rights”: includes intellectual property rights including (but not limited to) copyrights, patents, registered designs, design rights, trademarks, service marks, and the right to apply for or register any such protection, and all rights relating to trade secrets and other unpublished information.
"Services": the work to be supplied or the outcomes to be achieved by the company, as set out in a Booking Form.
“Third Party Data”: personal data about an individual other than you.
“You”: refers to the person, firm or organisation for whom the company will perform the services.
“Learning Languages with Lou” and “the company”: refers to the person, firm or organisation agreeing to provide the services.
No waiver: If the company or you delay or fail to enforce any term of a Booking or these Terms on any occasion, that will not affect or limit our or your ability to enforce that term on any other occasion or at any time.
Severability: if any provision of a Booking or these Terms is unenforceable, it shall be struck from the Agreement to the minimum extent necessary to make the Agreement enforceable and this shall not affect the enforceability of the other provisions of the Agreement.
Law and jurisdiction: this Agreement is governed by the law of our country (as set out in the Booking) and subject to the jurisdiction of our courts.
GENERAL TERMS
By using the company services, you are agreeing to these Terms and Conditions and our Privacy Policy.
Learning Languages with Lou (LLL) will provide written quotations prior to any work commencing.
A signed contract is required prior to the commencement of work. This indicates your acceptance of the company Terms and Conditions.
Work will be accepted by email, unless otherwise agreed.
Although every effort will be made to ensure a reliable service, Learning Languages with Lou (LLL) accepts no liability for any disruption or loss of information resulting from external causes including, but not limited to, IT equipment failure, host equipment failure or communications network failure.
The company reserves the right to amend or change our services at any time.
SERVICE LOCATION
The services to be provided shall be carried out at Learning Languages with Lou’s place of business (home office and co-working spaces, client home, corporate offices or educational settings).
WORKING HOURS
Mondays to Fridays (excluding Bank Holidays) from 09.00-17.00 (UK time). Any correspondence outside of these hours will normally be dealt with during the next working day, unless agreed otherwise.
COMMUNICATION
The Director prefers to receive all communication and confirmation of work via email unless agreed otherwise.
OWNERSHIP OF WORK & RIGHTS
Learning Languages with Lou (LLL) will ensure that any work carried out is kept strictly confidential and in line with GDPR regulations and the ICO.
Your business affairs will not be disclosed to any third parties. This provision will continue after the completion of the work.
If required, the company will be happy to sign a confidentiality clause or non-disclosure agreement prior to the commencement of any work.
The Rights of work done under this Agreement will belong to the company. Upon payment of Learning Languages with Lou (LLL) fees and charges the company will assign to you the Rights in any work specifically created under the Booking.
Information and documents which the company provides to you remain absolute property of the company at all times unless and until assigned to you.
As the legal owner, you will retain intellectual copyright of all work the company carries out.
The company agrees to sign any further documents needed to complete the transfer of those Rights to you.
The company retains the Rights to any templates or structures or methodologies that are used to create your material.
Learning Languages with Lou (LLL) will not access, use, copy, distribute, publish or adapt any part of any information, data or documents created uniquely for you (once paid for), for our own or any other person’s benefit or purposes.
You must ensure the rights of use for all images have been obtained prior to supplying them to Learning Languages with Lou (LLL). All images supplied by the company will be authorised prior to use.
You promise not to breach any third-party copyright rights in sending the company material on which to work. You promise not to use any confidential or restricted information that belongs to someone else in sending the company work.
The company will keep a record of the work that has been done for you and the contacts that have been made with people on your behalf. The company will send you copies of these records regularly, or log them into your systems, as specified in the Booking.
The company stores sensitive data for as long as projects are in progress, and up to 28 days afterwards.
CONFIDENTIAL INFORMATION
Your information and confidentiality: the company will only use confidential Information to perform the Services or if Learning Languages with Lou (LLL) is required to disclose it by law. The company may keep some confidential information to keep a record of what work was done for you. The company will keep information in line with our Data Retention Policy.
Documents and information: the company will agree with you on a safe and secure system for you to send us your confidential documents and information (and for them to be returned to you). The company does not agree to be liable for data that is not securely transmitted to us.
Logins: where you wish the company to access systems that contain information that identifies living individuals, you should provide the company (at your own expense) with a unique login to your existing software platforms and systems.
Passwords: any passwords you provide the company with are for our exclusive use and are stored securely in LastPass. The company will report any password changes required by site security and make sure you have up to date access. The company will not share this access with any individual (including our associates). You will provide additional passwords and access if other team members are authorised to use your systems.
The company will not set up any social media or email account using your name or your brand name(s) unless your Booking explicitly says so.
The company may make and keep temporary backups to ensure continuity of service.
DATA PROTECTION AND GDPR
Learning Languages with Lou (LLL) will process your own personal data in line with our Data Privacy Policy.
No one can process personal data for you (if that is applicable) until you have given written data processing instructions.
When you want the company to access or use personal data about someone other than you (third party data), you must complete and sign the appropriate Data Processing Form and send a copy by email from your usual business address.
While processing personal data in the provision of Services, the company will be acting as ‘data processor’, and you are the ‘data controller’.
The company will process personal third party data on your behalf only in response to your written instructions (which may be in the Booking, Data Processing Form, or separate email) except where we are required by law to do so.
The company is subject to a duty of confidence.
The company will take appropriate measures to ensure the security of our processing of your third party data.
The company will assist you in allowing third parties to exercise any of their GDPR rights (including subject access). This will result in additional time-related charges (see working guidelines).
The company will apply the security measures you set out in the Data Processing Form for protecting and securing your data. The company will offer our advice as administrators on ways we think will work, but the company is not providing legal advice on compliance and you should seek your own advice to satisfy yourself that your security measures are adequate.
The company will email you if we become aware of a personal data breach. The company will assist you in your investigations in establishing how this occurred. The company will help you, as you may reasonably require, in meeting your GDPR obligations concerning the security of processing, the notification of personal data breaches and data protection impact assessments. This will result in additional time-related charges (see working guidelines).
On written request by you, the company will delete or return all third party personal data supplied by you or assembled by us in the course of delivering Services to you. This will result in additional time-related charges (see Working Guidelines below).
Unless the Data Processing Form specifies otherwise, the company will delete all third party data from all systems within our control within 28 days of the end of the Booking without returning copies to you. The company will not remove data from systems to which you have given us access or logins since those systems will remain under your control and the company would expect you to be withdrawing our access to them after the end of a Booking.
If you wish for the company to store third party information beyond the termination of the Booking and the 28 day run on, you must specify this in the Data Processing Form. This will result in additional related charges (see working guidelines.)
You may audit and inspect how the company handles your third party data. We will provide you with whatever information you require to ensure that the data processing obligations under GDPR Article 28 are met; this will result in additional time-related charges (see working guidelines).
The company will tell you immediately if the company believes we are asked to do something infringing the GDPR or other data protection law of the EU or a member state. The company is not legal experts and it is up to you to take appropriate legal advice on how to comply with GDPR rules and regulations.
If you have instructed the company to do something we believe is not within the law, the company may take advice from the Information Commissioner's helpline and reserve the right to act according to their indications or advice.
If you direct the company to perform work that is counter to ICO indications or advice, the company may seek a deposit from you against the likelihood of fines or other action being taken against the company. The company may specify such a sum as the company thinks is appropriate.
It is your responsibility at all times to specify suitably secure platforms and processes and to share data with the company in a secure way.
WORKING GUIDELINES
You understand that Learning Languages with Lou (LLL) estimated time and cost for completing the work is subject to change. Any change to the work or the number of hours is subject to review and renegotiation of the final fee and/or deadline if necessary. This also applies if, following the initial consultation, it becomes clear that more work is required than first thought.
Learning Languages with Lou (LLL) will charge for any time and expenses incurred in responding to your requests to audit data for GDPR compliance or complying with an external body's legal requirements to disclose information or submit to audit. Upon termination of a Booking or this Agreement, further time-based charges may be incurred in handing over, returning data, or responding to enquiries.
If you request additional tasks once the work has begun, the company may renegotiate the final fee and/or the deadline for the completion of the work.
An agreement in writing is required by both parties prior to the commencement of the work stating the set number of hours for the work to be carried out. Should this change over the course of the work, a revised agreement will be distributed and agreed in writing by both parties.
If work is suspended or delayed by the Client, the company is entitled to immediate payment for the work carried out prior, including the reimbursement of any expenses incurred.
Following completion of the work, proofing and final checking is your responsibility.
Any errors must be reported to us within 48 hours of receipt of the completed work. Errors for which we are responsible will be amended at no charge. Any changes requested by the Client following the completion of the work will be charged at the standard hourly rate.
As stated in the Data Protection Act 2018/GDPR, the Client and Learning Languages with Lou may store key information (e.g. contact details) as is necessary. These will be kept securely and will not be shared with third parties.
There is a one month notice period which should be provided in writing or by email should either the Client, or Learning Languages with Lou decide not to proceed with the instruction of work.
Both the Client and Learning Languages with Lou have the right to terminate a contract if there is a serious breach of the Terms and Conditions outlined. The company also has the right to reject any work that is deemed to be immoral, illegal or objectionable.
All of the software and equipment the company uses is at no additional charge to you. However, where the company needs license fees or usage fees to provide support for you, the company will charge you for the cost of any licenses you have authorised the company to purchase. The company will typically provide all equipment needed to perform the Services.
If you are involved in a dispute with the tax authorities over tax that should have been charged to the company, the company will produce the relevant receipts and paperwork to help you reduce or resist the demand.
RETAINERS
Priority is given to retained clients. If you know you will need a set amount of hours every month, for example, a specific task that is to be completed every month, then a retainer package is advised. You can retain our time at £35 an hour, starting at ten hours per month. Where the Booking is for retainer work with no deadline specified, you should define your priorities and deadlines in line with the number of hours/amount of work you have purchased. For example, if you are purchasing five hours a week and need 20 hours in a particular week to support a deadline, you will need to specify that deadline, authorise the payment of additional hours, and seek confirmation that the Director has sufficient availability to meet your needs.
Clients on retainers are billed at the end of each month with no rollover of hours permitted.
Clients who work with the company on a retained basis will be billed a fixed fee per month (fee is to be agreed with the client upfront), regardless of hours worked.
ONE-OFF PACKAGES
If any number of hours remains following the agreed end date, then the rollover period will expire three months following the start date. After this period of three months, all remaining hours will expire. Any additional work will be billed.
PAYMENTS
All payments to be made by bank transfer.
The hourly rate is £35 per hour with reduced rates for packages and longer-term commitments. Where applicable, VAT/sales tax is charged at the appropriate rate.
First-time clients will be invoiced 75% of the total cost of the work in advance of the work commencing and then all further invoices will be sent at the end of every calendar month. The initial payment of 75% must be made prior to the commencement of work.
Clients will be invoiced either once an individual assignment is complete or on a monthly basis for ongoing work.
Rolling contract clients will be billed 75% of the fee upfront before Learning Languages with Lou commences the work. The remaining fee of 25% will be due at the end of the rolling month. This option provides flexibility to both the client and Learning Languages with Lou in case any additional work is requested. If the work is close to exceeding the agreed number of hours at the beginning of the month, the client will be informed ahead of the billing period for that month.
Invoices are to be paid within 14 days upon delivery, unless agreed otherwise. The final invoice will include a time report, billable time (this includes meetings and calls outside of contracted hours), expenses, and any other fees related to the work. Any additional costs incurred will be itemised separately on the invoice and listed as 'Additional Expenses'.
For work charged at the hourly rate, the minimum invoice amount is for one hour and is then charged in blocks of 30 minutes, rounded up to the nearest half-hour.
Weekend work will need to be agreed in advance and charged at a higher rate of £45 per hour. The higher rate also applies to urgent work given with less than 24 hours notice and no prior agreement.
Clients that request face to face meetings will be charged for travel and meeting time.
Once an invoice becomes overdue, no further work will be undertaken, unless alternative terms have been agreed.
Unpaid invoices are subject to interest, in line with government guidelines. In circumstances of late payment beyond our 14-day payment terms, the company will decide whether work will continue or not.
The company reserves the right to increase our hourly rates and to modify packages at any time. Existing clients will be consulted if changes impact ongoing work.
The ability to meet deadlines depends on you giving access on time to all the information or resources the company needs from you. Late or slow payment will result in delay to work timetables.
POLICIES AND PROCEDURES
Complaints: if there is anything about your project that is not going as you want, or if you have any query or complaint, speak to the Director straight away. Once you have signed off work as complete, the work is complete and further changes are separately chargeable.
Health and Safety: when working at our premises, the company is responsible for health and safety.
Processing personal data outside the EU/EEA: where the company are outside the EU/EEA and working in a country that has not had an adequacy decision for personal data standards, the Non-EU/EEA Model Clauses will apply. Any further specific requirements must be specified in the Booking.
INSURANCE
Learning Languages with Lou carries professional indemnity and liability insurance with PolicyBee, and are covered up to £1 million. If you wish us to take out insurance or additional insurance, the company is happy to do so if you agree to pay the extra cost. Usually this is an annual cost, and it may not be possible to refund the charge if you do not use the company for the exact year that our insurance runs. You can ask the company for a copy of our current certificates of cover and policy terms.
Indemnity: you will indemnify the company against any fines, costs, expenses, losses or other harm that comes to us from following any unlawful instruction or instruction to act in an unlawful way that was given by you.
Limitation ****of liability: the company fee rates are determined on the basis of the limits of liability set out in these Terms. Before contracting for work to be done, you may request that the company agrees to a higher limit of liability (provided the company can obtain insurance cover) in which case the company may adjust our fee rates or make an additional charge.
There shall be no personal liability of any of our directors or suppliers arising in any way out of the performance or non-performance of services or relating to the supply of products.
Learning Languages with Lou shall have no liability for any indirect or consequential losses or expenses suffered by you, however caused, including but not limited to loss of anticipated profits, goodwill, reputation, business receipts or contracts, or losses or expenses resulting from third party claims.
The aggregate financial liability to you shall in no circumstances exceed the fees paid for the services which gave rise to such liability.
Nothing in these Terms shall be interpreted as excluding or restricting any legal liability on the company or others where liability cannot legally be excluded or restricted.
TERMINATION
Either party may terminate an Agreement by giving 30 days notice in writing. Notice shall be given by email to the address used on the most recent Booking unless either party has notified a new email address.
Termination of this agreement shall not affect rights and obligations already accrued before termination.
Learning Languages with Lou may charge for any work carried out after termination of a Booking or this agreement at the appropriate hourly rate or pro rata to the day rate. Chargeable work will include responding to emails, returning information, finding information, or any other action taken as a result of an email or telephone call from you or the workgroup normally assigned to give instructions to us. If you wish to avoid this, please remove the company from all email groups and email correspondence and make no further requests for action or information. Termination of this agreement will not invalidate such charges nor the due payment date for company invoices.
LEARNING LANGUAGES WITH LOU COMMITS:
to carry out all work in a professional manner.
to provide an accurate account of company skills, professional experience and qualifications.
to conduct the business based on fair and ethical principles and to communicate justly and honestly at all times with the Client and all parties associated.
to respect the confidentiality of the Client's business affairs and recognise the Client's ownership of intellectual copyright relating to all business activities.
to keep all data safe and secure and ensure it is only used for its stated purpose, in line with GDPR regulations and with the ICO. Whilst all diligence and care is taken to ensure security of data, no individual or company is immune to hackers.
to stay up to date with advances within our sector and focused on our professional development.
AGREEMENT OF TERMS AND CONDITIONS
You, as the Client, acknowledge that you have read, understood and will be bound by these Terms and Conditions. You further acknowledge that these Terms and Conditions, together with the Privacy Policy, represent the complete and exclusive statement of the agreement between the Client and Learning Languages with Lou. This agreement supersedes any prior oral or written agreement of business to be undertaken.
The current version of the Terms and Conditions are available to view at any time on this page. The Director reserves the right to update, change or replace any part of these Terms and Conditions. The Director will inform you should any changes be made. It is your responsibility as the Client to check this page periodically for changes. Your continued use of our service or access to our site following the publication of any changes constitutes acceptance of those changes.
If you have any questions please contact us: loujrobinson86@gmail.com
GOVERNING LAW
These Terms and Conditions and any separate agreements whereby the company provides you services shall be governed by and construed in accordance with the laws of the business.
Updated & Reviewed September 2025