Data Protection

Data Protection Statements

Data Protection Act of 1998

The information you supply will be used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN), and to create your Personal Learning Record. For more information about how your information is processed and shared refer to the Extended Privacy Notice available on Gov.UK. The information that you provide will be shared with other organisations for the purposes of administration, system requirements and other guidance and statistical research.

Other organisations with which we will share information include The Federation for Industry Skills & Standards, Department for Education, Education Funding Agency (EFA), Skills Funding Agency (SFA), Futures, Impact, Higher Education Statistics Agency, Higher Education Funding Council, educational institutions, system suppliers (Tribal), Joint Council for Qualifications (JCQ), participating awarding bodies for the processing of any access arrangement applications electronically via the Access Arrangements Online system (AAO) and organisations performing research and statistical work on behalf of the EFA and SFA or their partners.

At no time will your personal information be passed to organisations for marketing or sales purposes without explicit consent. You may be approached to take part in surveys by mail and phone which are aimed at enabling Education agencies to monitor performance, improve quality and plan future provision. If you are sponsored by an employer or agency or are a full-time student being looked after by a parent, guardian or carer you also consent to the College disclosing information about your attendance and progress with them.

You can access our Data Protection Policy here

How We Use Your Personal Information

The personal information you provide is passed to the Chief Executive of Skills Funding (“the Skills Funding Agency”) and the Department for Business, Innovation and Skills (BIS). Where necessary it is also shared with the Department for Education, including the Education Funding Agency. The information is used for the exercise of functions of these government departments and to meet statutory responsibilities, including those defined by the Apprenticeships, Skills, Children and Learning Act 2009, and to create and maintain a Unique Learner Number (ULN) and a Personal Learning Record (PLR). The information you provide may be shared with other organisations for education, training, employment and well-being related purposes, including for research.

You may be contacted after you have completed your programme of learning to establish whether you have entered employment or moved on to further training. The ULN is required for the administration of services within the education and training sector (such as the issuing of certain qualifications), you cannot opt out of being issued with a ULN.

You may opt out of sharing your participation and achievement data by contacting the Learning Records Service (LRS) Desk on 0345 602 2589. You will be required to provide some personal details to confirm your identity, which may include your Unique Learner Number (ULN) if known. However, you cannot opt out of the Skills Funding Agency storing your information. Further information about the use of and access to your personal data, and details of organisations with whom we regularly share data are available at:

Extended Privacy Notice Text

This statement is intended to provide you with information as to how the Learning Records Service will collect and use your personal information and data, and how you can exercise choice in respect of the use of your personal data. The Learning Records Service is operated by the Skills Funding Agency. The Learning Records Service collects data relating to learners registering for relevant post-14 qualifications, for example, GCSEs and A-Levels, Entry to Employment Certificates, Regulated Qualifications Frameworks and Welsh Baccalaureate and associated units. The Learning Records Service stores learner participation and achievement data collected directly from awarding organisations. This information is known as the ‘Personal Learning Record’ (PLR). Permitted organisations will have access to your PLR in order to access your achievements, awards and to enable advice and guidance to be provided to you. You as the learner will be able to get a copy of your PLR.

The Learning Records Service provides:

  • A Unique Learner Number (ULN) to individual learners.

  • A Personal Learning Record. Collection of data The Learning Records Service collects data from:

  • DfE, schools and training/learning providers.

  • Information provided by you when enrolling with the training/learning provider.

  • Qualification/unit data held by Ofqual and Qualifications in Wales (QiW).

  • Accredited achievement data supplied by awarding organisations.

Use of data The Unique Learner Number enables education and training sector organisations, and Awarding Organisations regulated by Ofqual in England, Qualifications in Wales (QiW) in Wales and CCEA in Northern Ireland, to share information about participation and achievement in a consistent and approved manner, promoting good information management practice, and helping to improve accuracy and efficiency. This will benefit you through enhancing the application processes to Awarding Organisations, learning providers, learning advisors and other third parties. The PLR will be shared with organisations linked to your education and training, including those organisations specified in Regulations made under section 537A of the Education Act.

Awarding Organisations are able to access limited achievement data that we hold about you, in order to verify its accuracy. All organisations that have control of the personal data about you and that we store in the Learning Records Service are required to be registered under the Data Protection Act 1998 and to use your personal information in accordance with the requirements of the Act. These organisations are required to sign relevant agreements and control documentation that requires them to manage your data responsibly and only to access information where there is a direct relationship between you and the relevant organisation. At no time will your personal information be passed to any organisations for marketing or sales purposes. Permissions for sharing The ULN is required to fulfil statutory requirements for administrations of services within the education and training sector.

You cannot opt out of being issued with a ULN by the Learning Records Service. However, you can opt-out of sharing your PLR. For details of how you may opt out of sharing your participation and achievement data refer Gov.UK: Useful Information for Learners and Parents:

Sensitive Personal Data 

The Learning Records Service makes every effort not to display any qualification information which consists of sensitive personal data on the PLR (e.g. data which relates to ethnic origin, physical or mental health, religious beliefs, trade union membership or any criminal offences or proceedings). If you consider that any sensitive qualification data has inadvertently been stored in your PLR, you should contact the LRS service desk.

Sensitive Learners

The Learning Records Service recognises that some learners have specific concerns about privacy which mean that additional safeguards are required. The Learning Records Service implements a Sensitive Learners Policy to ensure these safeguards are implemented. Security The Learning Records Service recognises the need to keep your information secure and has implemented a Security Policy that provides the appropriate technical and organisational measures aimed at preventing loss of, or unauthorised use of, your information in accordance with Government standards.

How Long Will We Keep Your Data?

The Learning Records Service is intended to provide a life-long record of learning which will be available to you at any time you choose to participate in education or training. Therefore, the Learning Records Service may continue to hold your ULN, PLR and Regulated Qualification Framework and associated data for 66 years and will be reviewed periodically. Updates to this policy The Learning Records Service recognises that privacy and data protection concerns can evolve over time and will keep this policy under review. Any amendments will be posted here and will be notified to learners when they access their PLR.



For further information regarding data protection, please contact

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