Learner Records Service Privacy Notice for Pupils, Students, Learners and Trainees
The Education and Skills Funding Agency (ESFA) is an executive agency of the Department for Education (DfE). This privacy notice explains how we use your personal information. For the purposes of relevant data protection legislation, the DfE is the data controller for personal information processed.
How we use your personal information
The Learning Records Service (LRS) is operated by the ESFA. The LRS collects information about learners registering for relevant post-14 qualifications, for example:
The LRS uses your information to:
The ULN 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. It benefits you through enhancing the application processes to Awarding Organisations, learning providers, learning advisors and other third parties. The PLR stores your education and training participation and achievement information collected directly from educational institutions and other bodies.
How we collect your personal information
The ESFA collects information from:
How we share your personal information
All organisations that have control of personal data about you and that we store in the LRS are required to register with the Information Commissioner’s Office and to handle your information in accordance with the latest data protection legislation.
The LRS is accessible by organisations under agreement with the DfE. Your personal information is only accessed through the LRS by 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.
How long we will keep your personal information
We will only keep your personal information for as long as we need it after which it will be securely destroyed. Your personal information stored in the Personal Learning Record is retained for 66 years. We may need to keep your other personal information where held indefinitely for research and statistical purposes.
Your data protection rights
You have the right:
If you need to contact us regarding any of the above, please do so via the DfE site.
Contacting us about your information
If you would like:
Please follow the guidance on how to access your personal learning record. If you wish to complain about our handling of your information or contact our Data Protection Officer, you can use our secure online contact form or write to:
Ministerial and Public Communications Division
Department for Education