Privacy Notices

How we use your personal information (Education and Skills Funding Agency)


This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations.
For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA. Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.
Your information may be used for education, training, employment and well-being related purposes, including for research. The DfE and the English European Social Fund (ESF) Managing Authority (or agents acting on their behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.
Your information may also be shared with other third parties for the above purposes, but only where the law allows it and the sharing is in compliance with data protection legislation.
You can agree to be contacted by other third parties by ticking any of the following boxes:

    About courses or learning opportunities
    For surveys and research
    By post
    By phone
    By e-mail







Further information about use of and access to your personal data, details of organisations with whom we regularly share data, information about how long we retain your data, and how to change your consent to being contacted, please visit

How we use your personal information (North of Tyne Combined Authority)


The North of Tyne Combined Authority (NTCA) is responsible for commissioning and funding Adult Education Budget provision for learners within the North of Tyne area. We may use your personal information in our delivery of this work.

For full details, please see NTCA’s privacy policy 


If you have any questions about how your information is being used, you can contact the NTCA’s Data Protection Officer at:
Information Governance, Floor 6, Civic Centre, Newcastle upon Tyne NE1 8QH

How we collect your personal information

We collect your personal information where the law allows it, or we have a legal obligation to do so. Your personal information is collected to enable us to carry out the functions of the NTCA.

The lawful basis for collecting and using your personal information will depend on the service and will normally be:

•    Where we need to for the purposes of NTCA functions
•    Where we have your consent to do so
•    Where we have a legal obligation

How we share your personal information

We may share your personal information with other services run by the NTCA, and other organisations where the law allows it or we have a legal obligation to do so:

•    With a third party who is working for NTCA under contract
•    With organisations for the purposes of:
•    Administration
•    Provision of career and other guidance
•    Statistical and research purposes, relating to education, training, employment and well-being prevention or detection of crime

These other organisations include:

•    Education and Skills Funding Agency (ESFA)
•    Department for Education (DFE)


Further information on processing your information

Learner information

Learners’ personal information is collected nationally by the Education Skills Funding Agency (ESFA) on behalf of the DfE and is used by the DfE to exercise its functions and to meet its statutory responsibilities in relation to AEB. The DfE is the data controller for this information. If you would like to exercise your rights in respect of ESFA data collection, please follow the process as detailed in the ESFA’s Privacy Notice 

Learner information collected by the ESFA is known as the Individualised Learner Record (ILR). The specification and standards for the ILR are published for each academic year (1 August to 31 July) by the ESFA. This specification provides more information about the use of your information.


The learner information collected by the ESFA is shared with NTCA, which operates as a data controller of your personal data under relevant data protection law. Personal information is collected by the ESFA for NTCA in accordance with the terms and conditions of funding imposed on providers of learning, for example, further education colleges and private training organisations. NTCA is required to process your personal data to enable it to carry out its functions and statutory responsibilities.


Learner contact information collected by the ESFA may be used for the purposes of research and surveys to enable the DfE to carry out its functions or, where learning is funded by the European Social Fund (ESF), for the Department for Work and Pensions to carry out its functions. This contact information will only be used for the purposes of other research and surveys with the consent of the learner.


Learner information is also collected and supplied to the Learning Records Service, a part of the ESFA. Your information is used by the ESFA to issue learners with a Unique Learner Number, and to create and maintain your Personal Learning Record. More information about this use of learner information is published by the Learning Record Service.

Sharing data

In order for the DfE to carry out its functions:

•    The ESFA and training providers share data to ensure accuracy of information held in relation to the funding of learning - a training provider may need to share your information with another training provider in order to verify accuracy of information in relation to a claim for funding from the ESF.


•    Your personal information may be shared with another training provider for the purposes of your continued learning.


In the event that a further education college or other training provider is unable to continue the delivery of training funded by the ESFA (for example, where a training provider is a limited company that is dissolved) the ESFA will endeavor to make arrangements for the secure transfer of information, including your personal data, from the former training provider to another training provider to support your continued learning.


It may also request information from Awarding Organisations to establish at what stage your learning has reached according to their records.