Data Protection and Learner Privacy

Privacy Notice for The Enterprise Unit (Learn Harrow and Xcite)

Purpose for processing your information

Your information is used by the organisation to help us provide services that best meet your needs and to process applications, enrolments, workforce development contracts and contracts for delivery of your study programme/course and associated activities.

We collect the following information:

We may collect a range of information including, but not limited to the following:

  • name, date of birth, profession, employer
  • contact information including, phone, email and postal addresses
  • educational information including qualifications, predicted grades, learning support needs
  • Diversity data (eg sex, age, ethnicity, disability)
  • Information about personal preferences and interests
  • Individual achievements, attendance, results and performance on programme of study

If you are a company or a provider, we may collect a range of information including, but not limited to the following:

  • legal status, registered address and information regarding management / governance
  • contact information including, phone, email and postal addresses
  • financial, due diligence or monitoring data relating to contracts and partnership agreements

This information is only used for the intended purpose but if we intend to use it for any other purpose; we will normally ask you first. In some cases, the Council may use your information for another purpose if it has a legal duty to do so, to provide a complete service to you, to prevent and detect fraud, or if there is a risk of serious harm or threat to life.

How we collect your information

We collect information in a number of ways, for example, by enrolment or registration forms, by letter, email, face-to-face, telephone and online web forms .

Who the information is shared with

Your information may be shared with third parties such as the Department for Education, Education and Skills Funding Agency, Greater London Assembly and the Department for Work and Pension  for funding, education, training, employment, safeguarding/wellbeing purposes and research in as far as the law allows and the sharing is in compliance with the Data Protection legislation.

How long do we keep your information?

We will keep your data for 7 years after which we will securely dispose of any hard copy or electronic data we hold

Your rights and access to your information

You have the right to request a copy of the information that we hold about you.

The new General Data Protection Regulation also gives you additional rights about the information we hold about you and how we use it, including the right to:

  • Withdraw consent and the right to object and restrict further processing of your data; however, this may affect service delivery to you.
  • Request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
  • Request your data to be rectified if it is inaccurate or incomplete
  • Have your data transferred or copied should you move to another authority
  • Not be subject to automated decision-making including profiling

To submit a Subject Access Request visit our request page.

If you have any concerns

Please contact us if you would like to know more about the information we hold about you and how we use it Learn Harrow / Xcite 020 8901 2691 or email This email address is being protected from spambots. You need JavaScript enabled to view it.

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information; please visit our Compliments and Complaints page.

If you are not satisfied with the Council’s response you have a right to complain to the Information Commissioner’s Office (ICO). You can report a concern by visiting the ICO website.

Changes in your circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.

ESFA Privacy Notice 2017 to 2018

Learn Harrow is funded for your course and Information, Advice and Guidance by the Education Skills Funding Agency (ESFA) and the European Social Fund (ESF). Both the organisation and the agencies will use your personal data as described in the privacy notices below.

How We Use Your Personal Information

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 the Data Protection Act 1998, 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 may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with the Data Protection Act 1998.

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.

Your data will be held by the organisations for 7 years for auditing purposes and will then be destroyed in a safe manner.

You can opt out of contact for other purposes by ticking any of the boxes on your learning agreement if you do not wish to be contacted about courses or learning opportunities or for surveys and research. You can also opt out of being contacted by post, phone or email.

Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at: