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Privacy and Cookies

By using this website you accept the terms of this privacy statement, and the terms and conditions on this website.

Our commitment to privacy

This privacy statement explains how we (the Learning Records Service), the owners of ('the Website'), collect information from you and how this information is then used. When you provide us with your personal data, you consent to the processing of all such personal data as set out in the privacy statement. Please read this privacy statement carefully and revisit this page from time to time to review any changes that we may have made. If you have any questions or comments about how we handle your personal information, please ring us on 0345 202 1600 or e-mail us. You may also use these contacts to tell us about any concerns you may have about our privacy statement. The Skills Funding Agency is the data controller and has registered our activities in line with the United Kingdom Data Protection Act, 1998.

Giving information for other people

When you give us information about another person, the other person must have agreed to let :

  • us process all their personal data; and
  • you receive any data protection notices for them.

When you send information for someone else, you are confirming that you have told them :

  • which data they must give;
  • which information is voluntary; and
  • how they can access and, if necessary, correct the data we hold about them.

The information we collect during registration as a Registered User

When you register with us, you (or the person registering for you) must tell us:

  • your name;
  • your email address; and
  • a current telephone number

The email address will be your user name and we will issue you with a personal password and after verification, a UK Provider Reference Number (UKPRN).

We also request other information including your title, any additional phone numbers and your work address, but you don't have to give us these details. Following registration as a Registered User via the Website, we may request additional personal data from you in order to support your use of the Website. You do not have to provide this information, but if you do not, you may not get the most out of the Website.

Other information we collect

You may also provide personal data through:

  • calls to our helplines; and
  • letters and e-mails.

In general, if you contact us, we may keep a record of your query or complaint for a reasonable time in case you contact us again.

How we use the information we collect

We use your personal information:

  • to deliver the services available from the Website;
  • to support your use of the Website;
  • to ensure that access to the Website facilities is limited to organisations that are entitled to use it;
  • to answer your queries or complaints;
  • to carry out administration; and
  • as may be required by law or in connection with legal proceedings (including where we intend to take legal proceedings), or as may be necessary to establish, exercise or defend our legal rights.

We will not use any of your personal information for marketing purposes.

Third parties

To achieve the purposes set out in this privacy statement we may need to give your information to our service providers, agents, professional advisors, stakeholders and auditors.

We may also give your information to third parties who may take over the operation of the Website in the future, but only for the purposes outlined in this privacy statement.

Keeping you informed

If you are a Registered User, we will use your information to send you updates about:

  • our services and the facilities on the Website; and
  • changes to the Website, including the Terms.

Requests for information

If you have not registered as a Registered User but are simply making an enquiry or request for information, we will use your personal information to reply to your enquiry or request. We will not use this information for marketing purposes.

Protecting your personal information

As a registered data controller, we are required to take appropriate technical measures to protect your personal information including making a regular backup of our system and data. We have security measures in place to make sure any personal information we collect is secure. If you are a Registered User, your account is password protected and all information including your password is on a secure server, which only a limited number of employees and sub-contractors can access. All parties with access to your information are subject to confidentiality obligations. If you think someone else knows your password, or is using it, tell us immediately and change your password using the "change password" option accessible via the Navigation panel when you login.

Even though we take appropriate technical steps to protect your security, you should remember that data transmission over the internet cannot always be guaranteed as 100% secure so you use the Website at your own risk.

Keeping your personal data

We keep personal data:

  • for as long as is necessary to fulfil the purposes we collected it for;
  • as required by law; or
  • to enforce or defend legal claims.

Subject to the restrictions set out in Paragraph 10 of the Terms & Conditions, you can amend your details on the Website at any time using the Maintain my Details option in the Navigation panel when you log in.


To make our Internet services easy, useful and reliable we use cookies. This involves placing small text files, known as cookies on your computer or mobile phone. Cookies cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example, measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast and reliable.

You can manage these small files yourself and learn more about them from

How cookies are used on UKRLP?

We are using Google Analytics to track website usage

Google Analytics stores data about:

  • the pages you visit on UKRLP - how long you spend on each page
  • how you got to the site
  • what you click on while you're visiting the site

We don't allow Google to use or share our analytics data.

UKRLP uses the following cookies:

Cookie Name Purpose More information
_ga Google analytics To measure usage of the UKRLP website More information is available from
user_cookie_consent UKRLP To show acceptance of the cookie policy This cookie is used to record when a UKRLP user accepts the terms of the cookie policy.


Our Website contains links to other websites. We are not responsible for the privacy policies of other sites and we advise you to read the privacy statement of every website that collects personal information from you.

Last Updated : 20th November 2013

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