Learners Privacy Notice


Intec collects and processes personal data relating to its employees to manage the relationship.  Intec is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.  

What information does Intec collect?  

  • Personal information from Learners: Name, Address, NI, Gender, Health problems and/or Learning difficulties, telephone number, email address, prior attainment, 3 years UK residency status (Y/N), working hours, employment start date, household situation, destination info.
  • Company information from employers: address, number of employees, Levy/Non Levy status, contact persons, contact telephone, contact email.
  • H&S information from employers: H&S assessment form (schedule 6), Insurance liability.  

The organisation may collect this information through the completion of registration documents.  

Data will be stored in our bespoke education funding database ‘PICs’ and Learning Assistant.  The information stored within PICs is used to create a monthly data export which is uploaded to our funders each month for payment.  

Why does Intec process personal data?

Intec needs to process data to enable you to work towards and achieve your programme of learning.  This enables us to fund your programme and process your certification on achievement.  

Intec has a legitimate interest in processing personal data before, during and after your programme.   Processing learner data allows Intec to:

  • Receive funding for Learner’s apprenticeship training programmes
  • Track progression and achievement of learners
  • Retain evidence of company H&S assessments  

Where Intec processes other special categories of personal data, such as information about ethnic origin, health or religion or belief, this is done for the purposes of equal opportunities monitoring.  

Who has access to data?

Your information may be shared internally including your Tutor/Assessor, quality team, your employer and administration.  

Intec shares your data with third parties in order to process achievement of qualification and undertake end point assessments.  

How does Intec protect data?

Intec takes the security of your data seriously.  Intec has internal policies and controls in place to try to ensure that your data is not lost, accidently destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.      

For how long does the organisation keep data?  

The organisation will hold your personal data for 7 years then electronically archive it and destroy any paper copies.  

Your rights

As a data subject, you have a number of rights.  You can:

  • Access and obtain a copy of your data request;
  •  Require the organisation to change incorrect or incomplete data;
  • Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing  

If you would like to exercise any of these rights, please contact the Finance Director.  

What if you do not provide personal data?  

If you do not provide the personal data then this will hinder Intec’s ability to deliver your programme of learning.  


ILR Specification 2018 to 2019 - Appendix F – Privacy Notice  

Version 1  Page 1 of 1

Appendix F - Privacy Notice 2018 to 2019

Version 1 - February 2018   

Training providers should ensure that all learners have seen this privacy notice as part of their enrolment processes.   

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 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 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 data protection legislation.   

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.

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 click here.