Privacy Policy

Last updated: 14 September 2026

1. About this privacy notice

This privacy notice explains how Eclipse Academy Ltd collects, uses, stores and shares personal information when individuals:

  • visit our website;
  • submit an enquiry;
  • complete an online course application;
  • register for or attend one of our courses;
  • communicate with us by telephone, email or other methods; or
  • otherwise use our training and educational services.

Eclipse Academy Ltd is the data controller responsible for the personal information described in this notice.

2. Our contact details

Eclipse Academy Ltd
Cranbrook House, Suite 7D, Second Floor
61 Cranbrook Road
Ilford
IG1 4PG

Telephone: 0333 335 7619
Mobile: 07427 618395
Email: admin@eclipse-academy.org
Website: https://eclipse-academy.org/

Questions and requests concerning personal information should be sent to the Centre Manager using the contact details above.

3. Personal information we collect

Depending on the nature of an enquiry, application or course, we may collect:

  • full name;
  • postal address;
  • email address and telephone number;
  • date of birth;
  • gender, where relevant;
  • identity and right-to-study documents;
  • educational history and qualifications;
  • course choices and enrolment information;
  • Unique Learner Number;
  • attendance, assessment, achievement and progress records;
  • communications and correspondence;
  • payment and transaction information;
  • reasonable-adjustment information;
  • special educational needs, disability or relevant medical information voluntarily supplied to us;
  • complaints, appeals, safeguarding or disciplinary information;
  • marketing preferences; and
  • technical information such as IP address, browser type, device information and website security logs.

Please do not include unnecessary medical, financial or other sensitive information in the website’s general contact form.

4. How we collect information

We may collect personal information:

  • directly from individuals through our website, application forms, enrolment forms, telephone calls, emails and face-to-face communication;
  • from recruiters, referral partners, employers or educational institutions;
  • from awarding organisations, regulators and funding bodies;
  • from publicly available sources where appropriate; and
  • automatically through necessary website technologies and server logs.

Where personal information is provided by another organisation or person, we will provide appropriate privacy information unless an applicable legal exception applies.

5. How we use personal information

We may use personal information to:

  • respond to enquiries;
  • assess course applications;
  • register and enrol learners;
  • deliver teaching, assessment and learner support;
  • monitor attendance, progress and achievement;
  • arrange examinations or assessments;
  • register learners with awarding organisations;
  • conduct internal and external quality assurance;
  • claim and issue qualifications and certificates;
  • provide reasonable adjustments and learner support;
  • process payments, refunds and financial records;
  • manage complaints, appeals and safeguarding concerns;
  • meet legal, regulatory and awarding-organisation requirements;
  • prevent fraud and protect our website and systems;
  • communicate important information about courses and appointments; and
  • send marketing communications where we have permission or another lawful basis.

6. Our lawful bases

We process personal information under one or more of the following lawful bases:

  • Contract: where processing is necessary to provide a course or service, or to take steps before entering into a contract.
  • Legal obligation: where processing is required to meet legal, regulatory, safeguarding, tax or other statutory responsibilities.
  • Legitimate interests: where necessary for the effective administration, quality assurance, security and improvement of our services, provided that these interests are not overridden by individuals’ rights.
  • Consent: where an individual has freely agreed to a particular use, such as certain marketing communications, photographs, testimonials or success stories.
  • Vital interests: where processing is necessary to protect someone’s life.

Where we process health, disability, special educational needs or other special-category information, we will also identify an appropriate condition under Article 9 of the UK GDPR and the Data Protection Act 2018. This may include explicit consent, employment and social-protection obligations, protecting vital interests or substantial public-interest grounds where applicable.

Consent may be withdrawn at any time, although withdrawal does not affect processing already lawfully undertaken.

7. When information must be provided

Some information is required to process an application, enrol a learner, provide a course, arrange an assessment or register a qualification.

If required information is not provided, we may be unable to:

  • process an application;
  • enrol the individual;
  • provide the requested course or support;
  • register the individual with an awarding organisation; or
  • claim a certificate.

Optional information will be identified wherever reasonably possible.

8. Sharing personal information

Where necessary, we may share relevant information with:

  • awarding organisations and examination providers;
  • qualification regulators and external quality assurers;
  • government departments, funding bodies and local authorities;
  • schools, colleges, universities, employers and referral partners;
  • tutors, assessors, internal quality assurers and authorised staff;
  • website, email, hosting, learning-platform and IT service providers;
  • payment, accounting and professional service providers;
  • law-enforcement agencies, courts or regulators where legally required; and
  • safeguarding organisations where necessary to protect an individual.

We only share information that is necessary for the relevant purpose. Organisations processing information on our behalf are expected to protect it and act only on our documented instructions.

We do not sell personal information.

9. International transfers

Some technology or cloud-service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use an appropriate legal safeguard, such as:

  • UK adequacy regulations;
  • the UK International Data Transfer Agreement;
  • the UK Addendum to approved standard contractual clauses; or
  • another lawful transfer mechanism.

Further information about applicable safeguards can be requested using our contact details.

10. Retention of information

We retain personal information only for as long as necessary. Our general retention periods include:

  • general website enquiries: normally up to 12 months after the last meaningful contact;
  • unsuccessful or incomplete applications: normally up to 12 months;
  • learner, assessment, quality-assurance and certification records: normally for at least three years following completion or withdrawal, or longer where required by an awarding organisation, regulator, funder or contract;
  • financial and accounting records: normally six years after the relevant financial year;
  • staff records: normally six years after employment ends, subject to applicable requirements;
  • marketing records: until consent is withdrawn, an objection is received or the information is no longer required;
  • complaints, appeals and safeguarding records: according to the nature of the matter and applicable legal, regulatory or contractual requirements; and
  • website security logs: for a limited period determined by operational and security requirements.

Information may be retained for longer where necessary to establish, exercise or defend legal claims or meet a specific legal or regulatory obligation.

Information that is no longer required will be securely deleted, destroyed, or anonymised.

11. Data security

We use appropriate organisational and technical measures to protect personal information. These include:

  • password-protected systems;
  • access restricted to authorised personnel;
  • secure storage of paper records;
  • backups and system-security measures;
  • staff training and confidentiality requirements;
  • appropriate agreements with service providers; and
  • procedures for managing data incidents.

No internet or electronic-storage system is completely secure, but we take reasonable measures appropriate to the nature and risk of the information processed.

12. Individual rights

Depending on the circumstances and lawful basis, individuals may have the right to:

  • be informed about the use of their information;
  • request access to their information;
  • request correction of inaccurate or incomplete information;
  • request deletion of information;
  • request restriction of processing;
  • object to processing;
  • receive certain information in a portable format;
  • withdraw consent; and
  • request safeguards concerning certain automated decisions.

These rights are not absolute and may be limited by legal, regulatory or contractual requirements.

To exercise a right, contact admin@eclipse-academy.org. We may request evidence of identity before responding.

13. Automated decision-making

Eclipse Academy does not currently make decisions producing legal or similarly significant effects solely through automated processing or profiling.

14. Marketing

We will only send electronic marketing communications where permitted by law. Individuals can withdraw consent or object to marketing at any time by contacting us or using any unsubscribe facility provided.

Administrative messages about an existing application, course, appointment or qualification are not marketing communications.

15. Complaints

Please contact us first if you have concerns about how we use personal information.

Individuals also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113

16. Changes to this notice

We may update this privacy notice when our activities, services, or legal responsibilities change. The latest version will be published on our website with its revision date.

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