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LumiLearn Privacy Policy

Effective date: 26 June 2026
Last updated: 26 June 2026
Version: 1.0

LumiLearn is operated by Illuminate Care Group Ltd.

Illuminate Care Group Ltd is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information we collect, how we use it, how we protect it and your rights when using the LumiLearn app.

By using LumiLearn you agree to the collection and use of information as described in this Privacy Policy.

 

Who We Are

Data Controller

Illuminate Care Group Ltd

27 Tickhill Square
Denaby Main
Doncaster

Email: datacontroller@illuminatecaregroup.co.uk

Information We Collect

Depending on how you use the app, we may collect the following information.

 

Personal Information

  • Full name

  • Employee number

  • Job title

  • Work email address

  • Work location

  • Department

  • Manager details

  • Employment status

Training Information

  • Assigned courses

  • Course progress

  • Assessment scores

  • Quiz results

  • Certificates achieved

  • CPD hours

  • Training expiry dates

  • Mandatory training compliance

  • Reflective journals

  • Competency assessments

  • Practical assessment records

  • Manager approvals

 

Technical Information

  • Device type

  • Operating system

  • Browser type

  • IP address

  • Login dates and times

  • Session duration

  • Error logs

  • Security logs

 

Communications

  • Notifications

  • Booking confirmations

  • Manager messages

  • App notifications

  • Feedback submitted

 

Why We Collect Your Information

We use your information to:

  • Deliver online training

  • Assign mandatory learning

  • Record completed training

  • Produce certificates

  • Monitor compliance

  • Support supervision and appraisal

  • Produce management reports

  • Meet regulatory requirements

  • Improve LumiLearn

  • Maintain system security

  • Respond to technical issues

 

Lawful Basis for Processing

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

  • Performance of an employment contract

  • Compliance with legal obligations

  • Legitimate interests in managing workforce training and regulatory compliance

  • Consent where required

 

How Your Information Is Used

Your information may be used to:

  • Create your account

  • Assign learning

  • Track progress

  • Issue certificates

  • Notify managers

  • Schedule face-to-face training

  • Produce compliance reports

  • Monitor overdue learning

  • Support inspections

  • Maintain audit trails

 

Notifications

LumiLearn may send notifications about:

  • New course assignments

  • Upcoming training

  • Expiring certificates

  • Face-to-face bookings

  • Manager approvals

  • Assessment results

  • Compliance reminders

  • System announcements

 

Managers may receive notifications when:

  • Staff complete training

  • Certificates are issued

  • Reflective journals require review

  • Practical assessments require sign-off

  • Face-to-face courses are booked

 

Sharing Your Information

We only share information where necessary.

This may include:

  • Senior managers

  • Training administrators

  • Human Resources

  • Compliance teams

  • Regulatory bodies where legally required

  • Approved software providers supporting the platform

 

We do not sell your personal information.

International Transfers

 

If your information is processed outside the United Kingdom, appropriate safeguards will be in place to protect your personal information in accordance with UK GDPR.

Data Security

We use appropriate technical and organisational security measures including:

  • HTTPS encryption

  • Password protection

  • Secure cloud hosting

  • Role-based access controls

  • Multi-factor authentication where available

  • Audit logging

  • Regular backups

  • Security monitoring

  • Restricted administrator access

 

Data Retention

RecordRetention

Training recordsEmployment duration plus 6 years

CertificatesEmployment duration plus 6 years

Audit logsUp to 12 months

System logsUp to 12 months

Support ticketsUp to 3 years

Retention periods may be extended where required by law or regulatory requirements.

 

Your Rights

Under UK GDPR you have the right to:

  • Access your personal information

  • Correct inaccurate information

  • Request deletion where applicable

  • Restrict processing

  • Object to processing

  • Request data portability where applicable

  • Withdraw consent where consent is the lawful basis

  • Lodge a complaint with the Information Commissioner's Office (ICO)

 

Cookies and Analytics

LumiLearn uses essential cookies and similar technologies to:

  • Keep you signed in

  • Maintain security

  • Improve performance

  • Analyse system usage

  • Remember your preferences

 

Where non-essential cookies are used, your consent will be requested.

Third-Party Services

LumiLearn may integrate with services including:

  • Microsoft Entra ID

  • Microsoft 365

  • Email notification providers

  • Cloud hosting providers

  • Reporting services

  • Learning content providers

 

All providers are required to maintain appropriate security and data protection standards.

Children's Privacy

LumiLearn is intended for employees, contractors and authorised users aged 18 years or over. It is not intended for children.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Where significant changes are made, users will be notified through the app or by email.

Contact Us

If you have any questions about this Privacy Policy or your personal information, please contact:

Data Protection Lead
Illuminate Care Group Ltd

Email: datacontroller@illuminatecaregroup.co.uk

Complaints

If you are unhappy with how we process your personal information, please contact us first so we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner's Office.

Information Commissioner's Office (ICO)

https://ico.org.uk

​

 

Account Deletion

If you would like your account deleted, please contact your employer or email datacontroller@illuminatecaregroup.co.uk.

We will process requests in accordance with UK GDPR and any legal obligations that require certain records to be retained.

 

Request the deletion of your LumiLearn account

​

If you no longer wish to use the LumiLearn app, you may request that your account and associated personal data be deleted.

To request account deletion, please email:

​

support@illuminatecaregroup.co.uk

 

Subject:
LumiLearn Account Deletion Request

 

Please include:

  • Your full name

  • The email address used to sign in to LumiLearn

  • The organisation you work for (if applicable)

 

What happens when you request deletion?

 

Once your identity has been verified, we will permanently delete your LumiLearn account and any personal information that is no longer required.

 

Data that may be retained

 

Some information may be retained where required by law or for legitimate business purposes, including:

  • Mandatory training records

  • Compliance records

  • Audit logs

  • Information required to meet legal, safeguarding, employment, or regulatory obligations

 

Any retained information will only be kept for the period required under applicable legislation or organisational retention policies.

 

Timescales

We aim to process account deletion requests within 30 days of verifying your identity.

If additional verification is required, we will contact you using the email address provided.

 

Contact:

Illuminate Care Group

Email: support@illuminatecaregroup.co.uk

Privacy Policy:

https://www.illuminatecaregroup.co.uk/privacy-policy

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