Terms, Conditions and Privacy Information

By using the website, booking onto our courses and engaging with other MyLO learning activities you agree to accept these terms and conditions.

This website (www.york.learningpool.com known as MyLO) is maintained by City of York Council via the Workforce Development Unit (WDU).

What information do we collect

Although certain aspects of this site can be viewed without a user account, to use this site fully (for example book onto courses) you are required to set an account up. As a minimum to create an user account we require your name, email, postal address and contact number. If the organisation you work for pays for your training, then we will require this information too. 

How we use your information

We will only use your personal information in accordance with the Data Protection Act 1998 to provide you with learning and development services.

We store your information to help us keep you up-to-date about your course bookings, and to build your training history. We do not share your contact details with anybody else. 

Course waiting lists:

Where you have signed up to course waiting list/s, we will send you emails to notify you of new course dates or inform you on similar course/s that may be of interest.

Manager access:

Your training information may also be available to your line manager on-line through their account or via reports they may request from us. You should ask them about this.

We will keep your personal information in accordance with our retention schedule requirements and when we no longer have a need to keep it, it will be deleted securely.

You can find out more about how we handle personal information in our Data Protection policy.

Links to other websites

Our privacy notice does not cover external websites. We encourage you to read the privacy information on any other websites you visit. Our website also lists email addresses for external organisations (those addresses that don't end with 'york.gov.uk'); we cannot guarantee what will happen to your personal information if you email an external organisation.


By using our website you are consenting to certain types of cookie being placed on your device. See our website for details on the cookies used. A number of the cookies that we use on the website are essential for parts of the site to operate and some have already been set. You may delete and block all cookies from the site, but parts of the site will not work.

Where our website links to external resources or websites, these may add their own cookies. These are outside our control. Cookies can be disabled by changing the settings on your computer browser, but you may need to re-enter information at times.

Online Payments

The information you give to us when using our online payment system will only be used for the recording of your payment. We will ensure that it is used for no other purpose and is not disclosed to a third party, other companies or individuals unless required to do so by law for the prevention of crime and the detection of fraud. We will hold it securely and only for as long as is needed. It will then be deleted in line with our Retention and Disposal Policy and Procedures.

Our course cancellation policy

Courses that require a licence

1.  Payment for a licence to embark on a course can be made via credit card

a.     Once payment has been made you have a 14 calendar days cooling off period after the day of purchase in which you can cancel the licence and request a refund

b.     All requests for refund must be made to wdu@york.gov.uk within this 14 day cooling off period

c.      It is not possible to claim a refund once services have been received

d.     Once purchased a licence is valid for the period of 12 calendar months. After this period the licence will expire if it has not been activated

Courses that do not require a licence

2.     For courses that do not require a licence to embark but still hold a charge, you will be invoiced after the event. You may cancel any booking on a session date by giving us notice in writing or using our online course system.

a.     If you cancel more than 5 working days prior to the event in question, no charge will be applied

b.     If you cancel within and including 5 working days of the event in question, you will be charged the full fee

c.      Such cancellation fees are to cover costs incurred by us as a result of your cancellations which will not be recoverable by us.

d.     Delegate names can be swapped for other members of your organisation at any time without charge

3.     Non-attendance; if you fail to attend an event without prior notice as stated above, you will be charged the full relevant fee.

4.     We occasionally may have to cancel an event due to a situation outside our control. We will notify you of such a cancellation as soon as reasonably possible.

For the purposes of this policy, situations outside our control means any act or event beyond our reasonable control, including without limitation: strikes, lock-outs or other industrial action by third parties, civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster.


Emails that we send to you or you send to us may be retained as a record of contact and your email address stored for future use in accordance with our record retention schedules. If we need to email sensitive or confidential information to you, we may perform checks to verify the correct email address and may take additional security measures.

Managing and deleting your information

It is your responsibility to see that the information held on the website is up to date. We may also update some information if we identify it is out of date, for example a school closes and reopens with a different name. 

If at any time you decide that you wish to have your account deleted from the website you can do so by emailing wdu@york.org.uk stating your email address and quoting ‘Delete my account' in the subject line. If you are engaged in an active course booking then your account will not be deleted until this has finished and any fees paid for.

In order to ensure we do not hold any out of date information for individuals we regularly suspend user accounts from the site for whom we do not have a valid email address; this includes those accounts to which the email address has been reported as undeliverable, accounts that have been inactive for three years or when as a member of Council staff you leave the organisation.

Information about your bookings and activities will be fully deleted 3 years after the date of your account being suspended. If however before then you wish to reinstate your account you can do so by emailing wdu@york.org.uk stating your email address and quoting ‘reinstate my account' – please note that once an account is fully deleted it cannot be brought back as the data no longer exists.

We ask that you:

  • give us accurate information
  • tells us as soon as possible of any changes
  • tell us as soon as possible if you notice mistakes in the information we hold about you

Accessing your information

You can see any information this site holds about you by logging into your account on the website and visiting your profile.

To find out about your rights under the Data Protection Act 1998, see the Information Commissioners Office (ICO) website.

As part of the City of York Council, the WDU is required to respond to Freedom of Information requests. You can find out more about how we do this via the CYC website.

You are entitled to request copies of any information that we hold about you and you can do this by making a Subject Access Request in writing. More information is on the City of York Council’s website

Third parties

CYC does not pass personal data to third parties for marketing, sales or any other commercial purposes without your prior explicit consent.

If we have to share your information externally, we require any third party to comply with the principles of the Data Protection Act 1998 and our procedures and instructions when they use your information on our behalf.

We may process your personal information using web services hosted outside the European Economic Area, but only where a data processing agreement is in place that complies with obligations equivalent to those of the principles of the Data Protection Act 1998.

Last modified: Friday, 1 June 2018, 9:34 AM