1 – Policy Statement
The Apprentice Academy (TAA) prides itself on customer service and this policy has been produced to advise how we handle your personal information providing clarity on what information we hold, how we use it, and how we protect it.
This policy applies to information we collect about:
(a) visitors to our website when requesting further information via the “Get Course Information” form: and
(b) people who do business with us or register for our services
(c) information that may be knowingly or inadvertently collected as part of a learner’s evidence of competency.
TAA may act as a Data Controller or a Data Processor within our relationship depending on the nature of services that we are providing you.
2 – Purpose
When do we collect information
If you contact us via telephone, e-mail, website, social media as an individual or employer we will collect and retain this information about you. The type of information we collect depends on the nature of your interactions with us. The information we collect is detailed within our data information audit sheet. This is available on request.
If you submit details on behalf of any other person, it is important to ensure you have their permission to
How we collect the information about you?
1. Filling out an enquiry form on our website or from one of our trusted third parties such as the Government’s Find an Apprenticeship website, Awarding Body or on-line job noticeboard website, which is then automatically sent to us
2. Correspondence by phone; email or chat
3. Requests to join our social media channels such as Facebook, LinkedIn and Twitter
4. Information provided when contact is made with the Central Service’s team to report a problem, resolve a query, or provide general system support.
5. Surveys to support continuous improvements in the learner experience
6. Development tools to support your continued learning, such an One-File, BKSB, Rogo, Moodle, Precipio
7. Completion of an Apprenticeship application form
8. Any pre-enrolment diagnostic test that may be required
Sensitive Personal Data
In addition to the basic data described above, some of the personal information that you provide may include sensitive information, such as a health condition or disability, to ensure we can provide the necessary duty of care, or information about your race or ethnicity, which we need for statutory registration/reporting purposes. Health information will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known under the law as ‘special categories of data’ (you may also know this as ‘sensitive personal data’) and we require your explicit consent to process this information.
We may gather business contact information from publicly available sources through partners.
Information that we collect automatically
When you visit our Websites, we may collect certain information automatically from your device. The information we collect automatically may include information like your IP address, device type, unique device identification numbers, browser-type, broad geographic location (e.g. country or city-level location) and other technical information. We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.
Collecting this information enables us to better understand the visitors who come to our Website, where they come from, and what content on our Website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our Website to our visitors.
Some of this information may be collected using cookies and similar tracking technology.
Information we obtain from third party sources
We may receive personal information about you from third party sources, such as your employer or college, but only where we believe that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us. We collect only the minimum amount of information required from these third parties to enable us to provide the requested service or process any application you send to us (for example, your educational or employment history). We only use the information we receive from these third parties as set out in this Privacy Notice.
How do we use your information?
We use the information about you:-
As an applicant or learner
- to enable us to create an electronic and paper record of your application
- to enable your application to be processed
- to enrol you on our learning programmes
- to communicate with you during and after your programme about progression opportunities
- to meet the eligibility and funding requirements of our Funders e.g. The Education and Skills Funding Agency
- to pass onto Awarding Bodies, learning platform providers, subcontractors involved in your learning
- to pass onto potential employer if applying for our Future Talent programme
- to enable us to compile statistics, or to assist other organisations to do so, provided that no statistical information that would identify you as an individual will be published. The information will be kept securely and will be kept no longer than necessary.
As an employer
- to enable us to create an electronic record of your enquiry so that it may be dealt with effectively
- to advertise vacancy details, draw up proposals, contracts and agreements
- to communicate with you during and after your employees/learner’s programme regarding your employee’s progress, progression opportunities, gaining feedback on the quality of our training/services, to send out and collect payments
- to offer you similar or complimentary services that will benefit your business – helping it to prosper and grow
- to meet the eligibility and funding requirements of our Funders
- to enable us to compile statistics, or to assist other organisations to do so, provided that no statistical information that would identify you as an individual will be published. The information will be kept securely, and will be kept no longer than necessary
In providing information when you sign up to our services and in the course of provision of the services to you and by accepting the provision of our services, you give specific and informed consent to The Apprentice Academy and its related companies, YP Potential to use such information as required.
Data held by The Apprentice Academy, and its related companies will not be transferred outside the
European Economic Area.
Information on your organisation collected as ‘evidence’ for learners
As learners collate evidence of their competency in the workplace through observations, projects, professional discussions and other assessment methods, some of that evidence may pertain to your organisation or the way you conduct business.
Whilst keen to ensure that learner’s have every opportunity to prove their abilities in the workplace, we are very aware of the sensitivity of this information and will handle any such information in a confidential manner. At the start of a learner programme, the coach will discuss with the learner and their line manager, what the business would feel comfortable with and what they would not be happy to have recorded as part of the learner evidence. The coach will then ensure that evidence is gathered in such as way that it abides by this preference yet does not disadvantage the learner.
Any documents, discussions, observations or photographs that involve names, specific activities, financial details or any other sensitive information will be anonymised by the learner prior to submission or discussed in anonymous terms. Should a coach feel that information should have been anonymised they will carry out this activity themselves and advise the learner/their manager.
Where the learner or employer feels that the information is too sensitive for copies to be kept, the coach may verify the evidence and then write/dictate their own notes with regard to the suitability of that evidence, to avoid having to keep any versions of it in the learner portfolio. Coaches will also ensure that where photographs or video evidence are submitted as evidence, they check the background for detail that may have inadvertently been included and anonymise as necessary.
Who we share information with:
We may share information with third party suppliers that provide us with services in connection with our business and the provision of our services to you. This will include our learning platform providers such as OneFile, City & Guilds and BKSB, subcontractors, Awarding Bodies, End Point Assessment Organisations, IT hosting and service providers.
We may also share your information to employers should you have accessed our Future Talent Service and wish to apply for one of their vacancies. We will also provide information to your employer where they have instructed us or funded the training and services provided to you. This may include exam results or progression information.
We need to provide our funders, such as the Education and Skills Funding Agency with information to ensure eligibility and compliance. We may also disclose information to regulatory bodies, and government agencies such as Ofsted where we believe doing so should be permitted or required by law, regulation, or legal process.
We also need to provide information to the NHS or other authorised government agencies in connection with COVID-19 containment measures or other crisis management scenarios;
We do not sell information to third parties so that they can independently market their own products or services directly to you.
Our contractors are obliged to keep your details securely and use them only to fulfil the service they provide to you on our behalf.
Third party links
You might find links to third party websites on our Websites or within documentation we provide.
If you access other websites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their own Privacy Notices which you should review.
We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.
Marketing and your choices
Collecting your data helps us to understand what products and services are of interest to you, enabling us to deliver an improved offering and customer experience.
We may use your data for: our internal records; to contact you in response to a specific enquiry; to customise our website experience for you; to send you promotional e-mails that we think may be relevant to you; to send out surveys to obtain feedback to improve our products and services.
If you no longer want to receive marketing communications from us, you can opt out or unsubscribe by emailing our data controller at email@example.com
Certain parts of our website use ‘cookies’ to keep track of your visit. This collects standard internet log information and details of visitor behaviour patterns. We use this information to help improve our functionality and services, track visitor movements, and analyse trends.
The Website may offer you the opportunity to share or follow information about us (or the Website or our Services) using third party social networking functionality (such as through “share this”, “like” or “follow” buttons).
We offer this functionality in order to generate interest in us, the Website and our Services among the members of your social networks, and to permit you to share and follow opinions, news and recommendations about us with your friends. However, you should be aware that sharing personal or non-personal information with a social network may result in that information being collected by the social network provider or result in that information being made publicly-available, including through Internet search engines.
Please note that we do not exercise, endorse, secure or control the policies or practices of any third party social network whose functionality you may access through the Website.
You should always carefully read the Privacy Notice of any social network through which you share information in order to understand their specific privacy and information usage practices.
How we protect and store your information
The personal information we provide you is secured within secure servers. We maintain suitable administrative, technical, and physical security measures to protect your information from unauthorised access and use. The Apprentice Academy will process the data you provide in a manner that is compatible with the EU’s General Data protection Regulation (GDPR).
Our website is scanned on a regular basis for security holes and known vulnerabilities in order to make your visit to our site as safe as possible.
We use regular Malware Scanning. Please note that the transmission of information via the internet (including email) is not completely secure and therefore, although we endeavour to protect the personal information you provide to us, we cannot guarantee the security of data sent to us electronically and the transmission of such data is therefore entirely at your own risk.
Data held by The Apprentice Academy, and its related companies will not be transferred outside the European Economic Area.
In some instances, the law and our funders sets out the length of time information has to be kept. Where The Apprentice Academy has discretion, we will ensure we do not keep records outside of our normal business requirements and legitimate interests.
You have certain rights in respect of the personal information that we hold about you, including
- The right to ask us not to process your information for marketing purposes
- The right to request access to the information that we hold about you
- The right to request that we correct or rectify any information that we hold about you which is out of date or incorrect
- In certain circumstances, the right to ask us to stop using information about you
You have additional rights in respect of this information that we hold about you from 25th May 2018
- The right to withdraw consent for us to process or keep your personal details
- The right to object to us using your data
- The right to ask us to limit or cease processing your data
Please note however that this may prevent us from providing our training and services to you.
If you wish to withdraw your consent, object to how we use your data, ask us to delete or restrict how we use it please contact our Data Protection Officer on the details below. We may ask you to provide additional information in order to process your request (such as confirmation of identity).
We may need to retain certain information for record keeping, to complete any transactions you began before your request, or for purposes as permitted by law or regulation.
If we cannot resolve your concern and you would like to make a formal complaint, you can contact the Information Commissioner’s office (ICO) as the UK’s supervisory authority for information rights.
The Apprentice Academy whose registered office is located at St James’ Building, 79 Oxford street, Manchester, M1 6FQ and registered with Companies House number: 06606572 is the data controller of the personal information we collect about you on this website and from application forms. Such personal information is dedicated to The Apprentice Academy, their sub-contractors and other companies (YP) and will be collected, processed and stored in accordance with GDPR.
Data Protection Officer
The Apprentice Academy has a “data protection officer” who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at:
St. James’s Building, 79 Oxford Street
Manchester, M1 6FQ
0161 200 1673
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