Privacy Policy

Privacy Policy

1 – Policy Statement 

The Apprentice Academy 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.

We respect your privacy and protecting your information is paramount. We would ask that you read this Privacy Policy carefully as it contains important information about what to expect when we collect personal information about you and how we will use your data.

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

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 do so.

How do 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 and support.

5. Surveys to support continuous improvements in the learner experience 6. Development tools to support your continued learning, such an One-File, BKSB, and Prodigy

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, it may also benefit you to notify us when enrolling as a learner of any health condition or disability you have, so that we are aware of these conditions and how they affect you. This 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.

This kind of information will only be collected from you and used by to assist you, it will not be shared with any third parties and will only be kept as long as it is required for this purpose, or until such time as you notify us you no longer consent to it being held or processed by us.

We may gather business contact information from publicly available sources through partners.

How do we use your information?

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
  • to pass onto Awarding Bodies, learning platform providers, subcontractors
  • 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/learners programme regarding your employees 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, PWG, 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.

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 and BKSB, subcontractors, Awarding Bodies, IT hosting and service providers.

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 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.

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

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.

How we protect and store your information

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.

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.

Our website may contain links to other sites. Please be aware that we have no control over the privacy policies operated by these linked sites. We accept no liability for the privacy policy of these sites or for the treatment of information provided by you to or on such sites.

Your rights

You have certain rights in respect of the personal information that we hold about you, including

  • the right to be informed of the ways in which we use your information, as laid out in the Privacy policy
  • 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 you have any comments, questions, or concerns about the content of this Privacy Policy or the way in which we use your information, we encourage you, in the first instance, to contact our Data Protection Officer below.

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.

Data Controller

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 & PWG) 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:

Georgia Smyth

St. James’s Building, 79 Oxford Street

Manchester, M1 6FQ

United Kingdom

0161 200 1673

Policy Updates

We keep our Privacy Policy under regular review and may change it from time to time as our business or legal requirements change. You will be notified of any changes through our website.