United Apprenticeships - Privacy Notice

This notice is intended to provide information about how the apprenticeship team will use or “process” personal data about current, past and prospective individuals who undertake apprenticeship courses through United Church School Trust (UCST)(referred to in this notice as “apprentices”). 

The Data Controller for personal information held by the Apprenticeship team is United Church Schools Trust (United Learning).  United Church Schools Trust is registered with the Information Commissioner’s Office (ICO). The registration number is Z533407X.
 
The Company Secretary is the Data Protection Officer (DPO) and is responsible for ensuring that ULT complies with the Data Protection Law.  They can be contacted on company.secretary@unitedlearning.org.uk or 01832 864538.

The Apprenticeship  team within United Learning collects, create and hold personal information relating to apprentices. We will also receive information from your placement school or nursery and the Department for Education via VYED – (View Your Education Data) which we use to receive performance data, for example, qualification achievement and pass rates.
 
We use this personal data to:

• To provide an apprenticeship programme.
• To assess progress and attendance, including receiving information about the individual’s progress from the placement school.
• To confirm the identity of prospective apprentices.
• To stay in contact with you during your learning and to keep you updated about the apprenticeship programme.
• To identify any training needs.
• To send certification documents.
• To ensure the apprenticeship programme is fair and inclusive.
• To ensure that we claim the correct funding.
• To provide reasonable adjustments for the programme and exams and assessments. We may need to pass information about reasonable adjustments during assessments on to the awarding body of the end point assessment.
• To provide career advice.
• To assess our programmes are running according to apprenticeship funding rules and education frameworks.
• To enable apprentices to take part in external end point assessments.
• For the purposes of research and statistical analysis and to enable the Professional Development Team to monitor the apprenticeship programme.

The types of personal data processed include:

1. Name, address, email address, phone number, unique learner number, date of birth, sex,
2. Ethnicity, where necessary, any disability or health information
3. Employment information, contracted hours, contract type, details of line manager and school where you work
4. Prior attainment and qualifications, performance data, and whether you are exempt from undertaking functional skills.
5. Progress within the apprenticeship programme provided by the placement school or nursery.
6. Next of kin name and contact information (if you stop attending and we cannot contact you, we may use this information to check your welfare).
7. Passport number, National Insurance number, driving license, right to work eligibility,
8. Where apprentices go after they leave the apprenticeship programme.

The legal basis for processing your data is where necessary to comply with our legal obligations or where we consider it to be in our legitimate interests to do so.  We use your information to check your eligibility for doing an apprenticeship.

Information relating to racial or ethnic origin, or health will only be processed with the explicit consent of the apprentice when it is necessary for carrying out our legislative obligations. Further information regarding the purposes for which these data would be processed will be provided with the data collection form.

We will hold your information for the following periods of time:

• Successful application – up to six years from the end of the academic year in which you applied
• Unsuccessful application – up to one year from the end of the academic year in which you applied
• General enquiry – up to six years from the end of the academic year in which you made your enquiry

United Learning has in place technical and organisational measures that ensure a level of security appropriate to the sensitive nature of the personal data that we process.  For further information regarding how we keep personal data secure please refer to our security of personal data policy.

We use third party data processors to provide us with a variety of services.  This use of data processors will only take place if is in compliance with the UK GDPR and the Data Protection Act 2018 (and any subsequent legislation related to data protection in applicable jurisdictions).
 
Decisions on whether we contract with these third party processors are subject to a robust approval process and are based on a detailed assessment of the purpose for which the data processing is required, the level and sensitivity of data involved and the arrangements in place to store and handle the data. To be granted access to your data, data processors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.
 
We currently use the following data processors:
 
MIS (management information systems) and CRM– PICS, Pellcomp, One Advance,
Data storage - OneFile, Microsoft Office
PFS – functional skills assessors

We may share data with the following recipients:
 
Auditing and inspections - Ofsted, and any external auditor we may engage.
End-point assessment organisations - TQUK, CIPD, 1st4Sport
PDSAT (Provider Data Self-Assessment Toolkit)
To claim grant funding from the Department for Education
We receive data from Ofsted- FESIT (Further education and skills information toolkit)

Data protection legislation gives individuals certain rights which are detailed below.  If you wish to exercise these rights please contact Apprenticeships@unitedlearning.org.uk

Right of access to personal data “subject access request”  

You have the right to access the personal data that we hold about you.  Requests may be made in writing or orally (if requested orally we will make a record of that request to ensure it is met within the required timescale). We take the security of personal data seriously so we may ask you for proof of identity to verify that you are entitled to the information requested.

Right to withdraw consent 

Where we have obtained your consent to specific processing activities you may withdraw this consent at any time.

Right to rectification 

You have the right to have the personal data that we hold about you rectified if it is inaccurate or incomplete. We will respond to such requests within one month.

Right to erasure

You have the right to have personal data erased in certain specific circumstances.  If you make such a request we will consider whether the right to erasure applies and give you a full and reasoned response.

Right to restrict processing

In certain circumstances you have the right to request that we restrict the processing of your personal data.  If you make such a request we will consider whether the right to restrict processing applies and give you a full and reasoned response.

Further Information

For further information regarding your rights please refer to our rights of the data subject policy.

If you disagree with a decision that we have taken regarding the processing of your personal data please contact ULT’s Company Secretary, Alison Hussain, on 01832 864538 or company.secretary@unitedlearning.org.uk.  You also have the right to lodge a complaint with the information Commissioners Office on 0303 123 1113 or https://ico.org.uk/for-the-public.