Privacy Notice – Applicants Policy


The categories of information that Prostart collect, hold and share include: 

  • Personal Information (such as ID, name, unique pupil number and address) 
  • Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility, bursary eligibility) 
  • Health & medical information 
  • Initial Assessment information (such as assessment results, CV, Interview results) 
  • Special educational information (such as support needs, dyslexia statements and Educational Health Plans) 
  • Contract information (such as start dates, hours worked, post, roles and salary information)  
  • Qualifications (such as GCSE results), Curriculam Vitae (CV) & Referee  
  • DBS Information (such as Passport details, Driving Licence Details, Birth/ Marriage certificate , recent bill) 
  • Welfare and Safeguarding information  
  • Feedback  (such as your feedback, compliments and complaints) 
  • IT & Security  – Computer monitoring records at Prostart (Senso) / CCTV Footage at Prostart 


We use the applicant data: 

To confirm your identification To provide appropriate pastoral care 
To ensure the safety and security of Prostart’s employees, learners and apprentices and visitors To assess & improve the quality of our services        (e.g. follow up complaints) 
To obtain a DBS on behalf of your employer To comply with the law regarding data sharing 
To request reference information  To safeguard  
To identify the correct programme of learning  To send your details to prospective employers 

The lawful basis on which Prostart use this information 

We collect and use pupil information under Article 6 a)consent c)legal obligation d)vital interest e)public task f)legitimate interest and Article 9(2) special category data. 

Collecting  Information 

Whilst the majority of the information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.  

Storing Data 

If you are not successful in securing an apprenticeship Prostart store your application information for a maximum of one year after which it is sent to confidential waste to be destroyed. If you are successful in securing an apprenticeship your application information is retained for 7 years before being sent to confidential waste. 


We routinely share information with: 

Prospective  Employers The Department for Education (DfE)  
Education Skills Funding Agency (ESFA) The local authority 


Prostart do not share information about our learners/ apprentices with anyone without consent unless the law and our policies allow us to do so. Prostart share data with the Educational Skills Funding Agency and Department for Education (DfE) on a statutory basis. This data sharing underpins  funding and educational attainment policy and monitoring. 


Prostart recognises the need to keep your information secure and has implemented a Security Policy that provides the appropriate technical and organisational measures aimed at preventing loss of, or unauthorised use of, your information in accordance with Government standards. 

Data Collection Requirements 

We will never share your information without your consent unless we are legally required to for example to get your DBS check. 

Learner/ Apprentices aged 16+  

Prostart will also share certain information about learners/apprentices aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. 

This enables them to provide services as follows:  

Post-16 Education & Training Providers Youth Support Service Careers Advisers 


Under data protection legislation, parents and learners/ apprentices have the right to request access to information about them that we hold. To make a request for your personal information held by Prostart, or be given access to your child’s educational record, contact The Data Protection Officer at Prostart

You also have the following rights: 

  • Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data. 
  • Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it. 
  • Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you. 
  • Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances you may request that we erase your personal data held by us. 
  • Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data. 
  • Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest 
  • Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances 


Where we use your personal information based on your prior consent, such information about your health, or where you have given us permission to send you marketing communications by email, mobile messaging and by direct message on social media, you can withdraw your consent at any time by contacting us.  

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at 

Contact – If you would like to discuss anything in this privacy notice, please contact: –  

Data Protection Officer  

28 High Street, Long Eaton, Nottingham, NG10 1LL