Privacy Notice – Apprentices Policy

The categories of information that Prostart collect, hold and share as part of our terms and conditions of using our services include:

• Personal Information (such as ID, name, unique pupil number and address)
• Characteristics (such as ethnicity, language, nationality, 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)
• Financial Information for eligibility for the bursary (16-19 Funding only – such as bank details/evidence of benefits)
• Welfare and Safeguarding information
• Attendance information (such as sessions attended, number of absences and absence reasons)
• Qualification attainment information and results (such as GCSE results
• Learning records (such as assessment & action plan records and registers)
• Progress & Quality Reviews
• Surveys  (such as your feedback, compliments and complaints)
• Case Study/ Promotional literature about you (such as photographs and videos and printed material)
• IT & Security  – Computer monitoring records at Prostart (Senso) / CCTV Footage at Prostart
• Recordings of online/ remote training sessions both group and 121’s
• Use of visual evidence e.g. photographs/videos to support course work or case studies; On occasion staff may use their mobile phones to photograph/take videos, this is done in accordance with Prostart’s data protection policy.
• Other Promotional Activities including case studies – Without expectation of compensation or other remuneration, now or in the future, I hereby give my consent to Prostart Training, its affiliates and agents, to use named persons image and likeness and/or any interview statements from named person in its publications, advertising or other media. This consent includes, but is not limited to:- a) Permission to interview, film, photograph, tape, or otherwise make a video reproduction of me (my child) and/or record my voice; b) Permission to use name persons first name, use quotes from the interview(s) (or excerpts of such quotes), film, photograph(s), tape(s) or reproduction(s) of named person, and/or recording of named persons voice, in part or in whole, in its publications, in newspapers, magazines and other print media, Social media including Facebook, Instagram and other platforms, on television, radio and electronic media (including the Internet), in theatrical media and/or in mailings for educational and awareness activities (including the Internet)

WHY PROSTART COLLECT AND USE THIS INFORMATION

We use the learner/ apprentice data:

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

Prostart hold hard copies of data for 7 years after which it is sent to confidential waste for disposal. Portfolio evidence is retained for 3 years after which you will be contacted to arrange collection; all uncollected portfolios are sent to confidential waste if they remain uncollected after 6 months. Case studies including photographs and videos are retained for 3 Years after which they are deleted from Prostart’s electronic communication channels.  All evidence stored electronically on OneDrive is retained for 3 years prior to being deleted. Registers are retained for seven years before being sent to confidential waste. All data held in relation to your funded apprenticeship programme is retained until 2032 in line with the Education Skills Funding Agency (ESFA) requirements. Recordings of online training sessions including 121 sessions are stored for 3 years.

WHO PROSTART SHARE LEARNER/APPRENICE INFORMATION WITH

We routinely share information with:

WHY PROSTART SHARE LEARNER/APPRENTICE INFORMATION

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 share information with referral bodies which could include Safeguarding boards, Police, Social Services,CHANNEL, Prevent Lead (as appropriate) in line with our Safeguarding/ Prevent statutory duty.

Security

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

HOW THE ESFA USE YOUR PERSONAL INFORMATION

This privacy notice is issued by the Education and Skills Funding Agency (ESFA), on behalf of the Secretary of State for the Department of Education (DfE). It is to inform learners how their personal information will be used by the DfE, the ESFA (an executive agency of the DfE) and any successor bodies to these organisations. For the purposes of  the DfE is the data controller for personal data processed by the ESFA.

Your personal information is used by the DfE to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeships, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). Your information will be securely destroyed after it is no longer required for these purposes.

Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it and the sharing is in compliance with data protection legislation

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you in order for them to carry out research and evaluation to inform the effectiveness of training.

Further information about use of and access to your personal data, details of organisations with whom we regularly share data, information about how long we retain your data, and how to change your consent to being contacted, please visit: -ESFA:- https://www.gov.uk/government/publications/esfa-privacy-notice/education-and-skills-funding-agency-privacy-notice-may-2018

The Learning Records Service

The information you supply will be used by the Skills Funding Agency, an executive agency of the Department for Education (DfE), to issue you with a Unique Learner Number (ULN), and to create your Personal Learning Record. For more information about how your information is processed and shared refer to the Extended Privacy Notice please visit: – https://www.gov.uk/government/publications/lrs-privacy-notices

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 and Training Providers
•  Youth Support Service
•  Careers Advisers

REQUESTING ACCESS TO YOUR PERSONAL DATA

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 Maria Pannullo mariapannullo@prostartuk.co.uk

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

CONTACT REASONS

You will be contacted by prostart following completeion of your vacancy application from for the following purposes

RIGHT TO WITHDRAW CONSENT AT ANY TIME

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 phone, email, mobile messaging  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 https://ico.org.uk/concerns/

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

Maria Pannullo Data Protection Officer / 28 High Street, Long Eaton, Nottingham, NG10 1LL