Privacy Notice – Apprentices 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, 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 (Traineeships 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 


We use the learner/ apprentice data: 

To confirm your identification To identify the correct programme of learning  
To register your qualification and exams with the Awarding organisation & obtain certification To support learning and provide appropriate pastoral care 
To monitor and report on progress To identify eligibility for bursary 
To assess & improve the quality of our services  To safeguard  
To ensure the safety and security of Prostart’s employees, learners and apprentices and visitors To register your details with the End Point Assessment organisation To obtain breakdown of your examination results from the Awarding Body To  promote Apprenticeships & marketing Prostart services 

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. 


We routinely share information with: 

Education Skills Funding Agency (ESFA) The Local Authority 
The Department for Education (DfE) Awarding Organisations 
The Learner Records Service (LRS) Ofsted 
Apprenticeship Certificates England (ACE)  Exam Invigilators  


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. 


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. 



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:- 

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: – 

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 


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 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 

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

The Data Protection Officer 

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