Introduction
This Privacy Notice explains how the University of Cumbria processes personal data of individuals who undertake apprenticeship courses delivered by the University.
Apprenticeships are funded by the Government through the Education and Skills Funding Agency (ESFA).
This notice is intended for apprenticeship students. It should be read together with the Current Student Privacy Notice and the University of Cumbria General Privacy Notice
How do we get your personal data?
We get your personal data from the following sources:
- Directly from you e.g., When you complete the application form, during enrolment and throughout the apprenticeship programme
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Indirectly from third parties e.g., your employer.
What Personal Data Do We Process?
We will process a range of personal data about you to manage delivery of our services and to meet our legal and contractual requirements.
This includes:
- Personal identifiers such as your name, date of birth, NI Number, gender, address, photograph
- Contact details e.g., e-mail address, telephone number
- Employment details e.g., start date, contract of employment, working hours
- Next of kin contact details
- Nationality and UK residential status
- Verification documents such as birth certificate, passport, marriage certificate, VISA, educational qualifications and contract of employment
- Learning support plan
Where relevant we also collect information about your
- Disability
- Ethnicity
- Learning support needs
- Your care leaver or personal circumstances status
How we use your personal data
We will use your information for the purposes listed below.
- Registration, when you make an application.
- Prove your eligibility for the ESFA funding
- Enable delivery of the apprenticeship
- Enable assessments to be conducted
- Establish if you meet the minimum educational requirements
- Show that you are working in a role relevant to the apprenticeship and meet the working hours and minimum wage requirements
- Determine if you have or need English and Maths qualifications at Functional Skills level 2 or GCSE Grade C or above
- Enable you to log onto the apprenticeship system.
- Enable us to obtain funding for your Apprenticeship from ESFA
- Provide you with information on additional funding
- Conduct statistical analysis.
What is our legal basis for processing your personal data?
The lawful reason we rely on for processing your personal data are:
- It is necessary for the performance of a ‘Public Task’ in the public interest
- It is necessary for the performance of our contractual obligations with you
- It is necessary to perform our legal obligations
- It is necessary to pursue our legitimate interests
We may use your “special categories” or personal data about your racial or ethnic origin, religious beliefs, physical or mental health, or gender identity and sexual orientation for the following reasons.
- Substantial public interests e.g.
- to identify if you need support
- to consider reasonable adjustments
- for equal opportunities monitoring
Who will your personal data be shared with?
We share your personal data with our employees and agents on a need-to-know basis only.
We also share your personal data with:
- ESFA or their appointed auditors to enable funding of the apprenticeship. The ILR privacy Notice has more information on how ESFA uses your personal data.
- Your employer, to demonstrate progress during the apprenticeships.
- End Point Assessment (EPA) Organisations and Independent assessors
- Subcontractors to deliver part of the apprenticeship, for example to provide Functional Skills or core modules.
- OFSTED
How long will we keep your data?
Your information will be retained for 6 years after completion or withdrawal from your apprenticeship.
Your Rights
Details about your rights and how to exercise them are set out on our Data Protection webpage.