DfE privacy notice – National Apprenticeship Awards

This privacy notice explains how the Department for Education (DfE) uses (process) any personal data you give to us, or any that we may collect about you. This Privacy Notice should be read alongside the DfE Personal Information Charter.

For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by DfE and the ESFA.

The DfE process and share your personal information with Awards Judges, our Quality Assurance Agency, Event Management Agency and other third parties involved in the planning and delivery of the National Apprenticeship Awards only where necessary. We will only share your personal information where the law allows it, or we have a legal obligation to do so.

If you would like:

• More information about how we process your personal data or your data protection rights.
• To make a request about your information – for example to request a copy of your information or to ask for your information to be changed.
• To contact our Data Protection Officer.

You can contact us in the following ways:

• Using our secure online contact form.
• Or in writing to:
• Emma Wharram
• Data Protection Officer
• Department for Education (B2.28)
• 7 & 8 Wellington Place
• Wellington Street
• Leeds
• LS1 4AW

The kinds of personal data we process about you

When we ask you for personal data, we will:

• Tell you the reasons we're asking for it.
• Only ask for the information we need.
• Make sure we don't keep it for longer than necessary.
• Protect it and make sure only the appropriate people have access to it.
• Let you know if we'll share it with other organisations.
• Keep it up to date where necessary.
• Consider privacy risks when we're planning to change the way we use or hold it.
• Train our staff to ensure we use and protect it properly.

In return, we ask you to:

• Give us accurate information.
• Tell us as soon as possible if there are any changes.

We may process the following types of personal data about you:

• Applicant name.
• Applicant Address including postcode.
• Email address and telephone number.
• Date of birth.
• Framework/Standard type and level.
• Apprenticeship start and completion dates.
• Unique Learner Number.
• UKPRN.
• Diversity information.
• Employer Company Name.
• Employer named contact, email, telephone number and address including postcode.
• Company size.
• Number of apprentices.
• Learning Provider name, email, telephone number and address including postcode.
• End-point Assessment Organisation name, email, telephone number and address including postcode.
• Referee or nominator contact name, email, telephone number and address including postcode

How we use your personal information and why we get information

Data from your application form is initially processed for completeness by the Administration Team prior to being sent for assessment. During this period information supplied in your application is matched against ILR data (Apprentice and Rising Star). Other categories are checked via a different process for validation purposes.

For any queries following validation the Administration Team will make contact with you via telephone or email to confirm/update information.

An example of a validation check might raise the possibility of an applicant having to change category depending on DfE ILR matches.

Shortlisted applications following assessment stage would have their applications securely shared with regional and national judges if applicable.

The lawful basis we often rely on for processing your personal data is to perform our public task. We may also rely on the following lawful bases:

• Your consent - you will be requested to provide this. You can ask to remove your consent at any time. You can do this by using our online contact form.
• Legitimate interest - will be used to make initial contact with the apprentice when they have been nominated by a third party.

How long we will keep your personal data

We keep your personal data for 10 years after it was last modified. DfE has a disposal schedule for personal data based on the needs of the department and the law.

We will take necessary steps to keep your information safe. It will then be securely destroyed when it is no longer needed.

If you want to know how long we keep your information, please write to DfE Departmental Records Officer using our secure online contact form.

How we share your personal data

The personal information you submit in your application will be used by the Department for Education to process and communicate with you about your application. Your information will be shared with third parties working on behalf of the DfE to manage the awards applications and events.

Information in your application, including your personal information may be shared with PR, creative or marketing agencies working on behalf of the DfE for publicity purposes relating to the promotion of apprenticeships as part of the Awards process. We will obtain your consent before doing this. Commercially sensitive information will not be shared publicly.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.
• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to make a subject access request (SAR)

You have the right to ask for access to your personal information, known as a subject access request (SAR). See the DfE Personal Information Charter for further details.

To make a SAR, you can use the DfE contact form.

Alternatively, you can make a SAR in writing. Post your request to:

• Data Protection Officer
• Department for Education (B2.28)
• 7 & 8 Wellington Place
• Wellington Street
• Leeds
• LS1 4AW

Include as much information as you can about what information you need and the years you need the information for. If possible, tell us which part of the department holds the information. You'll also need to tell us your telephone number and address.

We may need to check your identity and your right to access the information you're requesting. This means we might ask for a copy of the identification pages of your passport or photo driving licence and proof of your current address.

We'll try to respond to your request within 1 month. However, if your request is complex, we may extend the period by a further 2 months, but we'll tell you if this is the case.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer at:

• Department for Education (B2.28)
• 7 & 8 Wellington Place
• Wellington Street
• Leeds
• LS1 4AW

You can also complain to the ICO if you are unhappy with how we have used your data by writing to:

• Information Commissioner's Office
• Wycliffe House
• Water Lane
• Wilmslow
• Cheshire
• SK9 5AF

Helpline number: 0303 123 1113

ICO website:https://www.ico.org.uk

Changes to this privacy notice

We may change this privacy notice and we encourage you to check this privacy notice from time to time.

Date last updated: 17/08/2022