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Our commitment to privacy
SR Apprenticeships, a private training organisation is, for the purposes of the Data Protection Act 1998 and the General Data Protection Regulation (the GDPR) from May 2018, registered as a data controller for personal data and other third parties contracted to process data for the Education Skills Funding Agency (ESFA). SR Apprenticeships’ Data Protection registration can be viewed on the Information Commissioner’s website.
SR Apprenticeships is fully committed to protecting the rights and privacy of individuals, in accordance with the General Data Protection Act 2018. Information about our personnel, candidates and other individuals will only be processed in line with established regulations. Personal data will be collected, recorded and used fairly, stored safely and securely and not disclosed to any third party unlawfully. As the lawful and correct treatment of personal information is critical to our successful operations and to maintaining confidence, SR Apprenticeships is committed to:
Our Data Protection Officer be contacted via email at email@example.com or by phone at 01949 20976.
Follow the hyperlinks below for more information about our policies and practices in relation to your personal data.
Giving information for other people
When you give us information about another person, the other person must have agreed to let:
When you send information for someone else, you are confirming that you have told them:
The information we collect during the enrolment process with SR Apprenticeships
When you enrol with us, you (or the person enrolling you) must tell us:
We use this information to check whether you are eligible for funding. If you are not eligible this information will be destroyed.
We also request other information including your title, middle name, email address, National Insurance number, gender. Ethnicity, additional social/learning needs or disability, but you don’t have to give us these details. Following enrolment via the website, we, or our approved service providers, may request additional personal data from you in order to further support your learning. You do not have to provide this information, but if you do not, you may not get the most out of your learning. However, we ask you to tell us whether you have achieved Level 2 in English and Maths.
We will call you at the time of your choice to check all the above details with you and may request additional information, such as if you have done any learning in the last three years, other information we may collect is set out in this Privacy Statement. You will need a user name and password to access your virtual learning environment (VLE) and materials. Your user name is your email address and you can either choose your own password or we will give you one which you must change when you first log in.
Please note that when you enrol on a SR Apprenticeships course that leads to a qualification such as a Professional qualification or NVQ, we send non-sensitive personal information to the relevant awarding bodies so that they can undertake the administration associated with your qualification.
Other information we collect, to see if you can have government funding
If government funding is available for any of our courses, you need to answer some other questions to see if you are eligible for funding. If you wish to take advantage of any such funding, you will be asked about:
We may require additional information from you in order to support an application for funding. If you do not want to provide us with this information, we will not be able to support you on your apprenticeship/traineeship.
When you start your learning a learner file is created to hold documents relevant to your learning and evidence of proof of identity and funding eligibility. As you progress through your learning other documents, including some of your evidence/off the job training log/course work, may be held in this file.
The information we collect when you access course materials
We collect information about how you use course materials to monitor your learning and improve our users’ learning experience.
Other information we collect
If you require further information or support (request a call back) we ask you to provide us with the information on the “request more information” form on the website, including:
You may also provide personal data through:
Sensitive personal data
Sensitive personal data includes details of your:
At or before enrolment you may be asked for sensitive personal information but you do not have to provide it. If you decide to provide sensitive personal data we will use it for the purposes described
in the section below. If you do not want to provide it, or do not want us to use it for these purposes then when enrolling online please select the “prefer not to say” option.
You may also volunteer sensitive personal data to us, for example, when you submit a query or comment to us via the website or some other means of communication. If you do so, you explicitly consent to our using such information as described in this Privacy Statement.
Use of your information
The information that we collect and store relating to you is primarily used to enable us to provide our Services to you. In addition, we may use the information for the following purposes:
If you do not want us to use your data for any marketing purposes you will have the opportunity to withhold your consent to this when you provide your details to us.
Third parties and sponsors
To achieve the purposes set out in this privacy statement we may need to share your information and Learner File with our service providers (including our approved learning providers), professional advisors and auditors and to your tutor assessor(s). When you enrol on a course with a service provider, the service provider will be delivering and supporting your learning. Following enrolment via a centre or online, all of our approved service providers will have access to your name, date of birth, address, username, learner reference number and which SR Apprenticeships courses you have enrolled on in the past as well as details relating to these SR Apprenticeships courses to help us deliver our services to you. In a limited number of circumstances, it may be necessary to allow a new Service.
Provider access to all your personal information for example if your existing Service Provider no longer provides SR Apprenticeships services.
We may also give your information to third parties who may take over part or all of the SR Apprenticeships business in the future, but only for the purposes outlined in this privacy statement. If your employer, trade organisation or other organisation is sponsoring or supporting you, we may give the personal information we have collected to your sponsor to monitor your learning.
Communications between you and your tutor using any of the tools or functions we make available to you (including unopened messages sent via our virtual learning environment messaging system) may be monitored by SR Apprenticeships staff to check the quality of tutor support. SR Apprenticeships staff and auditors may also access these communications when we want to investigate or audit learner funding arrangements.
If we have received your details as a referral from one of our partners we may be required by the referral partner to provide them with updates on the following areas:
Keeping you informed
We, and our approved service providers, will use your information to send you regular updates about:
If you enrol on a SR Apprenticeships course you will periodically be sent customer feedback surveys. If you do not wish to be contacted for marketing purposes please do not select opt in. If at any time, you change your mind about receiving updates, you can advise your Tutor Assessor or email firstname.lastname@example.org.
We will never use your sensitive personal data for marketing purposes without your express consent.
We, and our approved service providers, may use your personal data to process or to support any application made for funding associated with your learning. For these purposes we, or our approved service providers, will share the information you supply with the Education & Skills Funding Agency in England. The Education & Skills Funding Agency may in turn share it with the European Social Fund, or other government agencies that may provide funding for your course.
Learner data is collected by SR Apprenticeships in accordance with the terms and conditions of funding imposed on providers of learning, for example, Further Education colleges and private training organisations. The data collected from learners is processed by SR Apprenticeships, as explained in the Privacy Notice issued by providers to each learner.
The data is primarily used by the ESFA and the DfE to perform statutory functions on behalf of the Secretary of State as set out in the Apprenticeships, Skills, Children and Learning Act 2009 and for the exercise of functions of the Crown, a Minister of the Crown or that government department.
Information provided by learners may be shared with other organisations for purposes of administration, the provision of career and other guidance and statistical and research purposes, relating to education, training, employment and well-being. Other organisations include the Department for Work and Pensions, Local and Combined Authorities in England, the Greater London Authority, the Higher Education Statistics Agency, the Higher Education Funding Council for England, educational institutions and organisations performing research and statistical work on behalf of the Department for Education, or partners of those organisations
The learner data processed by SR Apprenticeships is known as the Individualised Learner Record (ILR). The specification and standards for the ILR are published for each academic year (1 August – 31 July) by the ESFA.
Learner data is also collected and supplied to the Learning Records Service, a part of the ESFA. This personal data is used by the ESFA to issue learners with a Unique Learner Number (ULN), and to create and maintain the Personal Learning Record. Information held in the Personal Learning Record is shared with third parties such as providers of learning.
Further details of how this personal data is processed for these purposes are published for the Learning Records Service.
At the point this information is collected you will be asked to indicate if you wish to be contacted by the Skills Funding Agency or its partners in respect of courses, surveys and research. You can change your choices at any time by talking to your tutor. Please read the ESFA Privacy Notice below.
We, or the government agency providing funding for your course, may use your personal data and Learner File to investigate a suspected misuse of public monies or other fraudulent activity by any person relating to your learning activity. In doing so, we, or the government agency providing funding for your course, may disclose your information to other government agencies (e.g Department for Work and Pensions) to establish whether there has been any duplication of funding for your course. We may also contact you for the purposes of any such investigation.
ESFA Privacy Notice 2017 to 2018
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 Data Protection Act 1998, the DfE is the data controller for personal data processed by the ESFA.
How We Use Your Personal Information
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 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 the Data Protection Act 1998.
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.
You can opt out from being contacted for other purposes by choosing a relevant option in the ESFA Contact Restriction fields which will be discussed with you when you register with SR Apprenticeships.
Further information about use of and access to your personal data, and details of organisations with whom we regularly share data are available at:
We and/or the approved service providers delivering and supporting your learning are also required to provide statistics to all of the government agencies mentioned under the heading ‘Funding’ and to the Department for Business, Innovation and Skills, in order that they can carry out checks on our funding arrangements and our performance and for research and statistical purposes. This helps us, and our approved service providers, to maintain our funding. Where such information is supplied, it is provided in an aggregated manner so that whilst such authorities may be aware of, for example, the number, geographic location and sex of persons using SR Apprenticeships, you cannot be personally identified from this information.
However, we may provide information that identifies you (your name, date of birth, address and postcode) to the Department of Work and Pensions so that they can check whether SR Apprenticeships learners have progressed into employment and compile statistical information about such progression. You will not be identifiable from the statistical information compiled.
Requests for information
If you have not registered as a learner but are simply making an enquiry or request for information, we will use your personal information to reply to your enquiry or request. We will not use this information for marketing purposes without your permission or unless you invite us to do so.
Protecting your personal information
SR Apprenticeships, a private training organisation is, for the purposes of the Data Protection Act 1998 and the General Data Protection Regulation (the GDPR) from May 2018, registered as a data controller for personal data and other third parties contracted to process data for the Education Skills Funding Agency (ESFA). SR Apprenticeships’ Data Protection registration can be viewed on the Information Commissioner’s website. As a registered data controller, we are required to take appropriate technical measures to protect your personal information including making a regular backup of our system and data. We have security measures in place to make sure any personal information we collect is secure. Your account is password protected and all information including your password is on a secure server, which only a limited number of employees can access. All parties with access to your information are subject to confidentiality obligations. If you think someone else knows your password, or is using it, tell us immediately and change your password using the “change my password” option.
To prevent unauthorised disclosure or access to information, it has strong organisational and technical security safeguards. If information is shared with another organisation (reasons for this are given below) it will ensure an Information Sharing Agreement is in place. SRE follows stringent procedures to ensure it works with all personal data in line with the General Data Protection Regulation 2018.
Please note that the transmission of information via the internet (including email) is not completely secure and therefore, although we endeavour to protect the personal information you provide to us, we cannot guarantee the security of data sent to us electronically and the transmission of such data is therefore entirely at your own risk.
Keeping your personal data
We keep personal data and Learner Files:
Sometimes we will keep information that you have deleted, for example messages sent by you to your tutor, as a record of your learning experience. We will keep this information for a reasonable time.
Our policy for children
Our website is not designed for or directed at children under the age of 13. SR Apprenticeships does not knowingly solicit personal information from children under the age of 13 or send them requests for personal information.
We recommend that you put parental controls on your internet browser and supervise your children when they are online.
We will not use information collected from people under 16 for marketing purposes. In general, Government funding is not available to learners under 16 via SR Apprenticeships, although there are some specific exceptions, in particular apprenticeships. This privacy statement will apply to any learner enrolled on an apprenticeship even if you are aged between 16 and 18
If you are a tutor
When you are registered as a tutor by a Service Provider you accept that all activity is undertaken by you for the provision of SR Apprenticeships learning. Any comments or tutor notes placed by you or the SR Apprenticeships system will be retained, are visible to the relevant learner and authorised personnel within SR Apprenticeships Ltd and may be used as evidence of learner support.
You have the right to:
If you wish to make a data protection complaint go to: https://ico.org.uk/concerns
You should note that if our business (or any part of it) is sold or transferred at any time, the information we hold may form part of the assets transferred although will still only be used in accordance with this privacy statement.