What information will we use?
By participating in an apprenticeship with the University of Kent, either as an apprentice, their employer, or prospective business, we will collect and use information about you. This information includes your details relating to registration as a student with the University (see Student Enrolment Privacy Notice), details relating to the apprenticeship as required by the Educational & Skills Funding Agency (ESFA) and specific subject interests relating to apprenticeships or work base learning. For the purpose of this privacy notice, ‘personal data’ is defined as data which identifies an individual. This data stored and processed by the University (or third party, see below) may include:
- apprenticeship details (e.g. NI number, Unique Learner Number (ULN) and employment information)
- student details (e.g. title, full name, gender, date of birth)
- contact details and Next of Kin
- equality & diversity information (e.g. special categories of personal data).
The Information you provide when you sign up or make an enquiry relating to an apprenticeship with the University is necessary so that you can enter into a contract with us to enable you to participate in the apprenticeship. If you do not provide this information, you will not be able to participate.
Unless you have requested otherwise, your data is accessible to the University and its Schools, Faculties, and Professional Departments. Other apprentices do not have access to your data.
Where permitted to do so, we may obtain information about you from third parties. This information may include your Unique Learner Number (ULN) or Employer Reference Number (ERN) and is a requirement of the apprenticeship.
How will your information be used?
We, organisations connected to apprenticeships, and other companies and service providers that we work with or partner with from time to time (as described in more details in the “Who will we share your information with?” section below), may use your information to:
- operate the apprenticeship, for example to make monthly Individualised Learner Records (ILR) returns to the Government
- track your performance and progress
- statistical analysis on the cohorts of apprentices
- send University publications; and/or
- market services/apprenticeships within the University.
One of the benefits of being part of or interested in an apprenticeship with the University of Kent is that we can send or show you information, surveys and correspondence about services or similar products relevant to you by various channels, including online. Most pages on the University website contain cookies and we make use of cookies and Google Analytics to track the effectiveness of our webpages. The type of information collected may include IP address, location, browser type, referral source, length of visit and number of page views. Please see the University’s policy on cookies at the University of Kent.
Information we collect about you will be stored in our database of contacts. Before storing your information, we will record your contact preferences including how you would like to be contacted (email, telephone, post etc.).
When can we use your information?
We collect and use your information in the following situations:
- where our use of your information is necessary for us to perform the contract or contracts that we have with you
- where our use of your information is for the purpose of our legitimate interests, or the legitimate interest of companies participating in the apprenticeship programme and we have made sure that your information, and your rights in relation to that information, are protected. For example, we may rely on this legal basis if we and/or the companies participating in the apprenticeship programme use your information to understand and improve our (or their) services, to help find out what information and services are most likely of interest to you, to send or show you information relating to these services, or to ensure that the apprenticeship programme and its related services are delivered in accordance with the regulations that apply to it
- where it is believed it is necessary to use your information to comply with a legal obligation; and
- where we have consent.
Where we rely on consent to use your information, you have the right to withdraw that consent at any time. Please see the ‘Your choices and rights’ section of this policy for more information.
The period for which we will keep your information
We will keep your information for as long as is necessary for us to fulfil the purposes that we describe in this policy. As a general rule, however, we will keep:
- the information you provided when you sign up for the apprenticeship programme, together with any updates made, for the duration of the apprenticeship and seven years after, in accordance with the ESFA regulations
- the information that you provided when you registered as a student of the University (see Documentation and Retention Archiving Policy).
Who will we share your information with?
Every effort is made to ensure that all data we hold in both electronic and paper formats are stored securely and only accessed by persons who need to access the information. We will never sell your personal data to third parties. However, we may share your information within the University of Kent and other third-party companies associated with the apprenticeship including:
- Aptem https://www.aptem.co.uk/privacy/
- Ofsted https://www.gov.uk/government/publications/ofsted-privacy-notices
- ESFA https://www.gov.uk/government/publications/esfa-privacy-notice
- BKSB https://www.bksb.co.uk/privacy-policy-2/
We may also share your information with:
- other organisations and service providers that we work with or partner with from time to time
- our professional advisors
- any law enforcement agency, court, regulator, government authority or third party where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party.
Your choices and rights
You have a number of rights in relation to your information, and can make a number of choices about how we collect and use it.
You can contact us using the details below to:
- request access to your information
- ask that we update, complete or correct your information
- ask that we erase your information
- request that we provide your information to you in a commonly used electronic format and to have that information transmitted directly to another organisation (this is known as the right to ‘data portability’)
- object to our, or companies participating in the apprenticeship programme, using your information in certain circumstances
If you are concerned about how your information is used, please contact us CHDAadmin@kent.ac.uk or Information Compliance datapro@kent.ac.uk