Privacy notice for My apprenticeship service

This privacy notice explains how we collect and use your personal information for the My apprenticeship service. This service is run by the Department for Education (DfE).

For the purposes of the relevant data protection legislation, DfE is the data controller for any personal information processed on this service.

How we use your personal information

DfE collects your personal information when you use the My apprenticeship service.

We use your personal information so the DfE can carry out its functions.

When you register on the service, the personal information you give us will be used:

  • to match you to the details of your apprenticeship as provided by your employer and training provider
  • to provide help and support during the use of the service
  • to notify you of specific in-service updates and actions with regard to your apprenticeship
  • to contact you for feedback on services we provide to you and for feedback on your training provider
  • for administration and research purposes
  • to ensure the protection of public funds
  • to prevent and detect fraud

We collect and use the following personal information only where we need to, and law permits:

  • first name
  • last name
  • date of birth
  • unique learner number
  • email address

How long we hold personal information

We will only keep your personal data for as long as we need it. DfE has a disposal schedule for personal data based on the needs of the agency and the law. We may need to keep some of your personal data for 66 years for research and producing statistics.

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

If you need further information about how long the DfE holds personal information for, read the DfE personal information charter.

Who we share your personal information with

We may share your information where the law allows it to enable the running of the Confirm my apprenticeship details service, or where we have a legal obligation to do so.

If you need further information about who the DfE shares your personal data with, read the DfE personal information charter.

Our legal basis for collecting and processing the data

For the use of personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation, as set out in Article 6(1) of the General Data Protection Regulation (GDPR). For the purpose of My apprenticeship service, the relevant condition that we are meeting is ‘public task‘ as specified under Article 6 (1)(e) of the GDPR.

Your data protection rights

Under data protection law, you have certain rights depending on our reason for processing your personal information. You have the right to:

  • access - you have the right to ask us for copies of your personal information - more about right of access
  • have your personal data rectified, if it is inaccurate or incomplete
  • request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • restrict our processing of your personal data (that is permitting its storage but no further processing)
  • object to processing - you have the right to object to the processing of your personal information in certain circumstances
  • 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

If you have any of these requests, you can contact us at the DfE.

You can read more information about how the DfE handles personal information.

You can also read further information about your data protection rights on the Information Commissioner’s website.

How to complain

Contact us using our secure online contact form or by writing to the DfE’s Data Protection Officer (DPO) at:

Ministerial and Public Communications Division
Department for Education
Piccadilly Gate
Store Street
M1 2WD

You also have the right to make a complaint to the Information Commissioner's Office.

This privacy notice was prepared on 15/07/2020.