GDPR Data processing modelAdministration of Apprenticeship and Work-Study Training Programmes

Organisation: PrivateSector: Education and training

Processing personal and, where relevant, health data to enrol, manage, and certify participants in apprenticeship and work-study training programmes, and to conduct optional marketing and statistical activities with consent.

Purposes (2)

A purpose is the objective pursued by the setting up of your file. It indicates what the processing of personal data will be used for, its purpose. This purpose must be clear and understandable

Marketing / statistics

Consent

Training administration

Registration of enrolments, dispatch of enrolment confirmations and legal documents for work-study training (apprenticeship contract, professionalization contract, etc.), preparation of attendance lists and attendance certificates, enrolment of trainees, interim assessments, monitoring of on-the-job training, validation of training with a diploma and/or professional qualification, access to training platforms

Legal obligation

Legal obligation under UK employment/training law (e.g. Apprenticeships, Skills, Children and Learning Act 2009; ESFA funding rules).

Data categories (2)

Personal data is any information relating to an identified or identifiable natural person. A natural person can be identified either directly (eg surname and first name) or indirectly (eg phone number, social security number, email or postal address, but also voice or image)

Employer customer data

Data details

Telephone numberrequired

Postal Addressrequired

Job function required

Email addressrequired

Name and surnamerequired

Data conservation rules

Active base:

6 years after the end of the contract with the employer, to establish proof in contractual matters (Limitation Act 1980, s.5). Evidence relating to funded apprenticeships must be kept and made easily available to the Department for Work and Pensions and the Department for Education when requested, for the period set in the Apprenticeships Provider Agreement (Apprenticeship funding rules 2026 to 2027, rules 7 and 348). Data collected only for business development: no statutory period applies; the controller should set a period, e.g. 3 years from the end of the commercial relationship, based on the usual renewal cycle of training needs.

Limitation Act 1980, s.5; Apprenticeship funding rules 2026 to 2027, rules 7 and 348

Destruction

Work-study student data

Data details

Disabilityoptionalsensitive data

Photograph

required

Situation in year N-1required

Situation before entry into apprenticeshiprequired

Registration dateoptional

statusrequired

Trainingoptional

Email address and telephone number of legal representativeoptional

Nationalityrequired

Date and place of birthrequired

Request additional informationrequired

Commentsrequired

desired siterequired

Training wishesrequired

Email addressrequired

Telephone numberrequired

Postal Addressrequired

Name and surnamerequired

Data conservation rules

Active base:

For as long as is strictly necessary to manage the applicable legal limitation period (establishment of proof in contractual matters, supporting documents to be provided in the event of government inspection, etc.). Data collected for marketing purposes is kept for a maximum of 3 years, Other data collected can be kept for a maximum of 6 years post-completion

Destruction

Data subject (2)

A data subject is any person whose data is collected, retained or processed by the data processing. e.g. In a recruitement process, any candidate for a position proposed in recruitement management process

Employer-customers
Apprentices/work-study students

Created at:07/08/2023

Updated on:10/05/2026

Nb using:16