Privacy Notice for learners/apprentices

 

Introduction:

This privacy notice describes how your data is collected and processed when providing recruitment, employment, and training services to you through our apprenticeship scheme and other skills and employability programmes.  This notice does not form part of any contract of employment or other contract to provide services.  This notice will be updated from time to time, and we will notify you of any changes when they occur.  

The Specialists Hub Ltd (hereafter referred to as ‘Specialists Hub’) is a ‘data controller’.   We are responsible for deciding how we process your data, when providing these services. Data Protection Legislation requires us to provide you with information regarding the processing of your data and your individual rights. Data Protection Legislation includes: (i) the UK GDPR as amended from time to time; (ii) the Data Protection Act 2018 as amended from time to time; (iii) Regulations made under the Data Protection Act 2018; and (iv) all applicable Law about the Processing of Personal Data.

It is important that you read this privacy notice, together with any other privacy notice that is provided on specific occasions, to inform you how and why we are processing your personal information and what rights you have in relation to that processing.

Our contact details:

 

The Specialists Hub Ltd (Data Controller)

The Landing, Blue,

Media City UK,

Salford

M50 2ST

 

Registration reference: ZA470569

 

 

Website: https://specialistshub.co.uk

 

Data Protection Officer (DPO): Bev McGowan

 

Email: hello@specialistshub.co.uk

Phone number:  0800 538 5680

 

Information about you that we collect and process:

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are "special categories" of more sensitive personal data which require a higher level of protection.

We collect, store and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.  
  • Date of birth.
  • Gender.
  • Marital status and dependants.  Next of kin and emergency contact information.  
  • National Insurance number.  
  • Salary, annual leave, pension and benefits information.  
  • Start date, leaving date.  
  • Location of employment or workplace.  
  • Copy of driving licence, passport, birth and marriage certificates, decree absolute.  
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or application form as part of the application process).  
  • Full employment records (including contract, terms and conditions, job titles, work history, working hours, promotion, absences, attendances, training records and professional memberships).
  • Performance and appraisal information.  
  • Disciplinary and grievance information.  
  • Secondary employment and volunteering information.
  • Information about your use of our information and communications systems.  
  • Photographs, videos.  
  • Accident book, first aid records, injury at work and third-party accident information.  
  • Evidence of your right to work in the UK/immigration status.
  • Qualifications held including Prior learning information.

 

We will also collect, store and use the following sensitive personal information, including "special categories":  

  • Information about your health, including any medical condition, health and sickness records.
  • Dependent upon role - Information about criminal convictions/allegations and offences
  • Information relating to any Safeguarding issues

How your information is collected:

We typically collect personal information about learners through the application and recruitment process, either directly from candidates or from another training provider. We will sometimes collect additional information from third parties including Government systems and services, including:  

  • The Skills Funding Agency
  • Approved Prior Learning systems.

Our lawful basis and how we use this information about you:

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:  

1. Where it is necessary for performing the contract, we have entered into with you or because  we have asked you to take specific steps before entering into a contract

2. Where we need to comply with a legal obligation.  

There can be rare occasions where it becomes necessary to use your personal information to protect your interests (or someone else's interests).

We will use and process your personal information in the following situations:  

  • Making a decision about your recruitment or appointment.
  • Checking you are legally entitled to work in the UK and to provide you with the security clearance appropriate for your role.
  • General administration of the contract we have entered into with you.  
  • Conducting performance reviews, managing performance and determining performance requirements.
  • Assessing qualifications for a particular job or task, including decisions about promotions.
  • Gathering evidence and any other steps relating to possible grievance or disciplinary matters and associated hearings.  
  • Education, training and development requirements.  
  • Dealing with legal disputes involving you, or other Learners, employees, workers and contractors, including accidents at work.  
  • Ascertaining your fitness to work, managing sickness absence.
  • Complying with health and safety obligations.
  • To prevent fraud.
  • To monitor your business and personal use of our information and communication systems to ensure compliance with our IT policies.
  • To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
  • Equal opportunities monitoring.
  • Dealing with Freedom of Information Act/Environmental Information Regulations requests.

Some of the purposes will overlap and there can be several grounds which justify our use of your personal information.

If you fail to provide certain information when requested, we may not be able to fully perform the contract we have entered into with you, or we could be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers, learners and apprentices).  

 We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated or new purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we will, if necessary, process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we process sensitive information:

"Special categories" of particularly sensitive personal information  and criminal offence data require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We will, if necessary, process special categories of personal information in the following circumstances:  

1. Where we exercise our employment-related legal rights (Article 9 (2) (b)) and Schedule 1 Part 1 (1) of the Data Protection Act 2018, and in line with our data protection policy.   

2. Where it is in line with our data protection policy, it is substantially in the public interest (Article 9 (2) (g)) to do so and necessary for:  

 

a. Performing our functions as an Apprenticeship Training Provider (Part 2 (6) Substantial Public Interest Condition).

b. Equal opportunities monitoring (Part 2 (8) Substantial Public Interest Condition). .   

c. Preventing or detecting unlawful acts (Part 2 (10) Substantial Public Interest Condition).  

3. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards (Article 9 (2) (b) and Schedule 1 Part 1 (2) (b) of the Data Protection Act 2018

In some circumstances, we will process this type of information where it is needed in relation to legal claims (Article 9 (2) (f) or where it is needed to protect your interests or someone else's interests (Article 9 (2) (c)  and you are not capable of giving your consent, or where you have already made the information public.

Our obligations as a training provider:

We will use your particularly sensitive personal information in the following ways:  

  • We will use information relating to leave of absence; this can include sickness absence or family related leave, to comply with employment and other laws.
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
  • We will use information about your race or national or ethnic origin to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions:   

We will only use information relating to criminal convictions or alleged criminal behaviour where the law allows us to do so. This can arise when it is necessary for us to comply with the law or for another reason where there is a substantial public interest in us doing so. Less commonly, we will, if necessary, use information relating to criminal convictions or alleged criminal behaviour where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.

We will only collect information about criminal convictions or allegations of criminal behaviour where it is appropriate, given the nature of the role and where we are legally able to do so.  

We will use information about criminal convictions/allegations and offences in the following ways:  

  • Cross-refer to relevant policies/processes/vetting procedures.  

We are allowed to use your personal information in this way where it is in line with our data protection policy and where one of the following reasons arises:  

  • Where we need to carry out our legal obligations or exercise our legal rights;
  • Where it is substantially in the public interest to do so and necessary for performing our functions as an Apprenticeship Training Provider.  

Who we share your data with and why:

We will in some circumstances have to share your data with third parties, including third-party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law.

We will share your personal information with third parties where required by law; where it is necessary to administer the working relationship with you; where it is in the public interest to do so or where it is necessary for the performance of our functions as an Apprenticeship Training Provider. This will, in some circumstances, involve sharing special categories of personal data and, where relevant, data about criminal convictions/allegations.

"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within Specialists Hub.

The following third-party service providers process personal information about you for the following purposes:

  • Seren Skills (Compliance, quality and general administration)
  • Disclosure and Barring Service (DBS checks where applicable)
  • Education and Skills Funding Agency/Department for Education

Privacy notice for Key Stage 5 and adult education - GOV.UK (www.gov.uk)

Personal information charter - Department for Education - GOV.UK (www.gov.uk)

LRS privacy notice - GOV.UK (www.gov.uk)

ILR Privacy Notice 2022 to 2023 version 1 January 2022 (submit-learner-data.service.gov.uk)

  • British Computer Society, Highfield (Awarding Bodies)
  • Open eLMS Ltd (eportfolio system)
  • PICS Learner Data handling systems
  • The Office for Standards in Education (Ofsted)
  • BKSB (Functional Skills including Maths, English and Digital Skills)
  • Docusign (progress reviews and contractual information)
  • Microsoft (apprenticeship management)

All of our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.  

Data security:

We have put appropriate security measures in place to protect your data. We limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions.  

We have also put procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention:

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Details of retention periods for different aspects of your personal information are available in our retention policy. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.  

In some circumstances we will anonymise your personal information so that it can no longer be associated with you, in which case we will use such information without further notice to you. Once you are no longer an apprentice, learner, employee, worker or contractor of the company, we will retain and securely destroy your personal information in accordance with our data retention policy OR applicable laws and regulations.

Your data protection rights:

Under certain circumstances, by law you have may have the right to:  

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.
  • Withdraw consent - In the limited circumstances where you have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact hello@specialistshub.co.uk Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legal basis for doing so.
  • Details of whether you are under a statutory or contractual obligation to provide the personal data – we have a legal obligation to perform checks for employment purposes.  Failing to do so would be a breach of the law.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact hello@specialistshub.co.uk in writing.  

We sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us, by using the contact details provided above, in this Privacy Notice.

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

The ICO’s address:             

Information Commissioner’s Office

Wycliffe House

Water Lane                                                                                                                   

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

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

 

 

Shopping Basket
Scroll to Top