Privacy notice

1. Introduction

The Education and Skills Funding Agency (ESFA) is an executive agency of the Department for Education (DfE).

This privacy notice explains how we use any personal data you give to us, or any that we may collect about you. This privacy notice should be read alongside the ESFA privacy policy.

This notice is layered. So, if you wish, you can easily select the reason we process your personal information and see what we do with it.

For the purposes of relevant data protection legislation, the DfE is the data controller for personal data processed by the ESFA.

The personal information you submit in your employer entry for the Top 100 Apprenticeship Employers or the Top 50 SME Apprenticeship Employers, will be used by the ESFA to process and communicate with you about your entry.

If you would like:

more information about how we process your personal data or your data protection rights
to make a request about your information – for example to request a copy of your information or to ask for your information to be changed
to contact our Data Protection Officer

You can contact us in the following ways:

using our secure online contact form
or in writing to:

Emma Wharram
Data Protection Officer
Ministerial and Public Communications Division
Department for Education
Piccadilly Gate
Store Street
Manchester
M1 2WD

2. The kinds of personal data we process about you

When we ask you for personal data, we will:

tell you the reasons we’re asking for it
only ask for the information we need
make sure we don’t keep it for longer than necessary
protect it and make sure only the appropriate people have access to it
let you know if we’ll share it with other organisations
keep it up to date where necessary
consider privacy risks when we’re planning to change the way we use or hold it
train our staff to ensure we use and protect it properly

In return, we ask you to:

give us accurate information
tell us as soon as possible if there are any changes

We may process the following types of personal data about you:

your name
your job title
your employer
your email & telephone contact details at your employer

3. How and why we get information

The personal data you submit in your employer entry for the Top 100 Apprenticeship Employers or the Top 50 SME Apprenticeship Employers, will be used by the Education and Skills Funding Agency (ESFA) to process and communicate with you about your entry.

For the use of personal data to be lawful, we need to meet one or more conditions in the data protection legislation. They are as set out in Article 6(1) of the General Data Protection Regulation (GDPR). For this activity, the condition we're meeting is 'consent' in Article 6 (1)(a) of the GDPR.

You can remove your consent at any time. You can do this by using our online contact form.

4. Sharing your personal data

We will share your personal data with our research partner High Fliers Research, our event management company, and other third parties involved in the planning and delivery of the Top 100 Apprenticeship Employers and Top 50 SME Apprenticeship Employers.

5. How long we will keep your personal data

We will only keep your personal data for as long as we need it. ESFA has a disposal schedule for personal data based on the needs of the agency and the law.

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

If you want to know how long we keep your information, please write to ESFA Departmental Records Officer using our secure online contact form.

6. Your data protection rights

Under data protection law, you have rights including:

Your right of access - you have the right to ask us for copies of your personal information.
Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.
Your right to 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.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

7. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer at:

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

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data by writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

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

8. Changes to this privacy notice

We may change this privacy notice and we encourage you to check this privacy notice from time to time.

Date last updated: 30th November 2021

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