We are committed to protecting your privacy when you use our services.
This Privacy Notice informs young people and adults who apply for the Ealing Council Apprenticeship Network Candidate Programme, who access support from the Ealing Council Apprenticeship Network or who are offered a place on the how Ealing Council Apprenticeship Network Candidate Programme how we will use your personal information and how we protect your privacy in compliance with our obligations under the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) 2018.
This notice explains what information we hold about you, the reasons for holding it, the third parties to whom it may be passed on to when carrying our statutory functions, and any other activity involving our use of your personal data, such as collecting, storing, sharing, and destroying.
Under the General Data Protection Regulations (GDPR) and Data Protection Bill 2018 an individual has the right to be informed. This means that we must provide “fair processing information” usually through a privacy notice. This addresses the need to be transparent as to how we use personal data. This Ealing Council Apprenticeship Network privacy notice is in addition to the Ealing Council Privacy Notice and information about the types of personal data that we may collect about you when you apply for the programme and contact us. It also explains what we will do with that data and how we will keep it safe.
For more information regarding your rights, please see the council’s Privacy Notice. Ealing Council is the data controller for the personal data we collect. We are registered with the Information Commissioners Office and our registration number is Z5696801.
Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details. We collect this information from candidates on the Candidate Programme application form, in follow-up phone calls and while providing a service to you on the programme. We will only collect this information if you consent to give it to us, but some information will be required to provide a service to you.
The Ealing Council Apprenticeship Network uses information about young people and adults for whom it provides services, to enable it to carry out specific functions and provide a service to those involved in the Ealing Council Apprenticeship Network. For the Candidate Programme this is to ensure that we can provide relevant, effective and personalised employability support to candidates who have secured a place on the programme, who are applying for apprenticeships, employment, education and training. The free service provides careers advice, guidance and support and skills workshops. Support is also available to help candidates with the recruitment process, including applying for and securing a job interview. We also use your information to assess the quality of our services and evaluate and improve the services the Ealing Council Apprenticeship Network provides.
What kind of information do you collect about me?
Your personal information is collected for the purpose of delivering the service to you from:
- application form for the Ealing Council Apprenticeship Network
- additional information you provide
- correspondence you send us
- information collected by our staff on the phone or in face to face interviews
- third party agencies (for example DfE, NAS, DWP, etc)
- other council teams (such as integrated youth service – Connexions, YJS, youth services, play service, social services, housing, SEN team, schools, etc)
- external referrals to the council
- this information is provided to us by you and shared with your consent
From these, we would collect and process personal and special categories information such as:
- personal information (such as name, date of birth, address, phone number, email address, gender, ethnicity, unique pupil number, unique learner number, etc)
- employment, education and learning details / history
- planned destinations
- progression into employment, education, training and apprenticeship details
- education assessment, progress and attainment information
- relevant medical and health information
- disabilities and special educational needs
- characteristics (such as language and free school meal eligibility)
- information about status in the UK and whether you have the right to work in the UK
- parents or carers contact information
- offending or youth offending information
- relevant social care information records
- family or personal details including lifestyle, social circumstances, housing needs and financial details if relevant to the support being offered
What do you do with information about me?
Your information is required to process your application for the Ealing Council Apprenticeship Network Candidate Programme, to offer you support on the programme, to record attendance at our services and enable personalised services to be provided to you.
We would need to collect and process personal information for adults and young people such as name, date of birth, address, gender, and special category information such as ethnicity, disability and / or special educational needs. Further information may be required to ensure we offer relevant and appropriate support, such as whether you are in receipt of benefits, whether you have the right to work in the UK, status in the UK, employment status, education history, planned destinations, disabilities, medical and health information, offending information, social care information and other family or personal information. As the purpose of our programme is to support young people and adults into education, training and employment, we will gather and record information regarding your progression into employment, education, training or apprenticeships. This is for statistical and monitoring purposes. This is also to provide evidence to funders and to ensure we are providing an effective service. We may contact you to carry out a survey or group forum. If we do this, we will ask your consent to be involved.
How do I know the information about me is kept safely?
All the information we collect is stored securely on our IT systems and manual filing systems. We have strict procedures for the way this is done. All information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.
We take information sharing very seriously. Appropriate council and health staff are Disclosure and Barring Service checked. Any member of staff who is found to be breaking the rules will be dealt with through appropriate disciplinary procedures.
For how long are records held?
Records are kept only for as long as necessary, this is either by law or good practices.
For more information regarding records retention, please see the council’s Privacy Notice.
Don't you need my permission to keep and share information about me?
We would need your consent if the LA’s legal basis for collecting and processing your personal information is Consent.
Although your information is confidential, we may have to share information about you/your family without your permission. Where this is necessary we are required to comply with all aspects of the data protection legislation.
We may need to share your information in the following circumstances:
- to protect you from harm, neglect, abuse or significant threat
- when you may need urgent medical treatment
- to prevent or detect a crime
- to comply with a legal obligation
You can withdraw your consent by contacting the apprenticeship team via email on Apprenticeships@ealing.gov.uk or via telephone on 0208 825 6234.
Are there any laws applicable in the processing and protection of my information?
There are several laws which allow for the protection, collection and processing of your personal information for this purpose, such as:
- The General Data Protection Regulations and The Data Protection Act 2018
- Children’s Act 2004
- Childcare Act 2006 as amended Section 9 of the Apprenticeships, Sills, Children and Learning Act 2009.
- The Common Law Duty of Confidentiality
- The Human Rights Act 1998
Can I see the information you have collected about me/my family?
Yes, you can request a copy of the information held. This is called a subject access request under the Data Protection Act 2018 and General Data Protection Regulations which contain certain rights of individuals and their personal data.
For more information regarding your rights, please see the council’s Privacy Notice.
Who should I contact if I want further information or to complain about the use of my personal information?
Please see the council's website for more information on how we use your information.
The council’s data protection officer is Mrs L Cox, whom you can contact on: dataprotection@ealing.gov.uk or telephone 0208 825 5124 during office hours.