Privacy notice - Apprenticeship Roadshow Events (TRANSFORM Project)
Overview
This Privacy notice covers the processing of personal data in relation to individuals participating in Apprenticeship Roadshow Events as part of the TRANSFORM programme. It includes information provided by individuals on behalf of small and medium enterprises, representing training providers, individuals who are/have been apprentices and individuals who attend virtual and/or in person Apprenticeship Roadshow events. This information is requested by East Sussex County Council or Sussex Council of Training Providers (our delivery partner for the TRANSFORM project) in order to provide the service and manage attendance of the Roadshow events. Additional data is also requested in order to claim funding from the Department for Work and Pensions (DWP), who are the Managing Authority (MA) for this part-European Social Fund funded project.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
For individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, on behalf of training providers or individuals sharing their experiences as apprentices, the following personal data is used: name, employer, position, contact email and telephone number.
Participants (for example young people, their parents, carers, adult job seekers) attending the Apprenticeship Roadshow events are required to provide name and email address. Additional data including partial postcode, age bracket, gender identity, disability status, ethnicity, residency status and care leaving status will also be requested. However this is optional and is not required for data subjects to attend the event.
How will your information be used?
For individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, on behalf of training providers or individuals sharing their experiences as apprentices, the information is used to deliver the presentation to participants at the events and in relation to training providers and employers with vacancies, to provide contact details for interested attendees. We may upload a recording of the event to the Careers Hub website and use event images in promotion activity; if we do this, we will request the consent of featured individuals in advance.
For participants attending the Apprenticeship Roadshow events, name and email address will be used to manage attendance of the Roadshow event, including requesting post-event feedback. The additional optional data including partial postcode, age bracket, gender identity, disability status, ethnicity, residency status and care leaving status is requested in order to claim funding from the Department for Work and Pensions (DWP), who are the managing authority (MA) for this part-European Social Fund funded project. The additional optional data will also be used to understand the reach of the programme, promote equality and diversity and report on the same to councillors.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed outside of the European Economic Area.
The event will be broadcast on Go to Webinar. You can view their privacy policy and FAQs in relation to data protection.
Consent will be sought from individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, training providers and as former or current apprentices.
For participants attending the Apprenticeship Roadshow events, the processing of name and email address is used to manage attendance of the Roadshow event and is part of our duty to deliver and provide careers information and advice to young people in relation to education, employment and training, under the Education Act 1996.
The additional optional data requested from participants is requested in order to claim funding from the Department for Work and Pensions (DWP) and will be used to understand the reach of the programme, promote equality and diversity and report on the same to councillors. We will only process this information with your consent, and you can choose whether or not to provide this information.
What is the legal basis for processing your information?
Consent will be sought from individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, training providers and as former or current apprentices.
For participants attending the Apprenticeship Roadshow events, the processing of name and email address is used to manage attendance of the Roadshow event and is part of our duty to deliver and provide careers information and advice to young people in relation to education, employment and training, under the Education Act 1996.
The additional optional data requested from participants is requested in order to claim funding from the Department for Work and Pensions (DWP) and will be used to understand the reach of the programme, promote equality and diversity and report on the same to councillors. We will only process this information with your consent, and you can choose whether or not to provide this information.
How long will your information be kept for?
For individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, training providers or as current or former apprentices, the information will be kept for the duration of the project ie until December 2023.
For participants attending the Apprenticeship Roadshow events who provide only email and name, we will destroy this information 1 month after the event. Where optional information has been provided in addition, it will be kept until December 2033, 10 years after the end of the TRANSFORM Programme in December 2023, in line with ESF Document retention requirements.
Sharing your information
The Sussex Council of Training Providers (our delivery partner for the TRANSFORM project) receive name and email address only.
The Department for Work and Pensions (DWP), who are the Managing Authority (MA) for this part-European Social Fund funded project receive only anonymised aggregated data, or pseudonymised data and you will not be able to be identifiable from this.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Use of third party organisations
East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.
For individuals who feature as part of the Apprenticeship Roadshow event presentations on behalf of small and medium enterprises, on behalf of training providers or individuals sharing their experiences as apprentices, Sussex Council of Training Providers (our delivery partner for the TRANSFORM project) collect and process this information.
For participants attending the Apprenticeship Roadshow events, registration is managed by Ticket Tailor, who collect your information, share it with our delivery partner and validate your attendance at the event, using the Tazotix App. Event attendance is captured with a QR code, so no personal data is used or transmitted during this process.
The Department for Work and Pensions (DWP), who are the Managing Authority (MA) for this part-European Social Fund funded project receive only anonymised aggregated data, or pseudonymised data and you will not be able to be identifiable from this.
Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
TRANSFORM Project
Skills, Education, Employment and Training team
Standards and Learning Effectiveness Service
Children’s Services
County Hall
St Anne's Crescent
Lewes BN7 1UE
Children’s Services contact centre: 0345 608 0192
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)