Guidance

Cabinet Office Apprenticeship Database privacy notice

Updated 7 July 2022

This notice sets out how we will use your personal data, and your rights. It is made under Articles 13 and/or 14 of the General Data Protection Regulation (GDPR).

Your data

We will process the following personal and sensitive personal data:

• your employer
• current employment status
• the start date of your apprenticeship
• the planned end date of your apprenticeship
• if applicable, the date your apprenticeship ended
• the level of your apprenticeship
• your civil service grade equivalent
• the apprenticeship standard you are on
• if you were an existing civil servant prior to becoming an apprentice
• your contract type
• the region where you work
• your age (ONS age bands)
• your gender
• your ethnicity
• your disability status
• your sexual orientation

We also collect information about your socio-economic background, specifically the answer to the following question:

• What was the occupation of your main household earner when you were aged 14?

For data collected before 1 July 2021, we collected the additional data:

• What type of school did you attend when you were aged about 14?

• What are the highest levels of qualifications achieved by your parent(s) and or guardian(s)?

• What is the highest level of qualification you have achieved?

• During your school years was your household eligible for Income Support or Supplementary Benefit?

• If you finished school after 1980, during your school years did you receive free school meals?

• Thinking back to when you were aged about 14, did the main/highest income earner in your household work as an employee or self-employed?

• Thinking back to when you were aged about 14, if the main/highest income earner in your household worked as an employee how many people worked for their employer, or if they were self-employed and employed others how many people did they employ?

• Thinking back to when you were aged about 14, if the main/highest income earner in your household worked as an employee did they supervise any other employees?

• Thinking back to when you were aged about 14, if the main/highest income earner in your household worked which of the following best describes the sort of work they did?

For data collected after 1 July 2021, we collect the following data:

• What was the occupation of your main household earner when you were about aged 14?

For data collected after 1 April 2022, we collect the following data:

• Were you made aware of the potential for a career in the Civil Service whilst at school/college?

Purpose

The purpose(s) for which we are processing your personal data is to:

• to accurately report the number of apprenticeship starts across the Civil Service and the other metrics identified in the Apprenticeship Strategy.

• monitor and report summary statistical information on different groups of apprenticeships to officials across the civil service and for use in the public domain, including diversity information

• monitor and report on the outcomes for different groups of apprentices

• monitor and report on the effectiveness of apprenticeships in building a more diverse, socially mobile and skilled civil service

• undertake detailed statistical analysis of apprenticeships, including identifying the drivers of successful outcomes

Legal basis of processing

The legal basis for processing your personal data is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case the Cabinet Office is responsible for the monitoring and reporting of apprenticeships across the Civil Service and supports departments in the delivery of their targets and your data is required to enable the Cabinet Office to carry out this task.

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.

The legal basis for processing your sensitive personal data is necessary for:

• reasons of substantial public interest for the exercise of a government department
• archiving purposes, scientific or historical research or statistical purposes

The Cabinet Office is responsible for monitoring and reporting on apprenticeships across the civil service and requires your information at the centre to monitor and report on equality, diversity and social mobility.

Recipients

As your personal data will be stored on our IT infrastructure, it will also be shared with our data processors who provide email, and document management and storage services.

We will share anonymised, aggregate or summary data with other public bodies and we may publish this, but it will not allow any individuals to be identified.

Where you did not provide your personal data, it was provided by the department or public body that employs you.

Retention

The data is required up until the end of the strategy monitoring period of 1 May 2025. The retention period will then be reviewed and data deleted if no longer required. If retained, then retention will be reviewed annually.

Your rights

You have the right to request:

• information about how your personal data are processed, and to request a copy of that personal data

• any inaccuracies in your personal data are rectified without delay

• any incomplete personal data are completed, including by means of a supplementary statement

• that your personal data are erased if there is no longer a justification for them to be processed

You have the right to:

• request in certain circumstances (for example, where accuracy is contested) that the processing of your personal data is restricted

• object to the processing of your personal data where it is processed for direct marketing purposes

• object to the processing of your personal data

International transfers

As your personal data is stored on our IT infrastructure, and shared with our data processors who provide email, and document management and storage services, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through an adequacy decision, or the use of Model Contract Clauses.

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

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

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

Contact details

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are:

Cabinet Office
70 Whitehall, London
SW1A 2AS

Public Enquiries: Online Contact Form

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

The contact details for the data controller’s Data Protection Officer are: dpo@cabinetoffice.gov.uk