Fair processing notice: Apprentices
15 February 2022
This fair processing notice applies to apprentices taking End Point Assessments.
The data we collect about you
- Your name and contact details
- Personal details like your date of birth, gender, ethnic background and Unique Learner Number
- Employment details like your employer name and job title
- Any other relevant personal information contained in your submitted portfolio of workplace evidence.
What we do with your data and on what grounds
We can only process your personal data if we have a basis to do so which is permitted by law. This may be that you have given your consent, or it may be one of the other lawful bases for data processing. These comprise situations where it is necessary:
- for our performance of a contract with you. We process your personal data where it’s necessary in order to fulfil a contract with you or to take steps, at your request, before entering into such a contract
- for our legitimate interests. We process your personal data as and when necessary to do so in order to conduct and manage our business to provide you with the best service and experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests. We don’t use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law)
- to meet our legal obligations. We process your personal data where it’s necessary for compliance with legal or regulatory obligations.
| Purpose/activity | Lawful basis for processing including basis of legitimate interest |
|---|---|
| Assessment delivery and support, including to fulfil our legal obligations to ensure appropriate levels of assessment support for students who require reasonable adjustments or special consideration due to specific impairments |
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| To inform you, your training provider and your employers of your EPA results. |
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Customer support in relation to your EPA registration and assessment, including:
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| Managing payment, including enabling training providers to pay EPA fees |
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| To make important communications relevant to your EPA |
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Marketing and promotional communications, including to:
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To meet our legal obligations, including:
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Product development and quality control, including to:
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| IT system administration, to administer internal systems including maintaining access rights, troubleshooting issues and maintaining databases and backups |
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| Archiving your collected data to support assessment queries, professional standards investigations and general customer queries |
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Who we share your personal data with
- Our third-party service providers of payment, user testing, IT and mailing services
- Your accredited employer and training provider to provide your assessment results
- Independent Assessors and Chief Independent Assessors for assessment review and marking
- Our pages on social media platforms, such as Facebook, Twitter and LinkedIn
- Supervisory/regulatory bodies, law enforcement and independent investigators relating to disciplinary investigations, complaints and regulatory reporting requirements (including the Financial Conduct Authority, Department for Education, Institute for Apprenticeships and Technical Education, Education Skills Funding Agency, and Office of Qualification and Examinations Regulation)
- Your assessment results details will be stored on our Centre assessment results and Centre statements of achievements services, which will be available to view by your current and any previous training providers
Where we get your data from
Other than directly from you, we may also receive personal data from the following third-party sources:
- training providers
- employers
- Independent Assessors
- publicly available sources, such as returned post
- our third-party service providers of IT, career management consultancy and benefits and rewards services.
How long we keep your data
We will retain most of your data for 10 years following the end of your apprenticeship. This may cover registration information and any correspondence between you and AAT. The exceptions to this are below.
- Your basic student records, such as name, address history, membership statuses, work experience history and other awarding bodies and practice management details will be retained for 70 years from the end of your membership to support other required reporting and professional queries.
- If you’ve undertaken any AAT assessments, information on these will be retained for 70 years from the date of assessment as will information on qualifications awarded.
- If you’ve submitted any medical evidence to support Reasonable Adjustment and Special Consideration requests, this will be retained for seven years from the end of the adjustment period.
- Credit card details will be managed in line with the Payment Card Industry Data Security Standard (PCI DSS) compliance.
- Direct Debit instructions will be retained for two years from the last payment receipt.
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