Privacy Notice for Apprentice Progress Reviews

This Privacy Notice explains who we are, how, why and what personal information we may collect about you as part of the Apprentice Progress Review, our purposes and lawful bases for processing, who we share your personal data with, relevant retention periods, and how you can exercise your privacy rights. Please do read this notice to understand our practices and if you have any questions, please contact us using the contact details provided below.

As part of the apprenticeship, you are required to take part in regular progress review meetings with your employer and your allocated Skills Coach. On occasion these sessions may be recorded. This notice provides additional information about these meetings and instances where they are recorded.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the Data Controller in respect of the personal data you provide as part of Apprentice progress review meetings. 

The University is registered as a Data Controller with the Information Commissioner’s Office (ICO). We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy.

The personal data we process

As part of the Apprentice Progress Review, we are likely to capture the following information about you, which may contain information of a sensitive nature.

This includes:

• Your name
• Your employer details and address
• Your academic progress, including grades, attendance, off the job information and your progress against target
• Any discussion around the following areas:
  • Employer comments
  • Knowledge, Skills and Behaviours
  • Preparation towards End Point Assessment
  • Wellbeing, including Health & Safety, Equality, Diversity & Inclusion and Safeguarding & PREVENT
  • Personal Development, including Study Skills and Career discussion
  • Referrals to other services
  • Actions set at the progress review meeting.

Can I opt out of having my personal data recorded?

You will be informed within the initial invite to the meeting that the University intends to record the meeting. At the beginning of the meeting, you will be reminded again, and can opt out at this point if you wish. You can also ask for a recording break during the meeting, where the recording can be paused/stopped. Furthermore, if after the session you have any questions about the recording these can be addressed to: [email protected].

If you do not want the session to be recorded, a written report of the session will be created instead.

The purposes of the processing

Your information will enable us to:

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• Your Employer
• MMU staff, including Skills Coaches and Academics, involved in the provision of your programme.
• Internal MMU staff, who may use the recording for quality monitoring
• External organisations, such as ESFA and Ofsted, as part of audit purposes.

Data retention

The recordings will be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your progress review personal data for:

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing
• The right to data portability
• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please contact: [email protected]  in the first instance.

Our Data Protection Officer can also be contacted using [email protected], by calling 0161 247 3884 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please contact: [email protected] or telephone: 0303 123 1113. For any further contact information please see: https://ico.org.uk/global/contact-us/.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.