1. Introduction and Purpose of This Policy
Apprentis Limited ("Apprentis", "we", "us", or "our") is committed to protecting the privacy, rights, and personal data of individuals who interact with our services. This Privacy Policy sets out in detail how we collect, use, process, store, share, and protect personal data in accordance with the United Kingdom General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.
Apprentis operates in the education, skills, and employment space, with a specific focus on apprenticeships and degree apprenticeships. We recognise that the individuals who use our services often include young people at early stages of their careers, including individuals aged sixteen and seventeen. As such, we apply heightened standards of care, transparency, and responsibility when processing personal data.
This Privacy Policy is designed to provide a comprehensive explanation of our data practices. It applies to all users of our website, digital platforms, tools, surveys, AI-powered services, communications, and any related services provided by Apprentis, whether accessed directly or indirectly.
2. Data Controller Details
For the purposes of the UK GDPR and the Data Protection Act 2018, the data controller responsible for your personal data is:
Apprentis Limited determines the purposes and means of processing personal data and is responsible for ensuring compliance with applicable data protection laws.
3. Scope of This Privacy Policy
This Privacy Policy applies to all personal data processed by Apprentis in connection with:
- Our website and any subdomains
- Online forms, questionnaires, and surveys
- Our AI conversational agent and related digital tools
- Email newsletters and communications
- Apprenticeship matching and recommendation services
- Research, analytics, and insight generation
- Any future digital platforms, tools, or services developed by Apprentis
4. Who Our Services Are Intended For
Apprentis provides services primarily to individuals seeking information, guidance, and access to apprenticeship and degree apprenticeship opportunities. Our services are intended for users aged sixteen (16) years and above, in line with the UK age of digital consent and the typical entry age for apprenticeship pathways.
We recognise, however, that certain publicly available resources, educational materials, or informational content provided by Apprentis may be accessible to individuals under the age of sixteen. Where this occurs, such access is incidental and informational in nature.
Apprentis does not knowingly solicit or actively collect personal data from children under the age of sixteen. When we become aware that personal data relating to a child under sixteen has been collected without appropriate consent or lawful basis, we will take reasonable steps to delete such data promptly.
5. Personal Data We Collect
Apprentis collects and processes personal data that is necessary to deliver its services, support apprenticeship discovery and matching, generate insights, and improve access to apprenticeship and degree apprenticeship opportunities. We are committed to the principles of data minimisation and purpose limitation and collect only personal data that is relevant and proportionate to these aims.
The personal data collected by Apprentis may include, but is not limited to:
- Name and email address
- Educational background
- Career interests and apprenticeship preferences
- Responses provided through surveys or questionnaires
- Information shared when interacting with our AI conversational agent
- Communications sent directly to us (emails, messages, feedback)
In certain cases, Apprentis may also collect ethnicity information, which is classified as special category personal data under UK GDPR. Where collected, this information is provided voluntarily and processed only with the user's explicit consent.
6. How Personal Data Is Collected
Personal data is collected through a range of interactions with our services. These include:
- Website forms and questionnaires
- Surveys and newsletter sign-ups
- Direct communications with Apprentis
- Interactions with our AI conversational agent
At present, Apprentis does not use cookies or behavioural tracking technologies beyond those described in Section 19. Should cookies or similar technologies be introduced in the future, users will be informed, and appropriate controls will be provided.
7. Purposes for Processing Personal Data
Apprentis processes personal data for specific, explicit, and legitimate purposes. These purposes include:
- Providing guidance and resources related to apprenticeships
- Supporting the discovery and matching of apprenticeship opportunities
- Communicating with users
- Improving the quality and effectiveness of our services
- Supporting research and analysis within the apprenticeship ecosystem
We do not process personal data for purposes that are incompatible with those described in this Privacy Policy.
8. Lawful Basis for Processing
The primary lawful basis relied upon by Apprentis for processing personal data is consent. Users provide consent by voluntarily submitting their information and engaging with our services after being informed of how their data will be used.
Consent may be withdrawn at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal but may limit our ability to provide certain services.
In limited circumstances, Apprentis may also rely on legitimate interests as a lawful basis, where processing is necessary for the operation and improvement of our services and does not override the rights and freedoms of users.
9. AI-Powered Services and Automated Processing
Apprentis uses artificial intelligence tools to support users with information, guidance, and insights related to apprenticeships and career pathways. These tools are designed to assist users and enhance accessibility to information.
AI-generated outputs are advisory in nature and are not used to make automated decisions with legal or similarly significant effects. Human oversight is maintained, and users are encouraged to exercise their own judgement when acting on AI-generated guidance.
Apprentis may use third-party AI providers as part of its services. All AI processing is conducted in accordance with this Privacy Policy and applicable data protection laws.
10. Matching Students and Employers
Apprentis facilitates matching between individuals seeking apprenticeships and employers offering apprenticeship opportunities. This matching is based on information voluntarily provided by users, such as education level, interests, skills, and preferences.
Where matching occurs, it is conducted transparently and with the user's awareness. Personal data is only shared with employers or learning providers where relevant and appropriate, and in accordance with the purposes outlined in this policy.
11. Data Sharing, Disclosure, and Use for Research
Apprentis is committed to ensuring that personal data is shared responsibly and only where necessary to support the purposes outlined in this Privacy Policy. We do not sell personal data and do not permit third parties to use personal data for their own independent marketing purposes.
Personal data may be shared with:
- Employers and learning providers for apprenticeship matching purposes
- Trusted third-party service providers who support our operations
- Research partners (using aggregated or anonymised data where possible)
12. International Users and Data Processing
Apprentis operates primarily in the United Kingdom but may be accessed by users located outside the UK. Where international users engage with our services, their personal data is processed in accordance with this Privacy Policy and UK data protection law.
We do not routinely transfer personal data outside the UK for independent processing purposes. Where personal data is accessed or processed by service providers located outside the UK, such processing is undertaken with due regard to data protection requirements and appropriate safeguards.
13. Data Security and Confidentiality
Apprentis takes the security of personal data seriously and implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
Access to personal data is restricted to individuals who require such access for legitimate business purposes and who are subject to confidentiality obligations. We regularly review our security practices to ensure that they remain appropriate and effective.
14. Data Breach Management
In the event of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, Apprentis will take appropriate steps to investigate, mitigate, and manage the breach. Where required by law, we will notify the Information Commissioner's Office and affected individuals without undue delay.
15. Data Retention and Deletion
Apprentis retains personal data only for as long as it is necessary to fulfil the purposes for which it was collected, including the provision of services, research and insight generation, and compliance with legal obligations.
Retention periods are determined by reference to the nature of the data, the purposes of processing, and any applicable legal or regulatory requirements. Where personal data is no longer required, it is securely deleted or anonymised in a manner that prevents identification of individuals. Users may request deletion of their personal data at any time.
16. Children and Young People
Apprentis is designed for users aged sixteen years and above. We recognise that young people may engage with our services at an early stage in their educational and career journeys and therefore apply enhanced standards of care when processing personal data relating to individuals aged sixteen or seventeen.
These standards include providing clear and accessible information about data processing, avoiding manipulative or misleading design practices, and ensuring that consent can be withdrawn easily.
17. User Rights Under UK GDPR
Individuals whose personal data is processed by Apprentis have a number of rights under UK GDPR. These include:
- The right to access personal data held about them
- The right to request correction of inaccurate or incomplete data
- The right to request deletion of personal data
- The right to restrict or object to processing in certain circumstances
- The right to withdraw consent where processing is based on consent
- The right to data portability (receiving data in a structured, machine-readable format)
Requests to exercise data protection rights can be made by contacting Apprentis using the details provided in this Privacy Policy.
18. Marketing and Communications
Where users have opted in to receive communications from Apprentis, we may send newsletters, updates, and information relating to apprenticeships, education, and our services.
Users may withdraw their consent to receive such communications at any time by using the unsubscribe option provided or by contacting us directly. We aim to ensure that all communications are relevant, appropriate, and respectful, particularly where communications are directed to young people.
19. Cookies, Analytics, and Tracking Technologies
Apprentis uses cookies and similar tracking technologies to support the operation, performance, and improvement of its services. Cookies are small text files that are placed on a user's device when they visit a website and are widely used to enable website functionality, analyse usage, and improve user experience.
We use Google Analytics, a web analytics service provided by Google, to collect information about website usage. Google Analytics uses cookies to generate aggregated statistical information about how users interact with our website.
We also use the Facebook (Meta) Pixel, which allows us to measure the effectiveness of our communications and understand how users interact with our website after engaging with content on Meta platforms.
Users can control or delete cookies through their browser settings. Disabling certain cookies may affect the functionality or performance of the website.
20. Governance and Accountability
Apprentis treats data protection as an ongoing responsibility and integrates privacy considerations into the design and operation of its services. We regularly review our data processing practices to ensure compliance with applicable laws and evolving best practice. Where necessary, we seek professional advice to support our compliance efforts and to ensure that our practices remain aligned with regulatory expectations.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, data processing practices, or legal requirements. Any material changes will be communicated to users through our website or other appropriate channels. We encourage users to review this Privacy Policy periodically to stay informed about how we protect personal data.
22. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or the processing of your personal data, please contact us:
23. Complaints
If you believe that your data protection rights have not been respected, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection matters.