Privacy notice - Apprentices

Please see below for UCLan’s student privacy notices.

For more details please contact the Information Governance Manager

This privacy notice tells you what to expect us to do with your personal information when you enrol at UCLan and become a apprentice. Personal information (or personal data) is any information which relates to and identifies you. Data protection legislation (the General Data Protection Regulation (GDPR) and the Data Protection Act 2018) set out how we should handle your personal information.

The University of Central Lancashire Higher Education Corporation is the data controller for the personal information we process, unless otherwise stated. We are registered with the Information Commissioner’s Office and our registration number is Z5512420.

There are many ways you can contact us, including by phone, email, social media and post. View our main contact details.

UCLan’s Data Protection Officer is the Information Governance Manager, who can be contacted on

View further information and contact details 

The University uses information you and your employer provided on your application form, as well as any supporting documents, references or records from interviews obtained as part of the admissions process. We also collect and use information you provide during enrolment, including information about any disabilities or long-term health conditions you inform us about. As you progress through your course, we will collect and use a variety of other information to assist you with your studies, maintain records about your studies and academic achievements, finance arrangements and about your use of the academic and non-academic facilities and services that we offer. Most of this information is usually collected from you directly during your time at UCLan.

Once you enrol, we use information about you for a variety of purposes. The main purposes are set out below. Depending on the nature of your course or use of University facilities, there may be additional reasons why we use your information which are specific to your course, school or service we offer. You will be informed about these locally as appropriate.

For the administration of your studies

We use your information to deliver and administer all aspects of your education (including any placements with external providers), including for identity verification and visa/immigration checks; teaching, assessment and quality assurance purposes; considering and approving academic progression and managing academic appeals; managing resits; considering any applications for extenuating circumstances; and determining and confirming awards. Where relevant, we monitor, evaluate and support your research activity. We also maintain records of your studies and academic achievements. To provide an enhanced apprentice experience, we may use software to analyse the information we hold within a number of different systems to enable staff supporting your studies to deliver tailored interventions to support you to achieve your learning outcomes.

Financial administration

We will use your information, as provided by you or your employer, to administer all financial aspects of your relationship with us. This includes managing and collecting payments for course fees, accommodation, car parking, fines, bursaries and other support allowances, as well as for debt recovery purposes in the event money is owed to the University. We may use external debt collection agencies for this purpose. 

Operation of the University’s regulations, procedures and codes of practice

We will use information about you if you make, or are the subject of, a complaint or allegation involving another apprentice or student, member of staff or external party under any of the University’s rules, regulations, procedures or codes of practice. Information will be used to investigate complaints or allegations, manage the outcomes and put in place any remedies, including additional support or disciplinary measures. This includes investigating cases where the use of unfair means is suspected (which includes suspected plagiarism, cheating or collusion) and fitness to practise cases (where this is relevant to your course).

Security and crime prevention

The University operates a CCTV system for security and crime prevention purposes. This covers University buildings (inside and outside) and public areas across the main campus. Your images are likely to be captured by the CCTV system while you are on, in, or near University premises. CCTV footage will be used to maintain the security of the University community, enhance public safety, prevent and detect crime and apprehend and prosecute offenders. CCTV footage may be used, where there is a lawful basis, in the investigation of complaints and allegations made under the University’s rules, regulations, procedures and codes of practice.

The University may also use your information to carry out welfare checks, maintain a safe environment around the University campus and University accommodation and investigate complaints or concerns.

Some buildings, such as the Library, have security access controls and collect data from your student card to show when you enter and leave.

Delivery of facilities and services

We will use your information to provide you with services and facilities such as an IT service, library, accommodation, parking permits, sports centre, clubs and societies (via the Students’ Union) and a careers service. All apprentices and graduates are automatically eligible to receive ongoing support from the Careers Service. The Careers Service uses your information to provide specialist careers advice, mentoring, help with CV preparation and advertising and informing you of job vacancies. 

Provision of a student wellbeing service

The University offers a variety of support to apprentices via its Student Services team. Student Services uses your information to provide wellbeing support, including counselling and mental health support. It also provides a disability support service. If you declare a disability during the enrolment process or at any other time, the information will be passed to the Inclusive Support Team who will contact you to discuss your support needs and any reasonable adjustments which may need to be put in place. The team will discuss with you how we might need to share your information to put reasonable adjustments in place and you will be given the option to say that you want information about your disability to remain confidential.

Communicating with you

We will use your information to communicate effectively with you via email, post, telephone, text (SMS), social media or other methods, as appropriate. We will send you messages about a variety of things such as the administration of your course, timetable changes and events and activities happening at the University. We will also keep you informed of important updates using newsletters, circulars or other methods. We may also send you messages about University services and facilities. You can opt out of receiving communications which are considered to be marketing by contacting the Academic Registry: Only some of the communications we send are marketing.

Research, reporting and statistics

We will use your information to compile statistics and for research, surveys and market research to help with corporate planning, reporting and University administration, as well as for statutory reporting purposes to external agencies, where required.

Monitoring and compliance

We will use your information to ensure and monitor our compliance with legislation including laws relating to equality, health and safety and immigration. We will also use your information to monitor our compliance with regulatory requirements set by external agencies.

Providing an alumni service

When you graduate, you automatically become an alumnus and will be provided with information about the University’s alumni service. We will use information about you to offer you an alumni service, which includes keeping you informed of University news, publications and events, career opportunities, academic and professional development opportunities and much more. Further information is available in the Alumni Privacy Notice. You can opt out of receiving communications from the alumni service at any time by contacting the Alumni team.

The University relies on the following lawful bases from the GDPR to process information about you for the purposes set out in this notice:

Article 6(1)(b), which allows us to process personal data when it is necessary for the performance of a contract. You enter into a contract with us when you accept an offer of a place (the student contract). Under your student contract, we deliver and administer your studies, administer finances, operate the University’s regulations, rules, procedures and codes of conduct, communicate with you and deliver facilities and services, among other things. We require you to provide any information we reasonably request for these purposes otherwise we cannot deliver your student contract.

Article 6(1)(c), which allows us to process personal data when it is necessary to comply with a legal obligation. We are legally required to provide some reports and statistics to external agencies, as well as monitoring compliance with laws relating to immigration (e.g. visas) and equality, among other things.

Article 6(1)(e), which allows us to process personal data where it is necessary to perform a task in the public interest. Some internal and external reporting and monitoring, and teaching and research, is carried out for the purposes of our public tasks or the public tasks of another body.

Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this condition to, among other things:

  • communicate marketing messages to you (unless you opt out). It is in the University’s legitimate interests to promote its services, courses and events to those who may be interested.
  • deliver some services and facilities to you such as the Careers Service and the alumni service. It is in the interests of you, our apprentice, to have access to careers advice to help you plan for your future and secure employment, and to be provided with other beneficial services as part of your University experience, to help you get the most out of your time at UCLan and achieve the best academic result you can.
  • provide a security service and CCTV monitoring. It is in the interests of the University community and the general public to make UCLan a safe and secure place to live and study.
  • produce some internal reports, research and statistics. It is in our legitimate interests to use these to evaluate, plan and assess how the University is operating and make any changes we think are appropriate and will benefit current and future students and apprentices.
  • share information with third parties for your benefit, or where it is in their interests, for example where your employer is paying for your course and enquires about your attendance or attainment.

We also process some information only if you provide your consent. In this case, Article 6(1)(a) applies, and Article 9(2)(a) applies where the information is special category data (special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation). It will be clear where we are relying on your consent to collect and use your information because consent will be requested at the time you provide the information. When you are asked for consent, we will explain why we are asking for the information and how we will use it if you choose to provide it. Consent can be withdrawn at any time and we will explain how you can do this in each individual case.

Where we process special category data and data about criminal convictions for the purposes set out in this notice, we rely on the following legal bases from the GDPR and DPA:

Article 9(2)(g) GDPR, which allows us to process special category data if the processing is necessary in the substantial public interest and there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1 DPA, which also provides the lawful basis for processing data about criminal convictions. Further information about the lawful bases from Schedule 1 DPA on which we rely to process these types of personal data can be found in the policy Data Protection: Processing special category data and criminal convictions data.

Article 9(2)(j) GDPR, which allows us to process special category data for archiving, scientific or historical research purposes or statistical purposes, where there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1(4) DPA.

We share your information with a range of external organisations and bodies, some of which are processing personal data on our behalf. We only share your personal data with another person or organisation where the law allows us to and we consider it to be appropriate under the circumstances. The external parties we may share information with include the following:

  • HESA (the Higher Education and Statistics Agency). We are required to share some apprentice data with HESA. Every apprentice has a HESA record which contains various details about you including your ethnic group and any disabilities you have declared. For more information please see the HESA website.
  • ESFA (the Education and Skills Funding Agency) and DfE (Department for Education). We are required to share some apprentice data with the ESFA to enable the DfE to perform its statutory functions. Further information about how the ESFA and DfE will process your personal data can be found in the ESFA privacy notice
  • Higher Education bodies such as Office for Students (OfS), Research England, UK Research and Innovation, Office of the Independent Adjudicator, and the organisation(s) running the National Student Survey and other student and leaver surveys.
  • Government agencies and authorities, including the police and DWP for the prevention and detection of crime, apprehension and prosecution of offenders, the collection of tax or duty and safeguarding national security, among other things.
  • Executive agencies or non-departmental public bodies such as UK Visas and Immigration, HM Revenue and Customs, the Health and Safety Executive and Ofsted.
  • Local authorities: we are legally required to share information about you so the Electoral Registration Officer can contact you about your right to register to vote. We also share information about your student status so that you can obtain a discount on your Council Tax. We do this because it is in your legitimate interests to be able to obtain the discount.
  • UCLan Students’ Union (SU): you automatically become a member of the SU once you enrol at UCLan. We share some information with the SU for membership purposes to enable it to verify your eligibility to join clubs and societies and vote in elections, and to contact you with essential updates. You can opt out of this process by emailing the Academic Registrar:
  • Professional and regulatory bodies if this is relevant to your course. Information is shared for ‘fitness to practise’ purposes, to confirm your qualifications and for the accreditation of courses, among other things.
  • Your employer: We may disclose information to your employer such as details of your attendance and academic progress and other information required for reporting against key performance indicators. This will be carried out in line with contractual arrangements and the commitment statement.
  • External End Point Assessing Organisations so that they can administer and undertake the end point assessment and report outcomes to the ESFA to claim your apprenticeship completion certificate.
  • HEDD (Higher Education Degree Datacheck): We share information about your dates of study and the qualifications you gain here with HEDD. HEDD is a data processor acting on our behalf. It holds information about apprentices and graduates so that employers and recruitment agencies can check the qualification details and dates of study you provide when applying for jobs. HEDD only discloses this information to employers if you provide consent in each case. View further information about HEDD.
  • Unfair means services: to identify plagiarism and other uses of unfair means, we share information with a service called Turnitin, which is based in the USA. We have a contract in place with Turnitin to ensure your information is protected. 
  • External debt collection agencies to recover unpaid debts owed to us.
  • University insurers: information, including accident forms, is shared with our insurers to provide insurance cover for trips abroad and to enable us to make insurance claims.
  • External examiners and assessors for assessment and examination purposes.
  • Internal and external auditors to provide assurance that the University is following its risk management, governance and internal control processes and to independently inspect our financial statements and records.
  • Companies or organisations acting on our behalf: We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.   

Occasionally we may need to send your personal information outside the European Economic Area (EEA) e.g. to obtain a service from a data processor. These transfers are only carried out when there is a lawful basis for the processing. All transfers are carried out with appropriate safeguards in place to protect your information and ensure it remains secure, for example, we share information with Turnitin (as described in the previous section) on the basis that Turnitin complies with the EU-US Privacy Shield.

We will maintain your full apprentice record for six years following your graduation. If you are studying on certain courses, we are legally required to keep your information for longer than this. You will be informed if you are on such a course.

Six years after you graduate, the majority of your information will be deleted but we will keep indefinitely information which is necessary to confirm that you studied here and the qualification and grade you obtained. If you are part of our Alumni Network, we will retain additional information.

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please see our website.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to any processing we carry out, if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information because we have your consent or because it is necessary for your student contract, and the processing is automated.

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the relevant part of the University, or the Information Governance Manager & Data Protection Officer, and we will respond.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on the data protection pages of our website.