Privacy notice for My apprenticeship service

This privacy notice explains how we collect and use your personal information for the My apprenticeship service. This service is run by the Education and Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE).

For the purposes of the relevant data protection legislation, DfE is the data controller for any personal information processed on this service.

How we use your personal information

DfE collects your personal information when you use the My apprenticeship service.

We use your personal information so the DfE can carry out its functions.

When you register on the service, the personal information you give us will be used:

  • To match you to the details of your apprenticeship as provided by your employer and training provider
  • To provide help and support during the use of the service
  • To notify you of specific in-service updates and actions with regard to your apprenticeship
  • To contact you for feedback on services we provide to you
  • For administration and research purposes
  • To ensure the protection of public funds
  • To prevent and detect fraud

We collect and use the following personal information only where we need to and law permits:

  • First name
  • Last name
  • Date of birth
  • Unique learner number
  • Email address

How long we hold personal information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For the My apprenticeship service, we'll retain the personal information for administration purposes only for as long as necessary. Personal data required for research purposes may be retained indefinitely.

Who we share your personal information with

We may share your information where the law allows it to enable the running of the Confirm my apprenticeship details service, or where we have a legal obligation to do so.

What is the legal basis for collecting and processing the data

In order for the use of personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation, as set out in Article 6(1) of the General Data Protection Regulation (GDPR). For the purpose of My apprenticeship service, the relevant condition that we are meeting is ‘public task’ as specified under Article 6 (1)(e) of the GDPR.

Your data protection rights

Under data protection law, you have certain rights depending on our reason for processing your personal information.

  • Your right of access: You have the right to ask us for copies of your personal information. Read more here
  • to have your personal data rectified, if it is inaccurate or incomplete
  • to request the deletion or removal of personal data where there is no compelling reason for its continued processing
  • to restrict our processing of your personal data (i.e. permitting its storage but no further processing)

If you need to contact us regarding any of the above, please do so via the DfE site at:

More information about how the DfE handles personal information is published here:

Further information about your data protection rights appears on the Information Commissioner's website at:

How to complain

Contact us using our secure online contact form or by writing to DfE's data protection officer at:
Ministerial and Public Communications Division
Department for Education
Piccadilly Gate
Store Street
M1 2WD

You also have the right to make a complaint to the Information Commissioner's Office.

This privacy notice was prepared on 15/07/2020.