Our use of cookies

We use necessary cookies to make our site work. We’d also like to set analytics cookies to help us understand how our site is used.

For more information about the cookies we use, see our cookies page.

Cookie settings

To change cookie settings at anytime, see our cookie settings page.

Necessary cookies

We need to use some cookies to provide essential functionality, such as, security and accessibility. These are called necessary cookies. You can disable them by changing your browser preferences, but our site might not function correctly without them.

Skip to main content

Apprenticeship Awards privacy notice

Introduction

This privacy notice explains how Herefordshire Council uses (process) any personal data you give to us, or any that we may collect about you.

Information held about you

When we ask you for personal data, we will:

  • Tell you the reasons we’re asking for it
  • Only ask for the information we need
  • Make sure we don’t keep it for longer than necessary
  • Protect it and make sure only the appropriate people have access to it
  • Let you know if we’ll share it with other organisations
  • Keep it up to date where necessary
  • Consider privacy risks when we’re planning to change the way we use or hold it
  • Train our staff to ensure we use and protect it properly

We may process the following types of personal data about you:

  • Applicant name
  • Applicant Address including postcode
  • Email address and telephone number
  • Date of birth
  • Apprenticeship Framework/Standard type and level
  • Apprenticeship start and completion dates
  • Unique Learner Number
  • UKPRN
  • Diversity information
  • Employer Company Name
  • Employer named contact, email, telephone number and address including postcode
  • Company size
  • Number of apprentices
  • Apprenticeship Provider name, email, telephone number and address including postcode
  • Referee or nominator contact name, email, telephone number and address including postcode
Who is processing your data

For the purposes of relevant data protection legislation, Herefordshire Council is the data controller for personal data processed by Herefordshire Council for the Apprenticeship Awards.

Data from your application form is initially processed for completeness by the apprenticeship awards Administration Team prior to being sent for assessment.

For any queries following validation the Administration Team will contact you via telephone or email to confirm/update information.

How we will use the information we hold about you

The personal information you submit in your application will be used by Herefordshire Council to process and communicate with you about your application. Your information will be shared with award judges too as part of the awards process.

Information in your application, including your personal information may be shared with PR, creative or marketing agencies working on behalf of Herefordshire Council for publicity purposes relating to the promotion of apprenticeships as part of the Awards process. We will obtain your consent before doing this. Commercially sensitive information will not be shared publicly.

How the law allows us to use your information

The lawful basis we often rely on for processing your personal data is Legitimate Interest.

Who we will share your information with

Herefordshire Council will process and share your personal information with the Awards Judges, only where necessary. If you are selected as a winner or finalist, details of your story may be shared at the celebration evening as part of the announcement to explain why you were chosen. We will only share your personal information where the law allows it, or we have a legal obligation to do so.

How long we keep your personal information

We will keep your personal data for up to 6 months after the Apprenticeship Awards.

We will take necessary steps to keep your information safe. It will then be securely destroyed when it is no longer needed.

Your rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • 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 personal information in certain circumstances.
  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

You have the right to ask for access to your personal information, known as a subject access request (SAR). Please see the request information about yourself page for further details of how to do this.

Providing accurate information
It is important that we hold accurate and up to date information about you to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please tell us so that we can update your records.
Further information

For queries, comments and requests regarding this privacy policy email apprenticeshipawards@herefordshire.gov.uk

If you have any concerns about our use of your personal information, you can make a complaint. Please contact the Information Governance Team:

Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE, email informationgovernance@herefordshire.gov.uk

Service web page

Apprenticeship Awards page

Last updated date
December 2025