GDPR YFL learner privacy notice_V2_May 2018

Learner Privacy Notice

This Privacy Notice has been prepared in accordance with the General Data           

Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018. YFL Training is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.


This Privacy Notice describes how YFL Training protects and makes use of the information we collect about you. By consenting to this privacy notice, you are giving your permission for us to process your personal data, including sensitive or special categories of personal information, specifically for the purposes identified. You may withdraw consent at any time by Email:  

or Tel: 01143492166​

Please note that where our processing of your personal information relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.

What information does YFL Training collect?

YFL Training collects and processes a range of information about you. This can include:

• your name, address and contact details, including email address and telephone number, date of birth andgender

• Race or ethnic origin

• Information about your marital status, next of kin, dependants and emergency contact

• Details of your qualifications, skills, experience and employment history

• Financial information

• Your national insurance number

• Information about your nationality and entitlement to work in the UK

• Details of periods of leave taken by you, including holiday, sickness absence, family leave.

• Assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence

• Information about medical or health conditions, including whether or not you have a disability for which YFL Training needs to make reasonable adjustments to support you

Information we hold about you is held by YFL Training on a secure computer and any paperwork is stored in secure filing areas.

YFL Training collects this information in a variety of ways such as:

• Application forms when you apply for your apprenticeship

• CVs when you upload them to your learner account

• Copies of your passport other identity documents for funding eligibility

• Information collected through interviews or other forms of assessment

• Other forms completed by you at the start of or during your apprenticeship

• Through meetings or other assessment methods during your period as a learner

YFL Training will also collect personal data about you from third parties such as:

• From employers who employ you and pass on your details for the qualification /apprenticeship sign up.

• From the learner records service who may hold information about prior learning and achievement

How does YFL Training use the information we hold about you?

YFL Training needs to process data about you to enter into an learning or apprenticeship agreement with you and to meet its obligations under your learning or apprenticeship programme such as funding regulations and requirements.

Processing employee data allows YFL Training to carry out the following:

• manage learner records to ensure they are accurate and up to date

• process applications and enrolments

• examinations and achievement

• safeguarding

• statutory funding claims

• learner support

• IT systems (email, storage, e-learning)

• for our own internal records so that we can provide you with a excellent service

• to contact you in response to a specific enquiry

• to aid us in teaching and learning

• keep a record of learner performance and related processes such as progress reviews, off the job learning and to plan for career development

• to ensure acceptable conduct within the apprenticeship programme

• to contact you, with your permission, about services, products, offers and other resources provided by us which we think may be relevant to you

• to contact you for research and feedback purposes, including the collection of destination information

Information Sharing and Disclosure

We sometimes need to share the personal information we process about you with other organisations for different reasons, such as; to fulfil a contractual obligation under a legal basis. These are the types of organisations we may share your information with:

• staff members of YFL Training and employer partners who support YFL Training and learners in the delivery and assessment of your teaching and training

• government bodies in order to fulfil contractual obligations, such as the Education and Skills Funding

Agency, Ofsted, the Department for Education, and funding auditors

• examining bodies and end point assessment organisations

• family, associates and representatives of the student

• current, past or prospective employers

• trade and professional organisations

• healthcare, social and welfare organisations (Special Educational Needs and Disability)

• financial organisations,

• persons making an enquiry or complaint

• careers service

• press and the media

• local and central government

• security organisations

• police forces, prison and probation services, courts and tribunals

• suppliers and service providers

YFL Training does not sell your personal information. Any personal information about you that we share with other organisations is processed in accordance with the General Data Protection Regulations.

YFL Training will not transfer your data to countries outside the European Economic Area.

Security – How does YFL Training protect data collected?

Data will be stored in a range of different places and we will hold your information securely. To prevent unauthorised disclosure or access to your information, we have implemented strong organisational and technical security safeguards. We design data protection into all new processes and procedures and follow stringent procedures to ensure we work with all personal information in line with the General Data Protection Regulations. GDPR training has been and is made available to all YFL Training staff.

For how long does YFL Training keep your data?

Subject to any other notices that we may provide to you, we may retain your personal information as long as necessary for funding and audit requirements once your association with us has come to an end. The retention period for different classifications of personal data has been established in line with information management guidelines.

Awarding Organisation, (ICQ): Data Retention Policy

Your rights as a data subject

At any point while we are in possession of, or processing, your personal data, you, the data subject, have the following rights under the GDPR:

• Right of access – you have the right to request a copy of the information that we hold about you.

• Right of data correction – you have the right to correct data that we hold about you that is inaccurate or incomplete. We will ensure that any third parties holding or processing your information are informed of any changes.

• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

• Right to restriction of processing – where certain conditions apply you can require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent,without affecting the lawfulness of our processing based on consent before its withdrawal)

• Right to object – you have the right to object to certain types of processing such as direct marketing or to object on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights. You also have the right to object to automated processing, including profiling. You also have the right to be subject to the legal effects of automated processing or profiling

• Right of portability – you have the right to have the data we hold about you to be transferred to another organisation

• Right to judicial review – in the event that YFL Training refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as detailed below If you would like to exercise any of these rights (including a “subject access request” please contact YFL Training via:


Post: Yorkshire Fitness and Leisure Ltd, (YFL Training), 101 Shoreham Street, Sheffield. S1 4SR

Tel: 01143492166

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply. All of the above requests will be forwarded on should there be a third party involved in the processing of your data.

Any emails sent to us, including attachments, may be monitored. Please be aware that you have a responsibility to ensure that any email you send us is in the bounds of the law. You can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at 

Changes to This Privacy Notice

We will keep this Privacy Notice under regular review and reserve the right to change it as necessary from time-to-time or if required by law. Any changes will be immediately posted on the website.


In the event that you wish to make a complaint about how your personal data is being processed by YFL Training (or third parties), or how your complaint has been handled, you have the right to lodge a complaint with the person responsible for GDPR compliance at YFL Training:


Post: Helen Thomas, Director; Yorkshire Fitness and Leisure Ltd, (YFL Training), 101 Shoreham Street,

Sheffield. S1 4SR

Tel: 01143492166

With the Information Commissioner’s Office: Tel: 0303 123 1113 or via their website:

Contact us

If you have any queries about this privacy notice or how we process your personal information, you can

contact YFL Training by


Post: Helen Thomas, Director; Yorkshire Fitness and Leisure Ltd, (YFL Training), 101 Shoreham Street,

Sheffield. S1 4SR

Tel: 01143492166