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York Apprenticeship Case Studies Privacy Notice

We keep the York Apprenticeship Case Studies Privacy Notice under review. It was last reviewed and updated in April 2022.

If you have any questions about this Privacy Notice contact the council’s Data Protection Officer.

View the privacy information for all of the City of York Council (CYC).

Personal data

We collect information provided by the individual relating to their experience as an apprentice and the individual’s:

  • image (if provided)
  • name
  • job title
  • employer
  • former school

See further details about how we define personal data and non-personal data.

Collecting personal data

The Skills Team will firstly be in contact with a training provider or employer who have an apprentice or had an apprentice complete in the last 12 months. The training provider or employer will be sent this policy and then they will seek permission from their individuals before sending us their contact information.

Once permission has been granted by the individual through a training provider or employer, a member of the Skills Team at City of York Council will directly email the individual asking if they would like to create a case study.

You can withdraw your consent at any time by contacting the Skills Team at: or telephone 01904 553732.

Using personal data

We're gathering data on current and former apprentices and apprentice employers to create case studies. Apprentice case studies feature personal experiences on the apprenticeship the individual has completed. Employer case studies will showcase the experiences of having an apprentice and how they benefited the organisation.

Case studies are a strong method of marketing when targeting young people as they can often relate to the person in the case study, particularly if they were from the same school, and it showcases the opportunities that can come from an apprenticeship.

Where the Skills Team have consent, they will follow up with individuals using the contact information provided to clarify, update or learn more about the information provided. We will not share individual contact information or personal responses outside of the Skills Team and the case study will be sent to the individual for approval before publishing.

We'll never use your name or any other personal identifiable information in any reports, as personal data will be anonymised and will not identify any individuals. Reports containing anonymous information may also be shared with the general public and other organisations.

Sharing personal data

The information we receive will be used to create a case study document. The completed case study will be:

  • shared across our social media platforms
  • used in presentations in schools
  • used at apprenticeship events

The purpose of this is to showcase on a personal level what it's like to be an apprentice, in order to help young people make their decision when leaving school or college.

Sharing data under Data Protection legislation

We may be required or permitted, under data protection legislation, to disclose your personal data without your explicit consent, for example if we have a legal obligation to do so, such as for:

  • law enforcement
  • fraud investigations
  • regulation and licensing
  • criminal prosecutions
  • court proceedings

Retaining personal data

The information will be stored on our secure network drive which can only be accessed by the Skills Team.

We'll keep the information given to us and the individual’s personal data for up to 12 months and then will request their permission to continue using that data. If consent is given to continue using, an update to their case study will be requested.

At the end of the retention period, we may pass any relevant information to the City Archives where it is required or appropriate to do so.

Further processing of personal data

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we'll provide you with a new notice.

The new notice will:

  • explain this new use before we start the processing
  • set out the relevant purposes and processing conditions

Where and whenever necessary, we'll seek your consent to the new processing, if we start to use your personal data for a purpose not mentioned in this Privacy Notice.

Your rights relating to personal data

When we collect your personal data we'll tell you how we are going to use it. Where we process your personal data, you have a number of rights under data protection law.

See further details of your rights relating to personal data.

Also see

Data Protection Officer

West Offices, Station Rise, York, YO1 6GA

Telephone: 01904 554145