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Privacy Policy and GDPR

 

The Apprenticeship Studio is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use and safeguard information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

1. Who We Are

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The Apprenticeship Studio
Data Controller: Anna Tomlinson
Email: anna@apprenticeshipstudio.co.uk
Website: apprenticeshipstudio.co.uk

 

2. Information We Collect

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To deliver our coaching services, we may collect:

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Student information

  • Name, date of birth and contact details

  • Education history and interests

  • CVs, cover letters and application materials

  • Coaching notes and assessment feedback

  • Progress records and session summaries

 

Parent/guardian information

  • Names and contact details

  • Payment and invoicing information

  • Correspondence relating to sessions

 

Website information

  • Enquiry forms and newsletter sign-ups

  • Basic analytics such as pages viewed

  • Cookies to improve user experience

 

Where relevant, we may process limited special category data (e.g., learning needs) to provide appropriate support.

 

3. How We Use Your Data

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We use personal data to:

  • Provide coaching and application guidance

  • Prepare documents and feedback

  • Arrange sessions and communicate with families

  • Maintain safeguarding records

  • Manage payments and administration

  • Improve our services and website

 

We do not sell or share personal data with third parties for marketing.

 

4. Lawful Basis for Processing

 

We process data under the following lawful bases:

  • Contract – to deliver agreed services

  • Legitimate interests – to manage relationships and improve provision

  • Consent – for testimonials or marketing communications

  • Legal obligation – where safeguarding duties apply

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5. Data Storage & Security

  • Information is held on secure, password-protected systems

  • Access is limited to The Apprenticeship Studio

  • Email uses reputable, encrypted providers

  • Paper records, if any, are stored securely and destroyed when no longer required

 

6. Retention Periods

  • Client files: retained for 12 months after programme completion

  • Financial records: retained for 6 years for legal compliance

  • Testimonials: retained only with explicit consent

 

7. Sharing Your Information

 

Data may be shared only:

  • With parents/guardians of students under 18

  • With the student’s consent for school liaison

  • Where legally required or for safeguarding

  • With essential service providers (e.g., scheduling platforms) under contract

 

8. Your Rights

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You have the right to:

  • Access your personal data

  • Request correction or deletion

  • Restrict or object to processing

  • Withdraw consent at any time

  • Complain to the Information Commissioner’s Office (ico.org.uk)

 

Requests will be responded to within 30 days.

 

9. Cookies

 

Our website uses cookies to:

  • Understand how visitors use the site

  • Improve performance and content

  • Enable enquiry forms to function

 

You can manage cookies through your browser settings.

 

10. Data Breaches

 

Any suspected breach will be:

  • Investigated promptly

  • Reported to affected individuals where required

  • Notified to the ICO within 72 hours if appropriate

 

11. Safeguarding

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We work with students aged 16–18 and follow appropriate safeguarding principles. Communications are professional and transparent, and parents may be included in key updates.

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12. Changes to This Policy

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This policy may be updated periodically. The latest version will always appear on our website.

 

Contact

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For any questions about this policy or your data:

Anna Tomlinson
The Apprenticeship Studio
anna@apprenticeshipstudio.co.uk

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