Building Futures privacy notice

What this document is for

This privacy notice provides details on how we, Norfolk County Council, use your personal information for the purposes of providing the Building Futures Project. By 'use' we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide the following details on the Norfolk County Council website in our general privacy notice on our website:

Who we are
How long we use your information for
Your rights under the UK General Data Protection Regulation [the GDPR] and
How to exercise them

You can also ask us for a copy of this information.

What we use your information for

We may use the information about you to:

Determine your eligibility for the Building Futures project
Provide support and advice with your apprenticeship (including referring to suitable training providers)
Communicate with you about any advice and support
Anonymised data and/or case studies (you cannot be identified) may be published publicly to demonstrate the service's effectiveness.

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures. We may also use information in other ways compatible with the above.

You can withdraw your consent at any time by email us at [email protected]

What personal data we collect and use about you

We will collect and use:

Business Name
Business Address
Contact Details (Phone Number and Email Address)
Apprentice Name
Apprentice Age
Contact Details (Email Address)
Apprentice home postcode (to check your eligibility)
Details about the apprenticeship (e.g. potential provider, level of apprenticeship, duration of apprenticeship, start date)
IP address (only collected by Nearpod to allow eLearning completion tracking)

Who provides this information

We receive most of this information from:

Employers (if they refer you to us, with your consent)
Training provider (if they refer you to us, with your consent)

Who we share your information with

We may need to share your information with:

Your employer or training provider (where applicable)
South Norfolk & Broadland District Councils (reporting, monitoring and claim requirements for UK SPF funding)
Ministry of Housing, Communities and Local Government [MHCLG] (reporting, monitoring and claim requirements for UK SPF funding)

Any information which is shared will only be shared on a need-to-know basis, with appropriate individuals. Only the minimum information for the purpose will be shared. Your personal information will also be shared with third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your personal information and only use it for providing that service. For example, this would include companies such as Microsoft who provide our email solution and AdobeSign for our applications and forms.

Information collected by third party service providers

During this project, grant recipients will be required to complete online training hosted on the Learner Management System - Nearpod. Nearpod is a software solution provided by Renaissance Learning, hosed on servers based in the USA.

For more information on data protection measures for UK users of Renaissance Learning software, please visit their UK and EEA Data Protection Addendum.

We do not provide any information to Nearpod to provide grant recipients with access to the system, however, Nearpod will automatically collect user IP addresses. IP address collection enables users to return to incomplete training modules (assuming access from the same IP address), allowing users to complete training in smaller sections. In all instances of Nearpod use, grant recipients are advised to use their Building Futures reference number in place of a personal identifier (name or business name) to limit the unnecessary transfer of personal information.

All our third-party service providers and other subsidiaries or parents in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions, as identified in separate privacy notices.

How the law protects you and the legal basis for processing your information

The UK GDPR and DPA place a legal obligation on us to process your personal information in accordance with the following data protection principles in that your personal data must be:

Used lawfully, fairly and in a transparent way
Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes
Relevant to the purposes we have told you about and limited only to those purposes
Accurate and kept up to date
Kept only as long as is necessary for the purposes we have told you about
Kept securely

We must have a lawful basis for processing personal information. Our lawful basis for doing so will include:

Where the processing is necessary for the performance of a contract we may have with you.

How long will we keep your personal information for

When the information is no longer needed for the above purposes, it will be securely deleted. We will need keep your information for seven years, from when we collect it, to meet our reporting obligations to the Ministry of Housing, Communities and Local Government (MHCLG). If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on the County Council's network including records management systems.

We do not process your information outside of the UK and European Economic Area.

Automated decision making

We do not make automated decisions about you.

Your responsibility to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. You can do to help us with this by:

Telling us when any of your details change; and
Telling us if any of the information we hold about you is wrong.

Questions or complaints

If you have any questions about this privacy notice or how we handle your personal information, you can write to the DPO by letter to the DPO, Norfolk County Council, County Hall, Martineau Lane, Norwich NR1 2DH or by email to [email protected].

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The ICO can be contacted:

By writing to the ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
By telephoning 0303 123 1113
Online at ico.org.uk/global/contact-us/

Links to other websites

Where this notice applies to information collected or processed on a website, please note this privacy notice only applies to the Apprenticeships Norfolk website and ceases to apply when you leave our pages. If you follow links to other organisations websites, even if you follow a link which we have provided, it is suggested you take the time to read the privacy notices on the websites you visit.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated. This notice was updated on 18th September 2024.