Tiro Apprentice Privacy Notice

TIRO is funded by the Education and Skills Funding Agency (ESFA), an executive agency of the Department of Education (DfE).  At TIRO, we collect information about you, and we want to make sure you understand why we collect it and how we use it.  Have a read and ask us if you have any questions about it.  For the purposes of data protection legislation, the ESFA is the Data Controller.  


Who are we? 

TIRO is an education provider whose registered address is Suite 14D, Faraday Wharf, Holt Street, Birmingham B7 4BB. We have told the Information Commissioner’s Office that we collect information about people, and we must show that we obey the law. 


What information do we collect about you? 

When you apply for an apprenticeship with TIRO, we are required by the Education and Skills Funding Agency to collect certain information about you, including  

  • Your name, date of birth, age, and gender. 
  • Any qualification you have gained, as well as any prior experience, such as work experience. 
  • Your contact details, including your address, email address and mobile phone number. 
  • Your emergency contact details. 
  • The name of your employer, their contact details, and the date you started working with them. 
  • Your ethnicity and nationality. 
  • About any learning difficulties or disabilities that you have. 
  • Some details about your household situation. 
  • About whether you have any criminal convictions 
  • Evidence of work completed, including videos, photo, assignment details. 
  • Any safeguarding issues that could be raised. 


How do we use your information? 

Under the UK General Data Protection Regulation and the UK Data Protection Act 2018 we must always have a lawful bases for using your personal data.  The list below describes how we use your personal data: 

  • To assess your suitability for an apprenticeship. 
  • To enrol you onto the apprenticeship scheme. 
  • To assess your eligibility for funding from the Department for Education. 
  • To contact next of kin in the case(s) of an emergency. 
  • To assess your learning requirements. 
  • To identify and support any disabilities / learning difficulties. 
  • To evidence that Tiro is an equal opportunities education provider. 
  • To administer and manage your education. 
  • To respond and or respond to any reports of safeguarding issues. 

Your personal information used by the ESFA to exercise its functions and to meet its statutory responsibilities, including under the Apprenticeship, Skills, Children and Learning Act 2009 and to create and maintain a unique learner number (ULN) and a personal learning record (PLR). 


How long will you keep my personal data? 

We will retain personal data about you for the duration of your apprenticeship, and up to 6 years following completion or withdrawal, at which point we will securely destroy it.


How and where do you store or transfer my personal data? 

Your personal data is stored in a range of different places, including TIRO apprentice management systems and in other IT systems (including our email system).   We may store some or all your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows: 

  • We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office. 
  • We will use specific approved contracts which ensure the same levels of personal data protection that apply under the Data Protection Legislation. For further information, please refer to the Information Commissioner’s Office. 


The security of your personal data is essential to us, and to protect your data, we take several measures, including the following: 

  • Limiting access to your personal data to those employees and third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality. 
  • Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so. 


Do you share my personal data? 

Your information may be shared with third parties for education, training, employment, and well-being related purposes, including research. This will only take place where the law allows it, and the sharing follows the Data Protection Act 2018.  

The English European Social Fund (ESF) Managing Authority (or agents acting on its behalf) may contact you for them to carry out research and evaluation to inform the effectiveness of training. 

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority. 


What are my rights? 

You have the right to 

  • Be told how we use your information 
  • Ask to see the information we hold 
  • Ask us to change information you think is wrong 
  • Ask us to remove information when it’s not needed any more 
  • Ask us to only use your information in certain ways 
  • Tell us you don’t want us to process your information. 


It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed if we have that data. 

If you’re worried about how we get and use your information, you can speak to our Data Protection Lead at TIRO, who will be able to help you and answer any queries you have.  You can email at admin@tiro.co.uk  

If you then want to speak to someone outside of TIRO, you can contact the Information Commissioner’s Office (ICO) on 0303 123 1113 or via their website. 

Our carefully selected partners and service providers may process personal information about you on our behalf as described below:
Digital Marketing Service Providers. We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant processing of personal information. Our appointed data processors include: (i)Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here:
http://sopro.io. Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: dpo@sopro.io.”

Changes to this Privacy Notice 

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.


This Privacy Notice was last updated on 03rd November 2023

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