Privacy Notice

ioda Ltd - Privacy Notice

This privacy policy explains how ioda Limited of 4 Grimston Grange Offices, Grimston Park, Tadcaster, LS24 9BX, company number 3352708 (‘ioda Ltd’, ‘We’, ‘Us’), uses information about current and prospective customers, Learners and apprentices.


The type of personal information we collect

We currently collect and process the following information:

  • Learner information that can include;

Any previous names

Postal Address

Contact details such as email address and telephone number

National Insurance Number

Date of Birth

Equality Monitoring Data

Place of work

Job Title

Learner specific identifying data such as ULN and qualification registry numbers

Opinions and service feedback

Financial information such as contracts and payments

Learner Progress

Qualification details and prior attainment/learning

Details of personal circumstances that may result in an impact on learning


  • Client information that can include;

Contact information such as email and telephone number

Job title

Opinions and service feedback


How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Apprenticeship registration
  • Qualification registration
  • Survey completion
  • Learner Management System registration
  • Completion of work

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Workplace communications relating to an individual’s learning
  • Coach/Mentor/Trainer communications relating to learning
  • Qualification awarding bodies, where copies of certificates are requested
  • Qualification/Awarding bodies reporting functions
  • LMS reporting functions
  • Website Cookies

We use the information that you have given us to

  • Provide an Apprenticeship Learning Provider service
  • Provide training and qualifications
  • Support your individual needs and progression
  • Comply with HSE, Esfa, DfE, Ofsted and the Equality Act 2010
  • Communicate with you and where necessary your employer
  • Quality assure and improve our service


With exception to the above we never share your information with any third parties and will never directly use your contact details for marketing purposes.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) We have a contractual obligation.

(b) We have a legal obligation.

(c) We have a legitimate interest.

(d) We have been provided consent

How we store your personal information

Your information is securely stored in our Learner management system. We also securely store information in our organisational SharePoint. Details of ioda Data security and Data protection policy can be requested by contacting the business support team at the address below.

We are required by the Education and Skills Funding Agency to retain your information for six years for auditing and funding purposes. This is the maximum amount of time we will store any data. This is stored securely and fully deleted from our systems once this time has passed.

Any other information will be fully deleted once the original lawful basis for collecting and storing has passed. This is reviewed on a regular basis along with our scheduled data retention audits.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.


Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated in February 2018.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you via the following: Email


Telephone:   01937 831414

By post:        ioda Ltd

                      Data Privacy

                      4 Grimston Grange Offices, Grimston Park


                       LS24 9BX