Ioda Limited – Privacy Notice

This privacy policy explains how Ioda Limited of 25 Water Lane, First Floor, Wilmslow, Cheshire, England, SK9 5AR, 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

Who we share information with

We have to share some of your information with other people and organisations such as Ofsted, our funders and referring agencies. This may include your personal contact details, your attendance and progression in training, your achievements or employment progress. The organisations and people we regularly share this information with are: 

• Ofsted (the Regulatory Body for Training & Education) 

• Department for Education (DfE) 

• Employers (potential and current) 

• Funding agencies such as the GMCA, WMCA, GLA etc. 

• End Point Assessment Organisations 

• Awarding Bodies who verify your qualification and award certificates 

• Suppliers of learner management systems 

• Job application sites 

• Referrers (e.g. Job Centres, Connexions, Partner organisations and all other referring agencies) 

• Parents and Guardians 

• Tutors and Development Coaches, including sub-contracted training providers, and other Apprentify staff such as people in Finance or Compliance Admin 

• Auditors and Inspectors 

• Examination Centres including remote proctoring service providers 

We may share your personal information with companies within Apprentify Group Limited to help identify and offer relevant training or employment opportunities, improve our services, and ensure a consistent experience across our group. All companies within Apprentify Group Limited are bound by the same data protection standards and safeguards, and your information will only be shared where necessary and proportionate for these purposes. We rely on our legitimate interests as a lawful bases for this data sharing, and we ensure that your rights and freedoms are not overridden.  

Apprentify uses a Digital Marketing Service Provider (Prospect Global Ltd, T/A SoPro). You can view their privacy notice on their website https://sopro.io . Although they are a data processor, none of your personal information will be shared with SoPro. 

We may share your information with select third parties where necessary to deliver our services or meet our legal obligations.

There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC. This may be in relation to educational statistics, safeguarding risks, criminal or civil proceedings or fraud. Information can be shared without your consent in these circumstances. 

If we were to sell or transfer our business or part of our business this may involve the transfer of our operations and/or records to another organisation(s). As part of the sale or transfer, your personal data may be transferred to the new organisation(s) who will, under the terms of this Privacy Notice, be permitted to use this data for the purposes for which it was collected i.e. to enable enrolment and participation through to completion of training and apprenticeship programmes, to secure funding for your programme and to be provided as evidence during an audit by funding bodies and/or other Regulators, for example, Ofsted. 

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

Email:           info@ioda.com

Telephone:   01937 831414

By post:

Ioda Limited

Data Privacy

25 Water Lane, Wilmslow, Cheshire, England, SK9 5AR