Who we are

Baltic Apprenticeships is a Training Provider who contracts with the Education and Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE) to deliver Apprenticeship and Adult Education Training Programmes.

What data do we collect and retain?

Baltic Apprenticeships collects, processes and retains a range of information about you as a prospective, existing or former employee. The most common types of data we collect and retain are: your name, address, contact details (including e-mail address and telephone number) and details relating to your qualifications, skills, experience and employment history.

In the course of the employment relationship we will continue to collect and retain additional personal information such as: bank account details, national insurance number, information about your criminal record (where applicable), your legal right to work in the UK, equal opportunity and medical health monitoring information and information relating to any employee relations matters (disciplinary, grievance and performance management).

How do we collect your data?                                                    

Your personal data is primarily collected through application forms, CVs, eligibility and identity documentation, or standard company forms issued to you during your recruitment and induction process. We may also collect certain personal data about you from third parties, such as references supplied by former employers.

Why do we process personal data?

We have both a legal and legitimate interest in processing employee data in order to enter into a contract of employment with you and to meet obligations under said contract. In addition, we have a legal interest in processing data to ensure that our recruitment and wider HR function is legally compliant.

Who has access to your data?

Access to your information is restricted to those that have the legitimate interest and right to collect, view and process your information and is controlled by the HR & Payroll department.

Where is your data stored?

Baltic Apprenticeships maintains records of the geographical location of your personal data. This is either: stored within the European Economic Area (EEA), stored within physical and electronic personnel files on-site at Baltic Apprenticeships, and stored within HR & Payroll Management systems (SAGE HR & Payroll).  

How do we protect your information?

Baltic Apprenticeships takes the security of your data seriously. We have internal policies and controls in place to protect your data such as: computer safeguards (firewalls, privacy shields and data encryption), physical access controls to our buildings and personnel files, and confidential waste processes to safely discard of data that is no longer required.  

How long do we retain your data?

We will initially hold your personal data for the duration of your employment. Thereafter, we will retain your information no longer than 7 years’ from the date your employment ends with us. During this time we will periodically review the information we have on file with a view to reduce it, confidentially, to what is legitimately or legally required.

Unsuccessful applications and applicant data will be held within our Applicant Tracking and Employee Database: Breathe HR as part of our ‘talent pool’. Information will be held no longer than 12 months from the date of first submission. 

Your rights

You have a number of rights under data protection law. We will need to ask you for proof of identity before we can respond to a request to exercise any of the following rights: “A right to access your information”, “A right to object to us processing your information”, “A right to have inaccurate data corrected”, “A right to have your data erased”, “A right to ask us not to market to you” and “A right to have processing of your data restricted”.

How to contact us

If you wish to exercise any of these rights, or if you have any questions or concerns about this Privacy Notice or the below Privacy Policy and/or our processing of your personal data you can contact us at dataprotection@balticapprenticeships.com.