How we use your personal information
The manage apprenticeships service is run by the Education and Skills Funding Agency (ESFA), an executive agency of the Department for Education (DfE).
This privacy notice explains how we (DfE and ESFA) use your personal information.
For the purposes of relevant data protection legislation, DfE is the data controller for personal information it processes, so that it can carry out its functions.
Where you register on the service the personal information you give us will be used for administration and research purposes.
How long we hold personal information
We’ll retain the personal information for administration purposes only for as long as necessary. Personal data required for research purposes may be retained indefinitely.
Who we share your personal information with
We may share your information where the law allows it to enable the running of the manage apprenticeships service, or where we have a legal obligation to do so.
Your individual rights
You have the right to:
- request a copy of personal information that we hold about you
- request that we correct any wrong or incomplete personal information
You can access the information we hold on you by signing in to your account.
How to complain
Contact us using our secure online contact form or by writing to:
Ministerial and Public Communications Division
Department for Education
Piccadilly Gate Store Street
If you wish to contact the DfE’s data protection officer, please use the secure online form or write to the address above.
You also have the right to complain to the Information Commissioner’s Office.
The Education and Skills Funding Agency (ESFA) puts small files (known as ‘cookies’) onto your computer to collect information about how you browse our sites.
Cookies are used to:
- measure how you use our websites so they can be updated and improved based on your needs
- remember the notifications you’ve seen so that we don’t show them to you again
ESFA cookies aren’t used to identify you personally.
Specific cookies we use are for this site:
|sfa-das-employerapprenticeshipsservice-employeraccount||To store temporarily, information about your company that you have entered and information that we have recieved from HMRC about your PAYE scheme through the account creation process. All the information is encrypted.||End of session|
|sfa-das-employerapprenticeshipsservice-apprentices||To store temporarily, information about your individual apprentices. We only store this apprentice information while you're editing it on the website. All the information is encrypted.||End of session|
|sfa-das-employerapprenticeshipsservice-flashmessage||To store temporarily, a record of your activity on the website; for example, when you progress to a new page, or when you enter correct or incorrect data. All the information is encrypted.||End of session|
|sfa-das-employerapprenticeshipsservice-lastCohortPage||To store temporarily, a record of your activity on the website; for example, to know which page to return you to after deleting a cohort. All the information is encrypted.||1 day|
|setup-employer||To temporarily store information about your current session.||End of session|
|vacancyStatusFilter||To store the last filter applied by the user on their dashboard of the vacancies under a specified status.||End of session|
|recruit-temp-data||To temporarily store data for the next server request.||Immediately on next request.|
|.AspNet.Cookies||To temporarily store information about your account. All the information is encrypted.||End of session|
|recruit-data||To temporarily store information about your account. All the information is encrypted.||End of session|
|__RequestVerificationToken||To store an encrypted value used to verify that page actions are made from the same website that issued the form page.||End of session|
|recruit-x-csrf||To store an encrypted value used to verify that page actions are made from the same website that issued the form page.||End of session|
|showExampleVacancy||To store whether a user of our recruitment service has chosen to show an example vacancy.||Never expires|
|TempData||To temporarily store data for the next server request.||Immediately on next request|
You’ll normally see a message on the site before we store a cookie on your computer.
Find out more about how to manage cookies.
We use Google Analytics software to collect information about how you use ESFA sites. We do this to help make sure our sites are meeting the needs of its users and to help us make improvements.
Google Analytics stores information about:
- the pages you visit on ESFA sites
- how long you spend on each ESFA page
- how you got to our sites
- what you click on while you’re visiting our sites
We don’t collect or store your personal information (for example your name or address) so this information can’t be used to identify who you are.
We don’t allow Google to use or share our analytics data. You can opt out of Google Analytics cookies.
Google Analytics sets the following cookies:
|_ga||This helps us count how many people visit ESFA sites by tracking if you’ve visited before||2 years|
|_gat||Used to manage the rate at which page view requests are made||10 minutes|
|_gid||To count how many people visit our sites.||1 day|
We use Google Maps to display the location of apprenticeships/traineeships.
|gsScrollPos||To display Google Maps||End of session|
We use Microsoft Azure Application Insights to monitor and improve the performance.
|ai_session||Allow us to track a user over current session.||10 minutes|
|ai_user||Allow us to track a user over a longer period of time.||1 year|
Read more about Application Insights data retention
Cookies pop-up message
You may see a pop-up welcome message when you first visit an ESFA site. When you click this message we store a cookie so that your computer knows you’ve seen it and knows not to show it again.
|seen_cookie_message||Saves a message to let us know that you’ve seen our cookie message.||30 days|
Other government services
Most services we link to are run by different government departments, eg HM Revenue and Customs (HMRC) or the Home Office. These services may set additional cookies and, if so, will have their own cookies policy.
We use SurveyMonkey to collect responses to the survey. If you take part, SurveyMonkey will save extra cookies to your computer to track your progress through it.
Required for sign-in and sign-out.
|IDS||Required for identity management, i.e. sign-in and sign-out.||End of session|
|SignInMessage||Required for identity management, i.e. sign-in and sign-out.||End of session|
|idsrv||Required for identity management, i.e. sign-in and sign-out.||End of session|
|idsvr.session||Required for identity management, i.e. sign-in and sign-out.||End of session|
|idsvr.clients||Required for identity management, i.e. sign-in and sign-out.||End of session|
|idsvr.partial||Required for identity management, i.e. sign-in and sign-out.||End of session|