Privacy Notice and
Data Protection Statement

East Kilbride & District Engineering Group Training Association Ltd (EKGTA)
ICO Registration Number: Z6707884
Last Updated: February 2026

Quick Summary

We collect and use your personal information to:

• Deliver apprenticeship programmes and Training Courses
• Meet funding, qualification and regulatory requirements
• Support learner welfare and safeguarding
• Communicate with employers and course attendees
• Comply with charity and financial obligations

We do not sell your data. We only share it where necessary and lawful. You have rights over your information.

1. Who We Are

East Kilbride & District Engineering Group Training Association Ltd (EKGTA) is the data controller responsible for your personal information.

Address:
3 Law Place
East Kilbride
G74 4PP

Email: info@ekgta.com

We are registered with the Information Commissioner’s Office (ICO) under registration number Z6707884.

2. What This Notice Covers

This Privacy Notice applies to all individuals whose personal data we process, including:

• Apprentices
• Applicants
• Employers
• Training Course attendees
• Individuals who make enquiries about our programmes
• Website users

It applies regardless of whether information is collected online, in person, by telephone, by email, during workplace visits, or through paper-based systems.

3. How We Collect Your Information

We collect personal data:

• Directly from you during application, enrolment, booking or induction
• When you make an enquiry or express interest in our programmes
• During apprenticeship delivery and workplace assessment visits
• Through written assessor notes and learner declarations
• From partner employers
• From funding and qualification bodies
• Through our internal systems (CRM/MIS and Learning Assistant)
• Through our website
• Via third-party service providers that support our operations

Paper notes taken during workplace visits are securely transferred into authorised systems and either securely retained or confidentially destroyed.

4. What Information We Collect

The information we collect depends on your relationship with us.

Apprentices and Applicants

• Contact details
• Date of birth
• National Insurance number
• Qualifications and employment history
• Attendance, progress and assessment records
• Photographic or video evidence for assessment purposes
• Care-experienced status
• Additional support needs
• Safeguarding disclosures

Training Course Attendees

• Name and contact details
• Booking and attendance information
• Qualification details (where applicable)
• Payment information

Enquiries and Expressions of Interest

• Name and contact details
• Information necessary to respond to your enquiry

Equality Monitoring Information

• Gender
• Race or ethnic origin
• Religion or belief
• Sexual orientation
• Nationality
• Health conditions or disability

Employers

• Business contact details
• Apprentice attendance and performance information
• Bank details for financial transactions

Marketing and Communications

• Photographs and video recordings
• Testimonials and case studies
• Professional contact details

5. How and Why We Use Your Information

We use personal information to:

• Deliver apprenticeship programmes and Training Courses
• Assess progress and support qualification achievement
• Carry out workplace assessments and collect evidence
• Issue certificates or confirm completion of training
• Report attendance and progress to partner employers
• Respond to enquiries and provide programme information
• Meet funding and regulatory requirements
• Monitor equality of opportunity
• Safeguard learners
• Manage bookings and financial transactions
• Communicate about programmes, courses and events
• Meet charity governance and audit obligations

Media and Photography

We process photographs and video recordings for two purposes:

Qualification and Funding Evidence
Where required to evidence training delivery and assessment.
Lawful basis: Contract and Legal Obligation.

Marketing and Promotional Use
Including website, social media and publications.
Lawful basis: Consent.

Marketing consent may be withdrawn at any time without affecting programme or course delivery.

Our Legal Basis

We process personal data under the following lawful bases:

• Contract – to deliver apprenticeship programmes and Training Courses
• Legal obligation – to comply with funding, regulatory and charity requirements
• Public task – where delivering publicly funded provision
• Legitimate interests – for responding to enquiries, professional communications and service improvement
• Consent – for optional marketing and promotional media

Where we process special category data (such as equality or health information), we rely on:

• Substantial public interest (Article 9(2)(g) UK GDPR and Schedule 1 Data Protection Act 2018)
• Legal obligation or public task, where required

6. Equality Monitoring

As part of our contractual obligations with funding bodies, including Skills Development Scotland and the Scottish Funding Council (or any successor funding authority), we are required to collect equality monitoring information.

Completion of equality monitoring forms is mandatory for funding compliance. However, individuals may select “prefer not to say” for specific characteristics.

This information is used for statistical monitoring and funding reporting. It is not used to determine eligibility, selection or assessment outcomes.

Access to equality data is restricted to authorised personnel.

7. Safeguarding

We may record safeguarding concerns disclosed during recruitment, induction or programme delivery.

This may include sensitive personal data and, where necessary, criminal offence information.

Safeguarding processing is carried out under our legal obligations, public task responsibilities and substantial public interest duties. Where necessary, safeguarding information may be shared with appropriate authorities or agencies in order to protect individuals and meet our statutory responsibilities.

Such records are retained in accordance with statutory and funding requirements and may not be erased where legal retention applies.

8. Sharing Your Information

To deliver our services effectively, we may share information where necessary with:

• Funding bodies including Skills Development Scotland, the Scottish Funding Council, or any successor authority
• Qualification authorities including Qualifications Scotland
• Awarding organisations including EAL and other relevant awarding bodies
• National and local government agencies
• Partner employers
• External auditors and regulators
• IT and cloud service providers acting as data processors

We share only what is necessary and ensure appropriate contractual safeguards are in place.

Some service providers may process data outside the UK. Where international transfers occur, we ensure appropriate safeguards are implemented in accordance with Chapter V of UK GDPR, including adequacy regulations or Standard Contractual Clauses.

9. How Long We Keep Information

We retain personal data only for as long as necessary to meet contractual, legal, regulatory and funding obligations.

• Unsuccessful applicants: 6 months after intake start date
• Apprentices: 7 years after completion
• Qualification-bearing Training Courses: 7 years
• Attendance-only Training Courses: 3 years
• Employers: 7 years
• Safeguarding records: 7 years, and until age 25 if under 18 at time of record
• Financial and funding records: 11 years
• Website enquiries: 12 months
• Marketing contacts: reviewed after 24 months of inactivity

Where learner data forms part of funding audit documentation, it may be retained in line with financial retention requirements.

10. How We Protect Your Information

We implement appropriate technical and organisational measures, including:

• Secure Microsoft 365 systems
• Role-based access controls
• Secure CRM/MIS systems
• Confidential handling of workplace assessment materials
• Staff training in data protection

11. Your Rights

Under UK data protection law, you have the right to:

• Be informed
• Access your personal data
• Request correction
• Request erasure (where legally applicable)
• Restrict or object to processing
• Withdraw consent (for optional processing)
• Data portability (where applicable)

We will respond to requests within one month, although this may be extended by up to two further months where requests are complex.

Requests should be directed to: info@ekgta.com

12. Complaints

If you are dissatisfied with how we handle your data, please contact us first.

You also have the right to complain to:

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