Our contact details

Name: The Retrofit Academy Community Interest Company

Address: Barn 4, Dunston Business Village,

Stafford Road, Stafford, ST18 9AB

Phone Number: 0330 055 7629

E-mail: [email protected]

Last Review July 2025

The type of personal information we collect

When you complete one of our training courses, we will collect and process your personal data to create a learner record support your progress. As part of the learning experience we will collect the following data:

• First name
• Surname
• Email address
• Phone number
• Gender
• Education and qualifications information
• Work Experience
• Your course progress, feedback, and malpractice information
• Individual Learning Record

For learners that receive funding or are placed on one of our courses by an employer,  we also collect the following:

• Earnings and employment information
• Benefits information (which may be required by some funding bodies and will not be used by the Retrofit Academy)
• Caring responsibilities
• Identity documentation for verification purposes

Some of our purposes require us to collect sensitive information known as special category data. In the context of this Privacy Notice, the special category data we will be processing is set out below:

• Data relating to health conditions including information about disability and other medical conditions
• Data about your ethnicity

We will only use this data for ensuring compliance with the Equality Act 2010.

How we get your personal data

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

• An application form for applying for one of our courses.
• To register your interest for a course
• You have been appointed to send the invoice to for payment or you are the contact person for an employer paying for a course.
• To ensure that we comply with equality legislation including the Equality Act 2010.

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

• Your employer if they are putting you forward or paying for a training course.

• A Retrofit Academy Hub if you are learning through one of our licenced training providers.

• An awarding organisation where appropriate

• Your assessor if we need to review assignments and assessments

Our Purposes

We use the information that we hold about you for the following purposes:

• To provide onboarding information and contact you  about the course for which you  are enrolled.

• Carry out assessments on the work required to meet the course objectives.

• Provide information about other courses relevant to your profile once graduated. (You can opt out of these communications) Ensure that you meet the eligibility criteria for enrolling on our courses

• Provide support and resources as you progress through your course/s.

• Administer your learner record.

• Where relevant, we will also share information about you with the appointed funding bodies to ensure that we meet our contractual obligations in relation to the specific funding arrangement.  

• As part of our Quality Assurance processes, we will use a sample of learner data to monitor the quality of our courses to ensure they are meeting their objectives.

As part of our learner pathway, we will share your personal data with the following third parties where we are required to do so:

• Funding providers
• Awarding organisations
• Your assessor

Our Lawful Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), when we use personal data, we need a lawful basis to do so. For the context of this Privacy Notice, the lawful bases we rely on for processing of your personal data are:

(a) For the delivery of additional course information, we rely on your consent. You are able to remove your consent at any time. You can do this by contacting [email protected].

(b) For the delivery of our course material, providing progress and engagement information to employers (where relevant)  and engagement with our course program and update your learner record, we have a contractual obligation with you.

(c) Where we need to verify your identity, and ensure that we make reasonable adjustments for our learners with medical conditions or disabilities, we have a legal obligation.

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(e) Where we issue awards or provide information to funding bodies, we rely on our  a public task to provide educational services.

(f) Where we use your data for any other purpose, we have a legitimate interest.

For the processing of your special category data, we rely on the lawful basis of the processing being necessary for the purposes of meeting our obligations under employment, social security or social protection law.

How we store your personal information

All personal data stored in our systems is subject to a range of controls to maintain the security and confidentiality of your personal data. Our controls include:

• Policies and processes that our staff must follow
• Access controls to restrict who can access your data
• Security controls

How long we keep your personal data will depend on:

The purpose for which it was collected and whether we have a legal obligation to retain the data. We will keep your data only for as long as it necessary to meet one of the above requirements. We will keep the data we hold about you under regular review. When we no longer need to retain your data, it will be securely deleted.

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.

Please contact us at [email protected] if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected]. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk