PRIVACY POLICY

This privacy notice explains how the Department for Work and Pensions (DWP) uses (process) any personal data you give to us, or any that we may collect about you. This Privacy Notice should be read alongside the DWP Personal Information Charter.

For the purposes of relevant data protection legislation, the DWP is the data controller for personal data processed by DWP, DfE and RMP Enterprise Limited (t/a Higherin).

The DWP process and share your personal information with RMP Enterprise Limited (t/a Higherin) and other third parties involved in the planning and delivery of the Top Apprenticeship Employers only where necessary. We will only share your personal information where the law allows it, or we have a legal obligation to do so.

If you would like:

• more information about how we process your personal data or your data protection rights

• to make a request about your information – for example to request a copy of your information or to ask for your information to be changed

• to contact our Data Protection Officer

You can contact us in the following ways:

• Using our secure online contact form

• Or in writing to:

DWP Data Protection Team

Benton Park View 6

Room BP6001

Mail Handling Site A

Wolverhampton

WV98 1ZX

The kinds of personal data we process about you

When we ask you for personal data, we will:

• tell you the reasons we’re asking for it

• only ask for the information we need

• make sure we don’t keep it for longer than necessary

• protect it and make sure only the appropriate people have access to it

• let you know if we’ll share it with other organisations

• keep it up to date where necessary

• consider privacy risks when we’re planning to change the way we use or hold it

• train our staff to ensure we use and protect it properly

In return, we ask you to:

• give us accurate information

• tell us as soon as possible if there are any changes

We may process the following types of personal data about you:

• Contact information (first name, last name, job title, email address, phone number)

• Organisation information (company/institution name, Companies House number where applicable, industry, company logo)

• Workforce information (total number of employees in England)

• Apprenticeship data (number of apprentices employed, starts, achievements, withdrawals, apprenticeship levels)

• Aggregated diversity data relating to apprentices (gender, age bands, ethnicity, learning difficulties or disabilities including mental health and neurodiversity)

• Optional marketing preferences

We do not collect individual-level apprentice data through this form. All apprenticeship and diversity information is submitted in aggregated form.

How we use your personal information and why we get information

• Assess and qualify your entry for the Top Apprenticeship Employers rankings

• Verify the accuracy of submitted data (including follow-up checks by email or telephone)

• Rank and score eligible organisations

• Publish the names and logos of organisations that are successfully ranked

• Produce reporting, insight and publicity associated with the rankings

• Communicate with you regarding your submission and participation

Alongside the information submitted in this form, we will also take into consideration eligible apprentice reviews submitted via Higherin.com as part of the rankings methodology.

We may use your email address or phone number to contact you if we have any queries relating to the data you have provided.

Our lawful basis for this processing is:

• Our legitimate interests in administering and promoting the Top Apprenticeship Employers rankings and facilitating your participation

• Consent, where you opt in to receive marketing communications

• Compliance with legal obligations, where applicable

The lawful basis we often rely on for processing your personal data is Legitimate Interest.

You can ask to remove your consent at any time. You can do this by using our online contact form.

How long we will keep your personal data

We keep your personal data for 10 years after it was last modified. DWP has a disposal schedule for personal data based on the needs of the department and the law.

We will take necessary steps to keep your information safe. It will then be securely destroyed when it is no longer needed.

If you want to know how long we keep your information, please write to DWP Departmental Records Officer using our secure online contact form.

How we share your personal data

The personal information you submit in your application will be used by the Department for Work and Pensions to process and communicate with you about your application. Your information will be shared with third parties working on behalf of the DWP to manage applications and events.

Information in your application, including your personal information may be shared with PR, creative or marketing agencies working on behalf of the DWP for publicity purposes relating to the promotion of apprenticeships as part of the rankings. We will obtain your consent before doing this. Commercially sensitive information will not be shared publicly.

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 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.

How to make a subject access request (SAR)

You have the right to ask for access to your personal information, known as a subject access request (SAR). See the DWP Personal Information Charter for further details.

To make a SAR, you can use the DWP contact form.

Alternatively, you can make a SAR in writing. Post your request to:

Right of Access Requests

Mail Handling Site A

Wolverhampton

WV98 2EF

Include as much information as you can about what information you need and the years you need the information for. If possible, tell us which part of the department holds the information. You’ll also need to tell us your telephone number and address.

We may need to check your identity and your right to access the information you’re requesting. This means we might ask for a copy of the identification pages of your passport or photo driving licence and proof of your current address.

We’ll try to respond to your request within 1 month. However, if your request is complex, we may extend the period by a further 2 months, but we’ll tell you if this is the case.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer at:

DWP Data Protection Team

Benton Park View 6

Room BP6001

Mail Handling Site A

Wolverhampton

WV98 1ZX

You can also complain to the ICO if you are unhappy with how we have used your data by writing to:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to this privacy notice

We may change this privacy notice and we encourage you to check this privacy notice from time to time.

Date last updated: 1/04/2026