How TESS Group Handles Your Personal Data
At TESS Group, we are committed to protecting your privacy and handling your personal data responsibly. This Privacy Statement explains what personal data we collect, how we use it, who we share it with, and your rights under UK law.
We process personal data in accordance with:
TESS Group is the data controller responsible for your personal data.
ICO Registration Number: Z3020377
Contact: 01604 210500 or support@thetessgroup.com
Data Protection Contact: For data protection queries, contact our office on the number above.
We collect personal information when you enrol with us, including:
We collect information through the systems and software we use to deliver and monitor your training:
We also collect:
Some of the information we collect is treated as "special category" data under data protection law. This includes:
We handle special category data with extra care. We only collect and use this information where we have a lawful basis to do so, such as for providing you with reasonable adjustments and support, or where you have explicitly consented. Your special data is kept secure and shared only with those who need to know.
We process your personal data on one or more of the following lawful bases:
| Lawful Basis | How We Use It |
|---|---|
| Performance of a Contract | To deliver your apprenticeship training, assess your learning, and track your progress |
| Legal Obligation | To meet apprenticeship funding, quality assurance, and regulatory requirements (e.g., DfE, Ofsted) |
| Legitimate Interests | To improve our services, prevent fraud, ensure health and safety, and manage complaints |
| Your Consent | To send you marketing information or to process special category data where required |
| Vital Interests | To protect your health, safety, or well-being in an emergency |
We process special category data (such as information about disabilities or health) on the following bases:
To deliver your apprenticeship and meet funding requirements, we share your personal data with:
| Organisation | Why We Share |
|---|---|
| Department for Education (DfE) | Apprenticeship funding, Individual Learner Record (ILR) reporting, and quality monitoring |
| Ofsted | Quality assurance inspections and monitoring of training delivery |
| Department for Education (DfE) — Funding | Funding administration and assurance (formerly ESFA, now part of DfE) |
| Awarding Bodies (City & Guilds, ILM, NCFE, VTCT, and others) |
Qualification assessment, moderation, and certification |
| End-Point Assessment Organisations (EPAOs) | Final apprenticeship assessments |
| OneFile (Learning Platform) | Hosting your learning portfolio and progress records |
| Tracker MIS | Recording attendance, progress, and apprenticeship data |
| Your Employer | Progress updates, attendance records, and relevant performance information |
| Internal Audit Company | Compliance and quality assurance review |
We only share the personal data that is necessary for each organisation's specific purpose. We do not sell your data to third parties.
We retain your personal data for:
Duration of your apprenticeship plus 6 years after completion or withdrawal.
This is required by the Department for Education for compliance, audit, and regulatory purposes. After this period, your data will be securely deleted or anonymised.
We may retain certain information for longer if required by law or for legitimate purposes such as:
You have the following rights regarding your personal data:
You can request a copy of your personal data that we hold.
You can ask us to correct inaccurate or incomplete information.
You can request deletion of your data in certain circumstances.
You can ask us to limit how we use your data in certain situations.
You can request your data in a structured, commonly-used format.
You can object to certain types of processing, including for marketing.
You have rights if we make automated decisions about you with legal effects.
You can complain to the Information Commissioner's Office (ICO).
To exercise any of these rights, please contact us:
Email: support@thetessgroup.com
Telephone: 01604 210500
We will respond to your request within one calendar month. We will not charge a fee unless your request is manifestly unfounded, repetitive, or excessive.
If you are not satisfied with how we handle your data, or if you believe we have breached data protection law, you can lodge a complaint with:
Website: ico.org.uk/concerns/
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
We take data security seriously. We use:
While we do everything we can to protect your data, no system is 100% secure. We will inform you of any security breaches that affect your data, as required by law.
Our website may use cookies and similar technologies to improve your experience. Cookies are small files stored on your device. We use cookies for:
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We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes and ask for your consent where necessary. The "Last Updated" date at the top of this statement shows when it was last revised.