Last updated: September 2026 

 

Our Commitment 

PRS Inclusion & Training Services (“PRS”, “we”, “us” or “our”) is committed to protecting your privacy and handling personal information responsibly and securely. 

 

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 as amended, including changes introduced by the Data (Use and Access) Act 2025, and other applicable data protection legislation. 

 

This Privacy Notice explains what information we collect, why we use it, who we may share it with, how long we keep it and your rights in relation to your personal information. 

 

Who We Are 

PRS Inclusion & Training Services is responsible for deciding how and why personal information is processed and will normally act as the Data Controller for the information covered by this notice. 

 

PRS Inclusion & Training Services Ltd 
Address: One Trinity Green, Eldon Street, South Shields, NE33 1SA 
Email: admin@prsinclusion.com 
Telephone: 0191 500 2343 

 

Data Protection / Privacy Contact 

Questions about this Privacy Notice, the use of your personal information or your data protection rights can be directed to: 

Sam Hughes – Compliance & Quality Lead 
Email: samhughes@prsinclusion.com 
Telephone: 0191 500 2343 

 

PRS has not appointed a formal Data Protection Officer (DPO). Responsibility for data protection is managed through PRS’s appropriate organisational and management arrangements, with a designated privacy contact available for queries and requests. 

 

Who This Privacy Notice Applies To 

This notice may apply to: 

• learners accessing education or training;  

• Community Access Network (CAN) members;  

• people accessing supported employment or employability services;  

• people undertaking work experience or volunteering;  

• individuals and families accessing Family Learning or other community provision;  

• parents, carers and representatives;  

• people referred to PRS by another organisation or professional;  

• people making enquiries about PRS services;  

• employees, applicants and volunteers;  

• employers, partners and other professional contacts; and  

• visitors to our website, people completing website contact forms or people communicating with PRS online. 

 

Not every section or type of information described in this notice will apply to everyone. 

Additional privacy information may be provided where a particular service or activity requires it. 

 

What Personal Information We Collect 

The information PRS collects will depend on your relationship with us and the service being provided. 

 

This may include: 

Identity and contact information 

• name;  

• date of birth;  

• address;  

• telephone number;  

• email address;  

• emergency contact information; and  

• information about parents, carers or representatives where relevant.  

Education, training and progression information 

• previous education and qualifications;  

• initial assessment and starting-point information;  

• Individual Learning Plans (ILPs), targets and reviews;  

• attendance and engagement;  

• assessment and achievement information;  

• qualification records;  

• Information, Advice & Guidance (IAG);  

• progression, volunteering or employment outcomes; and  

• reasonable adjustments or additional support requirements.  

Service and support information 

Where relevant to the service being provided, we may hold information relating to: 

• referrals;  

• individual outcomes and support requirements;  

• Care and Support Plan information;  

• communication needs;  

• participation and progress;  

• work experience or employment placements;  

• risk assessments;  

• incidents or accidents; and  

• contact with other professionals or organisations.  

Employment and volunteering information 

For employees, applicants and volunteers this may include information relating to recruitment, employment history, qualifications, references, right to work, appropriate DBS information, training, supervision and other employment records. 

Financial information 

Where necessary, we may process information relating to payments, invoicing, expenses or bank details. 

Digital and technical information 

Where relevant, this may include IP address, browser and device information, website usage information, information submitted through our website contact form and information collected through cookies or similar technologies. 

Photographs, video and recordings 

PRS may use photographs, video or other recordings where appropriate and where a suitable lawful basis and any necessary permission or consent arrangements are in place. 

 

Special Category and Sensitive Information 

Because of the nature of some PRS services, we may need to process more sensitive information. 

 

This can include information about: 

• health or disability;  

• ethnicity;  

• religious or philosophical beliefs where relevant;  

• sexual orientation where relevant;  

• support or accessibility requirements; and  

• other special category information necessary to provide appropriate services or meet legal requirements.  

 

PRS may also process safeguarding information or information relating to criminal convictions or offences where this is necessary and lawful, for example in connection with safeguarding or safer recruitment. 

 

Special category and criminal offence information will only be processed where an appropriate lawful basis and additional legal condition applies. 

 

How We Collect Information 

We may collect information directly from you when you: 

• complete an enrolment, referral or other form;  

• speak to a member of PRS staff;  

• contact us by telephone, email, post or online;  

• take part in an assessment, review or activity;  

• apply for employment or volunteering;  

• provide information about support or reasonable adjustments;  

• provide feedback;  

• use our website or, 

• complete or submit a form through our website. 

 

We may also receive information from other people or organisations where appropriate and lawful. 

 

These may include: 

• colleges, education providers or lead providers;  

• funders and commissioners;  

• local authorities;  

• social workers and other professionals;  

• health or social care professionals;  

• employers and work-placement providers;  

• referral organisations;  

• parents, carers or representatives; and  

• other organisations involved in providing or supporting the service.  

 

Where information is provided by another organisation, we will handle it in accordance with applicable data protection requirements. 

 

Why We Use Personal Information 

PRS only processes personal information where there is an appropriate lawful basis. 

 

We may use information to: 

• respond to enquiries and referrals;  

• assess suitability and support needs;  

• enrol individuals onto programmes or services;  

• provide education, training, CAN, employment and other PRS services;  

• provide appropriate support and reasonable adjustments;  

• monitor attendance, engagement, progress and outcomes;  

• undertake assessment and qualification activity;  

• provide IAG and support progression;  

• manage work experience, volunteering or employment opportunities;  

• communicate with individuals, families/carers and professionals where appropriate;  

• safeguard children and adults at risk;  

• manage health and safety;  

• process appropriate payments and financial records;  

• recruit and manage employees and volunteers;  

• monitor and improve the quality of our services;  

• meet funding, commissioning and contractual requirements;  

• maintain the security of our systems and information;  

• respond to complaints, concerns or incidents; and  

• meet legal, regulatory and reporting obligations.  

• operate, maintain and improve our website and respond to enquiries submitted through it. 

 

Our Lawful Bases 

The lawful basis used will depend on the information and why it is being processed. 

 

PRS may rely on: 

Contract – where processing is necessary to enter into or fulfil a contract. 

Legal obligation – where PRS is required to process information to comply with the law. 

Legitimate interests – where processing is necessary for PRS’s legitimate interests or those of another organisation or individual, provided these interests are not overridden by your rights and interests. This may include operating, improving and protecting PRS services, appropriate communication and effective organisational administration. 

Consent – where consent is the appropriate lawful basis, for example for certain optional uses of information. Where we rely on consent, it can be withdrawn at any time. 

 

Other lawful bases may apply in particular circumstances, including where information needs to be processed to protect someone’s vital interests or in connection with functions undertaken in the public interest. 

 

Where special category information is processed, PRS will also identify an appropriate additional condition under data protection law. 

 

Safeguarding and Information Sharing 

PRS has responsibilities to safeguard children and adults at risk. 

 

Where there is a safeguarding concern, it may be necessary to share relevant information with organisations such as local authority safeguarding services, the police, health or social care professionals or other appropriate agencies. 

 

Consent will be sought where appropriate, but data protection law does not prevent PRS from sharing necessary and proportionate information where there is a lawful safeguarding reason to do so. 

 

Who We May Share Information With 

PRS will only share personal information where there is an appropriate reason and lawful basis for doing so. 

 

Depending on the circumstances, information may be shared with: 

• colleges, lead providers and education partners;  

• funders and commissioners;  

• local authorities;  

• Awarding Organisations and External Quality Assurance bodies;  

• employers and work-placement providers;  

• health, social care and other professionals;  

• safeguarding agencies;  

• regulatory or statutory bodies;  

• auditors and quality assurance organisations;  

• IT, software, cloud and other service providers;  

• professional advisers;  

• payment or financial service providers; and  

• law enforcement agencies where appropriate.  

 

Only information that is necessary and proportionate for the particular purpose will be shared. 

 

Organisations processing information on behalf of PRS are required to provide appropriate protection for personal information. 

 

PRS does not sell personal information. 

 

Data Security 

PRS uses appropriate technical and organisational measures to protect personal information from unauthorised access, accidental loss, misuse, alteration, disclosure or destruction. 

 

PRS operates increasingly through secure electronic systems, with access restricted according to staff roles and responsibilities. 

 

Staff are required to follow PRS requirements relating to data protection, password and account security, digital communication and confidentiality. 

 

Paper records are used where necessary and are stored and disposed of appropriately. 

 

International Data Transfers 

Some technology or service providers may process or store information outside the UK. 

 

Where personal information is transferred outside the UK, PRS will ensure that an appropriate lawful transfer mechanism and safeguards are in place in accordance with UK data protection law. 

 

How Long We Keep Information 

PRS only retains personal information for as long as it is required for the purpose for which it was collected and to meet relevant legal, regulatory, funding, contractual and safeguarding requirements. 

 

Retention periods vary depending on the type of information and why it is held. 

PRS maintains a Data Retention Schedule setting out appropriate retention arrangements for different categories of information. Further information about applicable retention periods is available on request. 

 

When information is no longer required, it will be securely deleted or destroyed in accordance with PRS arrangements. 

 

Marketing Communications 

PRS may provide information about services, activities, training opportunities or events where permitted by law. 

 

Where consent is required for marketing, we will obtain it before sending the communication. 

 

You can opt out of marketing communications at any time by following an unsubscribe option where provided or contacting PRS. 

 

Opting out of marketing will not prevent PRS from sending necessary communications relating to a service you are accessing. 

 

Cookies and Our Website 

Our website may use cookies and similar technologies that are necessary for the website to operate correctly. 

 

Where PRS uses non-essential cookies, such as analytics or marketing cookies, appropriate information will be provided, and consent will be obtained where required. 

 

You can manage cookies through your browser settings and, where applicable, through the cookie preferences available on our website. 

 

Your Data Protection Rights 

Depending on the circumstances and the lawful basis being used, you may have the right to: 

• ask for access to personal information PRS holds about you;  

• ask for inaccurate or incomplete information to be corrected;  

• ask for information to be deleted in certain circumstances;  

• ask for processing to be restricted in certain circumstances;  

• object to certain uses of your information;  

• request data portability where applicable; and  

• withdraw consent where processing is based on consent.  

 

These rights are subject to the conditions, exemptions and limitations contained within data protection law. 

 

To exercise a data protection right, contact the PRS Data Protection/Privacy Contact using the details in this notice. 

 

PRS will respond to requests within the timescales required by data protection legislation. 

 

Data Protection Complaints 

If you are concerned about the way PRS has collected, used, shared or protected your personal information, please contact us so that we can consider the concern. 

 

PRS has arrangements for handling data protection complaints and will acknowledge and respond to complaints in accordance with current data protection requirements. 

You also have the right to complain to the Information Commissioner’s Office (ICO). 

 

Information Commissioner’s Office 
Telephone: 0303 123 1113 
Website: https://ico.org.uk/  

 

You do not have to contact PRS before exercising your right to contact the ICO. 

 

Changes to This Privacy Notice 

PRS may update this Privacy Notice where our services, processing activities or legal requirements change. 

 

The latest version will be made available through appropriate PRS channels and significant changes will be communicated where necessary.