I have been asked by a member of staff who is responsible for GDPR on how long we need to keep learner records either when they leave the business or complete their programme
The statement in the ESF document is the following:
Do the provider and its subcontractors have a document retention policy for ensuring that all documents necessary to verify ESF funded provision are retained in line with contractual requirements (currently until at least 31 December 2030 for the 2014 to 2020 ESF programme)
However, is this no longer ESF Funding and is it different for Employer Providers as they are our own staff and we are not using a training provider?
An Employer Provider is no different to any other type of AEB or ESF funded provider. If you have had a contract under one of these funding streams, then you have to retain documentation in line with your contractual requirements.
Just reading through latest contract variation which states non-levy apprenticeships in 18-19 contract year are ESF match funded, so document retention will be back to 2030. Just to complicate tracking, thanks ESFA.
I thought as Martin says that Apprenticeships aren’t ESF co-funded but based on your message Sue have checked the SFS to look at our latest contract amendment and surprise there is an amendment dated June (I normally get an email notification but haven’t) which does clearly say non-levy apprenticeships for 2018/19 are ESF co-funded. Thanks for bringing this to my attention.
That’s hysterical – I’m now going to empty all our filing cabinets with our beautifully stored learner files and chuck ’em all over the office as clearly if something can’t be ‘easily searched for’ then I don’t have to worry about GDPR. Pah!