Last updated: 7 June 2026
Privacy Notice
1. Who we are
ApprenticeshipOS is an online workspace designed to help apprentices organise assignments, off-the-job learning activity, placements, evidence records, Knowledge, Skills and Behaviours, reminders and portfolio reports.
ApprenticeshipOS is operated by Lucas Thomas trading as ApprenticeshipOS, a sole trader.
Support and privacy enquiries: support@apprenticeshipos.com
For the purposes of UK data-protection law, Lucas Thomas trading as ApprenticeshipOS is the controller of the personal information described in this notice.
2. What this notice covers
This Privacy Notice explains how ApprenticeshipOS collects, uses, stores and shares personal information when you visit the website, create or use an account, record apprenticeship information, upload evidence, use free or Premium features, receive service reminders, choose to receive marketing communications, contact support or manage a subscription.
3. Information we collect
Account information
- your name
- email address
- authentication information
- account preferences
- email-confirmation status
- age-eligibility confirmation
- account-creation and last-updated timestamps
Passwords are handled through our authentication provider. ApprenticeshipOS does not display or store plain-text passwords.
Apprenticeship workspace information
- apprenticeship programme
- employer
- training provider
- programme dates
- assignments, deadlines and saved results
- off-the-job learning activity
- placements and planned rotations
- Knowledge, Skills and Behaviours progress
- evidence records
- notes and reflections
- reminders
- linked records
- portfolio-export settings
Uploaded evidence
You may choose to upload evidence files. Do not upload restricted employer information, security-classified material, trade secrets, personal information about other people unless you are authorised to provide it, special-category personal information unless genuinely necessary and authorised, malicious files or material that you do not have permission to store externally.
Uploaded evidence files are not automatically included in Portfolio Export PDFs. Portfolio exports use selected evidence metadata only unless the product explicitly states otherwise.
Subscription and payment information
Premium subscriptions are handled through Stripe. ApprenticeshipOS may store Stripe customer and subscription references, subscription status, plan reference, billing-period end date, cancellation-at-period-end status and payment-event audit records. ApprenticeshipOS does not receive or store your full payment-card number.
Technical, operational, support and marketing information
We may process IP address, browser and device information, authentication-session information, cookie and browser-storage preferences, security logs, error logs, service-reminder delivery logs, webhook-delivery logs and maintenance audit logs.
If you contact support, we may keep your contact details, your message, relevant account information and our response. Where you separately choose to receive marketing communications, we may store your email address, marketing preference, the date and source of your choice and unsubscribe or suppression records needed to honour your preference.
4. How we use information
| Purpose | Information used | Draft lawful basis for review |
|---|---|---|
| Create and manage your account | Account and authentication information | Performance of a contract or steps taken at your request |
| Provide the workspace | Workspace records, preferences and uploaded evidence | Performance of a contract |
| Provide Premium features | Account information, subscription status and selected workspace data | Performance of a contract |
| Administer subscriptions | Subscription references, status and billing events | Performance of a contract and compliance with legal obligations where applicable |
| Send requested service reminders | Email address, reminder records and preferences | Performance of a contract and legitimate interests in operating the requested service |
| Protect accounts and investigate misuse | Technical logs, security events and account information | Legitimate interests in maintaining security and preventing abuse |
| Respond to support requests | Contact details and support communications | Performance of a contract and legitimate interests in supporting users |
| Maintain financial records | Subscription and transaction records | Compliance with legal obligations |
| Send optional marketing communications | Email address and marketing preferences | Consent |
Where we rely on legitimate interests, those interests are to operate, secure and improve ApprenticeshipOS proportionately.
5. Skills England information
ApprenticeshipOS uses official apprenticeship-standard information sourced from Skills England to help populate scheme details, duties and Knowledge, Skills and Behaviours.
ApprenticeshipOS does not use this integration to submit your private workspace records to Skills England.
6. Service providers
We use service providers to operate ApprenticeshipOS.
| Provider | Purpose |
|---|---|
| Supabase | Authentication, database and file storage |
| Vercel | Website hosting and server-side application delivery |
| Stripe | Premium checkout, billing administration and payment processing |
| Resend | Service-reminder and approved marketing-email delivery |
| Skills England | Source of official apprenticeship-standard information |
7. International transfers
Some providers may process information outside the United Kingdom. Where required, appropriate safeguards must be used for restricted transfers.
8. How long we keep information
The current retention approach is based on the product design and the owner decisions recorded for launch preparation. It still requires professional legal review before wider paid launch.
| Information | Retention approach |
|---|---|
| Active account and workspace records | While the account remains active |
| Account deletion requests | A reviewed self-service deletion workflow is planned to use a 30-day recovery period after confirmation. Until that workflow is live, deletion requests should be made by contacting support. |
| Deleted-account workspace records | Eligible workspace records and Evidence Vault files should be purged after the 30-day recovery period once the reviewed deletion workflow is implemented, subject to legal, accounting, fraud-prevention and dispute-handling requirements. |
| Backups | The current Supabase project is on the Free plan. Supabase states that downloadable database backups are not available for Free Plan projects and recommends regular exports for Free projects. No separate off-site backups are currently used by ApprenticeshipOS. |
| Uploaded evidence | While the account remains active, then removed through the reviewed deletion or support process where eligible. |
| Support communications | Kept for a reasonable period needed to answer the request, manage follow-up and handle disputes; the final period requires owner/legal approval. |
| Service-reminder delivery logs | Up to 12 months |
| Marketing consent and suppression records | For as long as needed to honour preferences and demonstrate compliance |
| Security and operational logs | Kept only as long as needed for security, abuse prevention, debugging and audit purposes, unless required for an active investigation. |
| Stripe subscription and financial records | Kept where required for tax, accounting, legal, fraud-prevention or dispute-handling purposes. The final accounting retention period requires owner/legal confirmation. |
Where a fixed period is not appropriate, we use criteria such as whether the account remains active, whether information is required to provide the service, resolve a dispute, comply with a legal obligation or support proportionate security or fraud-prevention purposes.
9. Your rights
Depending on the circumstances, you may have rights to access your personal information, correct inaccurate information, request deletion, restrict processing, object to processing, receive certain information in a portable format, withdraw consent where processing is based on consent and complain to the Information Commissioner's Office.
These rights are not absolute and may depend on the circumstances. To make a request, email support@apprenticeshipos.com. We may need to verify your identity.
10. Complaints
Please contact us first so that we can try to resolve your concern. You can also complain to the Information Commissioner's Office.
11. Cookies and similar technologies
We use cookies and similar technologies as described in our Cookie Notice.
12. Security
We use technical and organisational measures intended to protect personal information. No online service can guarantee absolute security. Keep your login details private and contact us promptly if you believe your account has been compromised.
13. Age eligibility
ApprenticeshipOS accounts are intended for users aged 16 or over. Premium purchases are intended for users aged 18 or over.
14. Analytics and automated decisions
ApprenticeshipOS analytics and KSB evidence-coverage tools are organisational tools. They do not represent formal assessment, competency approval, employer sign-off, training-provider approval or a prediction of apprenticeship success.
ApprenticeshipOS does not currently make solely automated decisions with legal or similarly significant effects.
15. Changes to this notice
We may update this Privacy Notice as the service changes. We will update the date at the top and provide a more prominent notice where appropriate.
16. Contact
For privacy questions or rights requests, email support@apprenticeshipos.com.