Privacy notice

About this notice

This website advertises work experience placements with NHS and care organisations in the Hertfordshire and West Essex Integrated Care System, and lets you apply for them online.

This notice explains what information we collect when you apply, why we need it, who can see it and what your rights are. If you are under 18, you might want to read it with a parent, guardian or teacher.

Who is responsible for your information

When you apply, your application goes to the organisation offering the placement, for example an NHS trust. That organisation decides how your information is used, so it is the data controller for your application. The organisation is named on every placement.

The website is provided and hosted for those organisations by ActiveManage Ltd (company number 10448163). ActiveManage is a data processor: it only uses your information to run this website, on the organisations’ instructions.

What information we collect

We only collect the information you give us in your application and the information the placement team adds while they deal with it. This can include:

• your name, date of birth, address, email address and phone number
• a parent or guardian’s contact details
• your school, college or university, or whether you are currently in education
• the placement you want, the dates you would like and why you are applying
• your future plans and what you hope to learn
• answers to questions that check you can safely take part, such as the minimum age for a placement
• notes about your application, your induction and whether you attended

We may also ask about your gender, ethnicity, any disability and your circumstances, such as whether you are from a disadvantaged background. Some of this is “special category” information, which the law protects more strongly.

When you use the website, our servers also record technical information such as your IP address and browser type, to keep the website secure and working.

How we use your information

We use your information to:

• consider your application and tell you the outcome
• contact you, and your parent or guardian where needed, about your placement
• arrange your placement and induction, and keep you safe while you are with us
• make any reasonable adjustments you need
• produce a certificate when you complete a placement
• produce reports with numbers only, so we can check that our placements are open to everyone and plan future opportunities

Decisions about your application are made by people, not by computers.

Our legal reasons for using it

Data protection law says we must have a legal reason, called a lawful basis, for using your information.

• NHS organisations use your information to carry out their public tasks, which include education, training and developing the future health and care workforce (UK GDPR Article 6(1)(e)).
• Information about your health, disability or ethnicity is used to make reasonable adjustments, keep you safe and check that our placements are fair and open to everyone. We rely on substantial public interest (UK GDPR Article 9(2)(g) and the Data Protection Act 2018, Schedule 1).

Who we share it with

Your application can be seen by the people who need it to deal with your placement:

• the work experience, education or careers team at the organisation you applied to
• the supervisor and team who would host your placement
• ActiveManage Ltd, which runs this website, for technical support only

We will only share your information with anyone else if the law requires it, for example to keep a young person safe. We never sell your information or use it for marketing.

How long we keep it

We keep your information only for as long as we need it. Each organisation keeps records in line with the NHS Records Management Code of Practice. When information is no longer needed, it is securely deleted or made anonymous.

How we keep it safe

Your information is stored and processed in the UK. It is encrypted when it travels between your device and our website, and only people who need to see it can log in to see it. Everyone who can see it has a legal duty to keep it confidential.

Cookies

Cookies are small files saved on your device. We use cookies that are needed to make this website work. We only use other cookies, such as ones that help us understand how the website is used, if you agree to them.

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Your rights

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct information that is wrong
• ask us to delete your information or stop using it, in some situations
• object to how we use your information

To use any of these rights, contact the organisation you applied to. If you are not sure who that is, email academy.hwe@nhs.net. You can make a request yourself if you are under 18, and a parent or guardian can help you.

How to complain

If you are unhappy with how your information has been used, please contact the organisation you applied to first.

You can also complain to the Information Commissioner’s Office (ICO), which makes sure organisations follow data protection law:

• website: ico.org.uk/make-a-complaint (opens in a new tab)
• phone: 0303 123 1113

This notice was last updated on 13 October 2026.