Pathways team privacy notice for individual learners

Information you need to know

The Pathways team is a collaborative partnership underneath the Widening Participation Team at the Universities of Leicester, De Montfort and Loughborough, the University of Northampton and local FE colleges.

The Pathways partnership has a separate website. Please refer to the site’s privacy notice in case you would like to know how your data is processed if you are an online user of the website. 

As Lead Institution the University of Leicester is the main contact and data controller via reach@le.ac.uk.

For certain events such as on campus visits, and activities in Northampton, then the institution hosting the event will collect, and use, data which will be covered by the host institution’s privacy policy:

This privacy notice explains how we use your personal information and your rights regarding that information.

What information are you collecting?

This privacy policy sets out why the Pathways team collect your data and your learners’ data; how it collects it; and what it does with it once it has been collected. This policy relates specifically to information held by the Pathways team

The information stored and processed by the Pathways team for booking an activity may include any of the following:

  • Identifying details (including your name, gender, date of birth)
  • Contact details (including your address, email address, mobile/telephone numbers, School/college/training provider)
  • Your personal details (including your ethnicity, disability, Free School Meal/Pupil Premium/education bursary eligibility, Looked After Children, Estranged, Independent Living, Young Adult Carer and Refugee status, and POLAR3 quintile or NCOP Ward data from postcode)
  • Your parents’ or carers’ details (name, relationship to you, mobile/telephone numbers, occupation and experience of higher education, email address for emergency contact and provision of relevant information)
  • Dietary requirements/additional needs (to enable us to cater for your needs and support your engagement)
  • Medical details, GP details and address(to enable us to keep you healthy and safe on our events)
  • Information about your time at School, College or University (including GCSE, A-Level, and degree results, EPQ results, key contact teacher details and teacher reference)
  • Communications sent to you by the Pathways team or received from you via reach@le.ac.uk
  • Activities or events you have taken part in (including campus visits, open days, summer schools etc.)

Why are you collecting my data?

If you (or your child or dependent) applies for place at a Pathways activity you will be asked to complete an application form or send an email applying for a place on an event.

This information allows us to assess your application/booking and if successful to create a record of you on our database to comply with our Safeguarding Policy to keep you (or your child/dependent) safe.

How will you use this data?

The data collected by the Pathways team will be used to ensure that the learners you select to take part in the activity at the University or Partner Institutions are safe during the activity in line with the host University’s Safeguarding Policy.

Data collected will also determine eligibility of learners on events and activities as set out by the Office for Students (OfS) as a requirement to receive funding.

What is the legal basis for processing the data?

The data collected by the Pathways team will be used to assess your (or your child or dependent’s) eligibility for our activities and to ensure that you (or your child or dependent) are safe during the activity in line with the University’s or host institutions Safeguarding Policy/ies.

Your data will be processed under the legal basis below:

  • Consent - This is ‘explicit consent’ to cover the ‘special category’ data collected
  • Performance of a contract

If you are sharing my data with others, who are you sharing it with?

Your data is held in two places by the Pathways team.

  1. On an online shared drive, hosted by Loughborough University and governed by their privacy policy, which is password protected and only accessed by those people that have a need to access it.
  2. In a password protected file at University of Leicester, as Lead Institution, which is controlled to make sure that only those people that need to see it have access to it.

We do not share your data with anyone outside of the Pathways team unless in a Safeguarding situation.

We do not share your data outside of the EEA.

How long will you process my data for?

  • Events – we will retain your data for a maximum of 1 year from the visit
  • Mentoring/CEIAG – we will retain your data for a maximum of 1 year from the end of the current academic year

What are my rights and how can I enforce them?

Please find below the rights you have regarding the data that you have provided:

  • Right to withdraw consent
  • Right to be informed
  • Right of access
  • Right of rectification
  • Right to erasure
  • Right to data portability

How do I complain to the Information Commissioner’s Office?

The Information Commissioner can be contacted on:

  • Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
  • 0303 123 1113.
  • ICO website

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