Policies
Pathways team privacy notice for individual learners
Information you need to know
Pathways (previously REACH) is part of the national Uni Connect programme funded by the Office for Students (OfS). It is delivered by the University of Leicester (Lead Institution), De Montfort University, Loughborough University, Loughborough College Group and Leicester College. The programme sits within the Future Students Office at the University of Leicester.
The University of Leicester is the Data Controller for your information. The Data Protection Officer can be contacted by email: dpo@leicester.ac.uk
This Privacy Notice outlines how and why the University collects and uses your personal information in accordance with Articles 13 and 14 of the UK GDPR.
For further detailed information on how Pathways may use your data, for what purpose, who with, and how to find out more information, please go to: www.pathwaystohe.ac.uk/privacy
What is ‘personal information’?
‘Personal information’ means any information which relates to or identifies you as an individual.
What information are we collecting or using?
Personal data
We may collect the following personal data directly from you and/or your school or college:
- Full name
- Date of birth
- Postcode
- Email address
We may also collect information on Free School Meal eligibility, Pupil Premium status, care experience, Young Adult Carer status, Armed Forces family status, residential status, and academic performance data (GCSE/post‑16 results).
This information is used for:
- Organising Pathways events and activities, including selection processes.
- Tracking participant outcomes, including higher education applications.
- Monitoring, evaluation and research on the impact of Pathways activities.
- Producing statistical analyses.
- Sending you information about Pathways and advice relating to higher education.
Special category (sensitive) personal data
We may also process special category data such as ethnicity, disability/health status,
This information is used for research, evaluation and equalities monitoring, subject to strict conditions of access.
If special category information is used for additional purposes (e.g., accessibility adjustments, emergency contacts), we will only do so with your consent. Providing this information is always optional.
Photographs
If photographs are taken at events, we will explain their intended use and request your consent.
We may use third‑party service providers for event bookings or email communications. They are contractually required to comply with data protection legislation
There is no statutory or contractual requirement to provide personal data unless stated otherwise. Where we rely on consent, you may withdraw it at any time by emailing reach@le.ac.uk.
Why are we processing your data?
We process your personal data in order to:
- Deliver Pathways events and activities.
- Track participant outcomes.
- Conduct monitoring, research and evaluation.
- Produce aggregated reports and statistics.
- Communicate programme-related information.
The University of Leicester’s legal basis for collecting this data is:
We will only process your personal data where we have a valid legal basis to do so. Depending on the activity, we will either:
- ask for your consent before processing your personal data; or
- process your personal data because it is necessary for us to carry out our public role as a university. This is known as the Public Task legal basis under the UK GDPR and the Data Protection Act 2018. It covers activities that support our higher education responsibilities, including work supported or required by the Office for Students and the Department for Education.
Legal basis for special category data
We process special category data under Reasons of Substantial Public Interest, as allowed by the Data Protection Act 2018 and UK GDPR.
Who will my personal information be shared with?
We may share your data with partners and organisations that support Pathways activities, evaluation and research, including:
- • Office for Students (OfS)
- • National Pupil Database (NPD)
- • Higher Education Statistics Agency (HESA)
- • UCAS
- • CFE Research (Uni Connect national evaluator)
- • Department for Education
- • HEAT Service (data storage, analysis and postcode profiling)
Pathways is a subscribing member of the HEAT Service, which acts as a data processor. All HEAT services and sub‑processors are UK‑based. HEAT and HESA may further process data as described in their own published privacy notices, which can be found here:
Where did the University of Leicester source my data from?
Data is obtained directly from participants, parents/carers, and schools/colleges through Data Sharing Agreements.
How long will the University of Leicester keep my data?
Data will be retained only for as long as necessary for the purposes outlined. For long‑term evaluation and tracking, data may be held for up to 15 years from the year you are first eligible to enter higher education, provided tracking permission has been given and minimum data fields supplied. Otherwise, data will be marked for deletion within 7 years of collection.
After these periods, personal data will be securely deleted.
What rights do I have regarding my data?
You have the right to access, correct, or delete your personal data, to object to or restrict how it is used, to request its transfer to another organisation, and to avoid decisions made solely by automated processes.
Some of the above rights are not absolute. If you want to exercise any of the rights described above, please contact the University’s Information Assurance Team via on the email at the end of this notice.
We will do our best to respond quickly and within the timeframes set out by data protection law. To help us handle your request and improve our services, we may keep a record of our communications with you.
Complaints to the University
If you are dissatisfied with the way the University have used your information, you should complain to the University’s Information Assurance Team via the email at the end of this notice.
Complaints to the ICO
If you are not satisfied with the way the University has handled your complaint, you also have the right to raise your concerns with the Information Commissioner’s Office (ICO). The ICO is an independent authority which oversees how personal data is used. Guidance on how to contact the ICO can be found at www.ico.org.uk
Changes to this privacy notice
This privacy notice was published in July 2026. If you have any questions about this privacy notice or if you would like to access any of your rights, please contact Information Assurance Services: ias@leicester.ac.uk