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mA*ths Online Programmes - Privacy Notice

This privacy notice tells you how we use information about you for the  mA*ths Online Programme and Further mA*ths Online Programme.

If you have any questions or if anything is unclear you can email the team at [email protected]

You can also email our Data Protection Officer at [email protected]

The University’s Data Controller registration number provided by the Information Commissioner's Office is: Z553814X

What information we collect, use, and why

We  use the following information to administer the programmes’ activities and support you to take part:

  • Names and contact details.
  • Data to check whether you are eligible to take part, for example, your postcode, your GCSE attainment, whether you have been eligible for free school meals.
  • Health, dietary and religious requirements to make activities inclusive of your needs.
  • If you are expected at an activity and do not attend, we use teacher and parent contact details to let them know you are absent.
  • Recordings of online mentoring sessions for the purpose of safeguarding.

We collect or use the following information to monitor and evaluate the programmes

  • Name, postcode, date of birth
  • GCSE grades and predicted grades 
  • School Name 
  • Participation data from the programme, including any optional activities you are offered
  • Gender, Ethnicity and Gypsy, Traveller, Roma, Showman or Boatman (GTRSB) status 
  • Your feedback on the programme, stating if the feedback will be anonymous in each instance 

In all reports and articles produced the data will be anonymized and you will not be identifiable.

We  use the following information for marketing or promotion:

  • Names and contact details to offer you optional activities which are complementary to the core programmes.
  • Photographs or audio or video recordings of events, to illustrate our activities on our website, social media and in physical and online brochures, and to report on the work that we do. We will always let you know in advance to give you a choice to opt out.

Where we get personal information from

  • Directly from you when you apply to the programme or from parents/carers or teachers supporting you
  • Partner organisations in the mA*ths Online Programmes network where you have applied to the programme through them

Lawful bases

Our lawful basis for processing data about you to deliver and evaluate the programme is:

  • Public Task

with the exception of Health, dietary and religious requirements*, and collecting or using personal information for marketing or promotion where the lawful basis is:

  • Consent

*We are relying on your explicit consent by informing us of your access requirements due to health conditions or disabilities as well as dietary and religious requirements.  If you do not provide us with this information you may still be offered a place on the programme but we would not be able to make any adjustments for you.

Who do we share this information with?

To enable you to access the online mentoring sessions we will share your email address with MEI. They will use this to create your Integral account.  Your email and name will be stored within the Integral platform. MEI will maintain your account for a one-year period, after which it will be permanently deleted from the system.

To conduct research on the effectiveness of the programmes, information about you and your participation in the mA*ths Online Programmes will be shared securely with:

  • An external research team
  • The Department of Education (DFE), in order to link your data with information from the National Pupil Database (NPD)
  • The process needed, in order to link your data with information supplied by the Higher Education Statistics Agency.

Data about you and your participation may be securely shared with research teams for the purpose of conducting research in the future and / or matched to other administrative datasets (for example, HEAT and UCAS etc.).

To ensure that we offer places to appropriately to candidates across the network we may share details with partner organisations in the mA*ths Online Programmes network.  If you do are not offered a place on the Programmes at Leeds you may be offered a place at one of the partner organisations.

We will only share data with partners from the mA*ths Online Programmes where a data sharing agreement is in place to safeguard data about you.

The current privacy statements for the mA*ths Online university partners with whom we would share are:  Imperial College London, University of Bath, University of Manchester, University of Nottingham, and the University of Warwick.

The evaluator is currently FFT.

HEAT (the Higher Education Access Tracker) is a secure database that allows us to track your progress over time without having to ask you further questions.  You can find out more information about what HEAT is and how it works at What is HEAT? and more information on its use of your data can be found in the HEAT privacy notice.

We work with the UCAS Outreach Evaluator to understand the impact of our Post-16 outreach programmes.  We share limited personal data (name, date of birth, postcode) so UCAS can match participants to application records.  UCAS uses this data only to produce anonymised, aggregate reports, and no individual is identifiable.  All sharing is covered by formal agreements and not used for any other purpose.

We may also share information with your nominated teacher in order to verify the information given on the application form.

We will share the outcome of your application with your school/college so that they can update their records and support you to take part.

How do we keep this information secure?

Your data is stored in secure systems as follows: SharePoint folders, University of Leeds network drive, Microsoft Forms and Jisc Online Surveys, in line with the University of Leeds Information Security Policy.

Only University staff who need it will have access to your data.

Your data will not be transferred outside the UK/EEA.

How long we keep information

Personal data about you will be retained for  up to twenty years after the end of the project or until you are 30 years of age (whichever is greater).  After that time, any data stored will be anonymised. Holding data for this duration will enable us to investigate the effect of outreach on young people’s long-term outcomes, including employment, and also enable us to support you during your educational journey if required.

Unsuccessful applicant data:  If you do not gain a place you may be placed on a waitlist in which case you may be contacted again if places become available.  If you are not eligible for the programme or do not accept your place on a programme, we will delete your application data after six months.

How can I have my data removed or deleted?

We need to process your details to offer places and administer the programmes, and to fulfil our evaluation and monitoring responsibilities.  If you do not want us to use your data in this way, then unfortunately we will not be able to offer you a place on the programme.

If you do not want to be given any optional opportunities beyond this programme you can let us know by emailing the team at [email protected].

Your data protection rights

You have the right to:

  • withdraw consent at any time where that is the legal basis of our processing;
  • access your personal data that we process;
  •  rectify inaccuracies in personal data that we hold about you;
    • be forgotten, that is your details to be removed from systems that we use to process your personal data;
    • restrict the processing in certain ways;
  • obtain a copy of your data in a commonly used electronic form;
  • object to certain processing of your personal data by us.

Please be aware that these rights are subject to certain conditions and exceptions as set out in the Data Protection legislation.

Once data has been shared with partners it may not be possible to delete/amend data or withdraw from processing.  Once the evaluation is underway via the DfE the data the researchers view will be in an anonymized form.

Please see ICO Website for further information on the above rights.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see Make a complaint to the ICO

Information Commissioner’s Office
Wycliffe House
Water Ln
Wilmslow
SK9 5AF
Telephone:  0303 123 1113

Last updated
28.09.2026