Privacy Policy

This Privacy Policy explains how Your Organisation (“we”) collects, uses and protects personal data when you use mentorsHub, our internal mentoring platform. It applies to everyone with an account, whether you take part as a mentee, a mentor, or both.

1. Data we collect

• Account details — name, work email address and the password hash held by our authentication provider (we never see your password).
• Profile details — job title, department, biography, learning goals, profile photo, skills you can mentor on and skills you want mentoring for, plus your stated availability.
• Mentoring activity — mentoring requests and their messages, decision comments, journeys, scheduled sessions, session notes, tasks, goals and learning recommendations.
• Feedback — ratings and written feedback you give at the end of a journey, and mentor applications you submit.
• Technical data — basic security and diagnostic logs generated when the service is used, such as timestamps and error reports.

2. Why we use it

• To operate the platform: match mentors and mentees, run journeys and sessions.
• To notify you about requests, decisions, sessions and reminders.
• To suggest relevant mentors and, where you use the assisted planning features, to draft goals and learning recommendations for a journey.
• To let programme administrators measure participation and the overall health of the mentoring programme.
• To keep the service secure, prevent misuse and meet our legal obligations.

Our lawful basis is our legitimate interest in running an internal learning and development programme, together with your consent where consent is required.

3. Who can see your data

• Other users — signed-in users can see your name, photo, title, department, biography and tagged skills so mentoring pairs can be formed.
• Your mentoring partner — the mentor and mentee in a journey can see that journey’s sessions, notes, tasks, goals and shared resources.
• Administrators — programme administrators can see participation data, journeys, sessions, requests and feedback in order to run and report on the programme.
• Service providers — our hosting, database, authentication, email and AI processing providers, acting on our instructions under contract.

We do not sell personal data and we do not use it for advertising.

4. Assisted (AI) features

Some features use an AI provider to draft journey goals, learning recommendations and session agendas. Only the context needed for the draft is sent — for example the skills being mentored and the participants’ role information. Drafts are suggestions; the mentor and mentee remain responsible for what is saved.

5. Retention

Account and profile data is kept for as long as your account is active. Mentoring records are kept while the programme needs them for reporting, and read notifications are removed automatically after 90 days. When an account is deleted, the profile, requests, journeys, sessions, notes and uploaded files linked to it are removed.

6. Security

Data is encrypted in transit, stored in a managed database with row-level access rules so each person only reaches the records they are entitled to, and uploaded files are held in private storage. Administrator access is limited to those who need it to run the programme.

7. Your rights

You can access and correct most of your data directly from your profile page. You may also request a copy of your data, correction, deletion, or object to a particular use. Write to privacy@your-organisation.com and we will respond within the timeframe required by applicable law.

8. Changes

If we make a material change we will publish a new version and ask you to accept the updated policy the next time you sign in.

9. Contact

Questions about this policy: privacy@your-organisation.com. General support: support@your-organisation.com.