Privacy notice for mentees
Merryck & Co Ltd (‘we’) are registered with the Information Commissioners’ Office as a data controller (Registration Number: Z9482312) and are a UK registered company (Company Number: 03600898).
This Privacy Notice outlines: (a) how and why we process your data (b) the data we process and who we share it with (c) your rights and (d) our contact details
Our contact details Data Protection Officer Merryck & Co. Limited 81 King’s Road London SW3 4NX
Email: firstname.lastname@example.org Phone: +44 (0)207 823 0516
Why we process your personal information
We process your personal information in connection with the performance of our contract with you to provide coaching/mentoring and assessment services (including as relevant mentoring services, Team Assessment diagnostics and High Performing Team Coaching)
In our execution of the contract, we process your personal information for the following reasons: (1) to initiate the mentoring services with you (such as scheduling initial meetings with a mentor or scheduling a team assessment); (2) to provide background to your mentors and ensure they are appropriately briefed to offer the best possible service to you; (3) contacting you to discuss your experience whilst involved in our services; (4) to provide summary feedback on our delivery of the contract to you. (5) invoicing you for the services. (6) to include you in our alumni network. (7) deliver the coaching/mentoring services to you;
The type of personal information we collect
|Reason we process information||Information we process|
|Corporate administration and service management|
|(1) to initiate the coaching/mentoring services with you.||• Personal identifiers, contacts and characteristics (for example, name and contact details). • Work identifiers (such as Position or Role and corporate profile/CV) • Objectives of mentoring.|
|(2) to provide background to Merryck mentors and ensure they are appropriately briefed to offer the best possible service to you.|
|(3) contacting you to discuss your experience whilst involved in our services.|
|(4) to provide summary feedback on our delivery of the contract to you.|
|(5) invoice you for the services.|
|(6) Alumni network.||• Personal identifiers, contacts and characteristics (for example, name and contact details). • Work identifiers (such as Position or Role and corporate profile/CV)|
|(7) deliver the coaching/mentoring services to you.||• Personal identifiers, contacts and characteristics (for example, name and contact details) • Work identifiers (such as Position or Role and corporate profile/CV) • Assessment data, data you share in regards of performance evaluation, professional and personal work-related objectives, activities and interests. • Personal data processed by a mentor in the course of providing individual mentoring services will not be shared with without first obtaining he mente’s explicit permission; the relationship between you and your mentor will based on confidentiality and this is an explicit contractual obligation of parties.|
How we collect personal information and why we have it
You or your sponsoring organisation will provide us with your initial contact details and the objectives of the mentoring.
Other information we process, including any sensitive or confidential information, will be provided by you to your mentors.
Who we share personal information with
In the course of delivering our services we may share information with third parties. These are outlined below.
|Our reason for processing information||Who we share information with|
|Corporate administration and service management (including Alumni)||• Our IT providers, including cloud-based providers of email, office functionality and Customer Relationship Management. These providers are based in UK, EU or EEA. • The mentor(s) responsible for your specific engagement.|
|Mentoring||• Mentors are senior independent professionals and operate as third parties under Merryck’s instructions. Mentors will store and process data on their own equipment and personal computers. • The Mentor-mentee relationship is considered confidential. Therefore, other than confirmation that the service is being delivered to you, no information is shared by the mentors. • The mentors are based in UK, EU and EEA. • Summary and anonymised data of the services being delivered may be shared with you and/or your parent organisation. This could include, for example, anonymous team assessment diagnostics or practical mentoring information (such as practicalities, schedules, timing).|
The data that you provide will be processed in the UK, European Union and European Economic Area, except as a part of our correspondence with you and your employer (if you are based outside these regions). In the event we consider it necessary to process data in another jurisdiction not covered by the UK Data Protection Act and the General Data Protection Regulation, we will (a) inform you and (b) ensure there are appropriate Data Transfer Agreements in place. You will also have a right to receive information or a copy of these agreements.
Our lawful basis for processing
Under the UK General Data Protection Regulation (UK-GDPR), the lawful basis we rely on for the majority of our processing this information is that we have a contractual obligation. We process data under our Alumni Services on the basis that the processing is in our mutual legitimate interest. Access to the network members is of considerable benefit to participants, but if you choose not to participate at any point, please contact email@example.com.
How we store your personal information
We have a documented approach to information security that is consistent with international standards. In addition, we have been certified as being compliant with Cyber Essentials, the UK Government cyber security accreditation scheme. Your information is securely stored as follows:
|Our reason for processing information||How we store your information|
|Corporate administration and service management, including Alumni.||• Secured use of cloud-based providers of email, office functionality and Customer Relationship Management.|
|Mentoring||• Mentors operate as our subcontractors and will store information on their own devices. We have outlined in our agreements with mentors the level of security required and have measures in place to implement and oversee the security of mentor devices.|
How we retain and remove data
We retain your personal data for seven years after your employment with us has concluded.
|Our reason for processing information||How long we retain information and how we remove this|
|Corporate administration and service management (including Alumni)||• Our core records, which indicate who we have offered services to, are retained for seven years. After this time, we anonymise the data we hold to remove reference to individual mentees. • We retain your contact details on our Alumni programme for as long as you participate in the programme. We remove your details once you choose to leave.|
|Mentoring||• Mentors are instructed to retain their records of your mentoring for no longer than twelve months after your relationship with them ends, after which they delete the data from their devices.|
Your data protection rights
Under data protection law, you have rights including: Your right of access - You have the right to ask us for copies of your personal information. Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com. You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF ICO helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk