(September 2023)
At 1-2-1 Mentor’s we’re committed to protecting, respecting your privacy and being transparent in everything we do. Personal Data is processed as necessary by the 1-2-1 Mentors staff to ensure that the children/young adults placed with us get the maximum benefit from their time with us and are safeguarded effectively. We collect Personal Data that is submitted to us by the Commissioner, including the details of the Commissioner and their staff, and also during our teaching and mentoring assessment to ensure that we have a full understanding of the children/young adult’s need and aspirations. We use this Personal Data to help us choose the most suitable and design a bespoke programme to ensure that we give the children/young adults the best opportunities to achieve the goals set.
We collect information in the course of our business. The main prompts for our data collection are when we have been asked to contact you in relation to our business activity regarding your child/young person.
The information we collect will change based on the reason we are processing your data.
We will never collect more from you than we need.
We keep Personal Data relating to the referral or placement of a children/young adult in order to:
Children/young adults and their parents/carers personal data is never used for direct marketing purposes. Apart from day-to-day contact with children/young adults and their parents/carers during the course of a provision, the only other contact we may have will be to obtain feedback in connection with a provision.
When we contact you at the request of someone else, we will always tell you who we are and where we got your information from. We will do this as soon as is reasonably possible and no later than 28 days after first receiving your contact details. Wherever possible, we will ask the person referring you to us to make the introduction or to check with you whether it is ok for us to call you first.
The information that we will have processed prior to that point will be likely minimal and will include your name, job title/ place of work and a contact point such as an email or telephone number.
The lawful basis we rely on when contacting you about our products or services at the request of someone else will be different depending on the context. For the most part, it will be in our legitimate interest to do so and you can request that we stop processing your data. Where you have agreed for us to get in touch, we will be doing so based on your consent and you can withdraw this at any time.
Below is the information we may hold:
Children/Young Adults:
Category of Personal Data
Names, addresses, date of birth, telephone numbers, email addresses, next of kin, emergency contact details, education history and plans, religion, disabilities, physical and mental health, medication, gender, sexual orientation, marital status, ethnicity, nationality, relatives' and or carers' contact details, social services contact details and role, Police and other official involvement, general educational and social history, court history and orders, financial information, social media
history and interactions.
Purpose of Processing
Future and current children/young adults: Fulfilment of our Contract with the referring Commissioner. Past children/young people; Safeguarding and Child Protection, educational, behavioural and engagement history and attainment.
Children/young adults may be contacted from time to time to provide feedback to assess the effectiveness of 1-2-1 Mentor’s service and as part of 1-2-1 Mentors continual improvement and Quality Assurance.
Legal Basis for Processing
Legitimate Business Interest, Legal Obligation, Public Interest, Vital Interest, Statistical Research and Processing.
Parents/Carers:
Category of Personal Data
Names, telephone numbers, email addresses and email letter and telephone correspondence and any information provided by the Commissioner.
Relevant background information on the family, other agency involvement/parental consent relating to the children/young adult is obtained.
Purpose of Processing
Fulfilment of the Contract with the Commissioner.
Safeguarding and Child Protection.
Parents/Carers may be contacted from time to time to provide feedback on the effectiveness of 1-2-1 Mentors service and as part of 1-2-1 Mentors continual improvement and Quality Assurance.
Legal Basis for Processing
Legitimate Business Interest, Legal Obligation, Public Interest, and Vital interest.
We use personal information about you in connection with the following purposes:
We use your Personal Data to contact you about the children/young adults in order to fulfil our legal and regulatory obligations. This Personal Data will be used to:
We will hold your data for no longer than we need it for. This will be context dependant on our relationship with you and why we are processing your data. We may have legal (i.e. financial obligation) reasons to keep your data beyond its immediate use, but this will never be for longer than industry standard. For further information about our retention periods, please contact us directly.
Children/Young Adults
We are appointed by a Commissioner for our services to work with your child through a bespoke teaching/mentoring programme. We will share information about their progress to inform them about how they are doing. This information may include some or all of the following:
Parents/Carers
We will only disclose information about you to our staff and the commissioning body in connection with the engagement, education and safety of the children/young adults and others associated with them, and in order to perform the contract, unless required otherwise by law.
Non-sensitive details and emails (your email address etc.) are transmitted normally over the Internet and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.
The accuracy of all information held by us is important. If the personal data we hold about you or your child is incorrect, you have a right to have it rectified. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold about you is inaccurate or out of date, please email us at: 1-2-1mentors@1-2-1mentors.com
You have the right to ask for access to a copy of the personal information 1-2-1 Mentors holds about you or your child. This is known as a Subject Access Request and there is no charge for this, providing the requests are not manifestly unfounded or excessive. We may ask you to provide ID before processing the request. Once in receipt of this, we will process the request without undue delay and within one month. You also have rights in relation to erasure, restriction, data portability and objections. We do not use automated decision-making tools. If you would like to exercise your rights, please contact us 1-2-1mentors@1-2-1mentors.com
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Officer who will investigate the matter.
Our Data Protection Officer is Nigel Gooding and you can contact him at: dpo@dataprivacyadvisory.com
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO). Information about how to complain to the ICO can be found here: https://ico.org.uk/make-a-complaint/
We may change this policy from time to time so please check this page to ensure that you’re happy with any changes.
Any questions regarding our privacy practices should be sent by email to:
Charmaine Dugdale
(Director):
1-2-1 Mentors, 149-151 Beacon Lane, Exeter, EX4 8LR
Tel: 07510 644343
Tel: 01392 426676
Email: charmainedugdale@1-2-1mentors.com
If you have any questions or comments for our DPO please contact them at the address below.
In writing:
The Data Protection Officer
10 Oaktree Place,
Manaton Close,
Exeter,
Devon.
EX2 8WA.
By email:
dpo@dataprivacyadvisory.com
Our Data Protection Policy is available upon request