Privacy Notice
For Parents/Carers and their children/young people

(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 promise that your personal data shall be:

• processed lawfully, fairly and in a transparent manner
• collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (‘purpose limitation’)
• adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’)
• accurate and, where necessary, kept up to date; every reasonable step will be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’)
• kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed (‘storage limitation’)
• processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).

When do we collect information from you?

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.

What type of information is collected from you?

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:

• Perform the Contract that we have with the Commissioner and in order to pursue the legitimate business interests of 1-2-1 Mentors Ltd
• Review and assess the effectiveness of the service
• Ensure that we can respond effectively to any questions about the behaviour or progress of children/young adults, and the effectiveness of staff or 1-2-1 Mentors
• Ensure that we can properly respond to any safeguarding or legal concerns or enquiries at any time.

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.

Contacting you after a referral

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.

How do we use your personal information now that we have collected it?

We use personal information about you in connection with the following purposes:

• Respond to you following a requests, concern or casework activity
• Provide you with the information, products and services that you have requested from us
• Complete any transaction you are undertaking with us
• Meet a legal or statutory obligation.
• Contact you by email, phone or letter in connection with our work with you or your child
• Arrange and conduct an assessment of your child’s needs and aspirations
• To choose a suitable staff member to work with your child
• Prepare a bespoke programme and to review and update this during the time you are working with us
• Report on your child’s progress to the Commissioner, including examples of work that they have done, behaviour, attendance and any other matter relating to their safety or education.
• Liaise with your child’s school, college or place of learning or employment
• Contact you in an emergency, or for information and assistance in fulfilling our Contract with the Commissioner
• Gain feedback on how you feel the service has worked or is working for you
• Compare the results of different groups of children/young adults, age, location, ethnicity, and any other factor required by law or during any legitimate inspection of, or enquiry about, the service, by a Commissioner
• Maintain a record of the time your child has spent with us to respond to any legitimate enquiries
• Perform the requirements of our Contract with the Commissioner
• Fulfil the legitimate interests of the business
• To comply with safeguarding and regulatory requirements
• Statistical analysis, research, and the development of products and or service(s)

How we use this data

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:

• Contact you about the children/young adults by email, phone or letter
• Arrange meetings and maintain Safeguarding for the provision
• Collect feedback from you about the service
• Keep records of conversations and correspondence
• Perform the requirements of our Contract with the Commissioner
• Fulfil the legitimate interests of the business
• To comply with legal and regulatory requirements
• Statistical analysis, research, and the development of products and or service(s)

How long do we hold your information?

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.

Sharing your personal information

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:

• Attendance at sessions, including time keeping and any absences
• Their engagement with us and how they get on with learning, together with examples of completed work
• Behaviour and general attitude
• Any concerns we have about your child’s safety
• Conversations that we have had with parents/carers the young person
• Information that we are legally required to give
• Any information necessary to fulfill the requirements of the Contract that we have with the Commissioner

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.

Keeping your information safe

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.

Links to other websites

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.

Your data rights:

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