Privacy notices for mentoring schemes

This Privacy Notice explains who we are, how and why we collect and use personal information about you, what personal data is collected and held about you for the sole purpose of matching you with a mentor,  our purposes and lawful bases for processing, who we share your personal data with, relevant retention periods, and how you can exercise your privacy rights.

This notice provides information that is in addition to information contained in the University’s Privacy Notice for Students.

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the Controller in respect of the personal data you provide as part of the Faculty and Business Law Mentoring Programmes. 

The University is registered as a Controller with the Information Commissioner’s Office (ICO). Our ICO registration number is Z5710637.  We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy. View our contact details. Your personal data will be stored securely in the University’s Career Hub or other University supported systems (e.g. Microsoft Forms).

Students who have been matched with mentors will not have their contact details shared with mentors / external organisations.  However, mentors will be provided with the following information from your application form; course name, information about the support you need from a mentor and your career aspirations. The student will be asked to make the initial contact with their mentor and to do this will be given the mentors name, email contact details, a brief career profile and sector / company /role / experience as relevant. It is advised that students use their Man Met email account to contact the mentor. Any further personal detail provided to the Mentor is shared at the discretion of the Mentee.

The personal data we process

Under the Faculty of Business and Law Mentoring Programmes, we collect and process certain data about you which is held on the university’s student records database.

• Careers Hub and other Unversity supported systems are linked to the Man Met Student Records database. On completing the mentoring application form, your details are recorded on the Faculty of Business and Law Mentoring Programmes forms held within Career Hub or other University supported systems such as Microsoft forms.

This includes the following information that you submitted on your application for a mentor:

• Why you are interested in being involved in the Faculty of Business and Law mentoring programmes?
• What do you want to achieve within the Faculty of Business and Law mentoring programmes?
• Career Aspirations, area(s) you would like a mentor from
• Work & Volunteering Experience
• Where do you think you most need support from a mentor?
• If you have any particular preferences in a mentor
• How you would prefer to be mentored (Face-to-face, telephone, Skype or email).

The different Faculty of Business and Law mentoring programme teams will contact you throughout the year to monitor and evaluate your experience.

If you provide consent, the teams will also keep you up to date with relevant events and information throughout your time on the scheme.

We may sometimes use mentors from overseas countries, which are not in the EU. In these instances, we will not send any personal information of the student to the Mentor in the first instance. After we have matched a student, we will provide the Mentor with non-identifiable details of their Mentee (i.e. that a Mentee has been found and which course they are studying). The student can then contact the Mentor themselves and provide as much detail as they are comfortable giving to allow for support. We always recommend that Mentors are contacted using university student email accounts.

The purposes of the processing

Your information will enable us to:

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• Mentors assigned to you (initially we will disclose details of your course, information about the support you need from a mentor and your career aspirations – this will not include your name or any other identifiable information).
• Man Met Academic staff - who are involved with the Faculty of Business and Law Mentoring programmes and where relevant will link it to employability related elements of your course.

The right to withdraw consent

You can withdraw your consent at any time. You can withdraw your consent by writing to [email protected] stating your name, your student ID number and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your description  personal data for:

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing
• The right to data portability
• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please contact Laura Laver, email [email protected]  in the first instance.

Our Data Protection Officer can also be contacted by emailing  [email protected] or by calling 0161 247 3884.  You can also write to: Data Protection Officer, Legal Services, Ormond Building, Manchester Metropolitan University, Manchester, M15 6BX.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO wesbite for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

This privacy notice explains how we work with external organisations to deliver mentoring programmes to our students and graduates.

This notice provides information that is in addition to information contained in the University’s Privacy Notice for Students as well as the privacy notice provided by the external organisation that is delivering the mentoring scheme. The external organisation’s privacy notice will be made available to you when you submit your information directly to them. If you ever have any issues in locating this notice, please let us know.

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

Throughout this notice, “university”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). With some mentoring programmes delivered in the Faculty of Business and Law we will work with external organisations and they will process some of our data.

The university is registered as a Controller with the Information Commissioner’s Office (ICO). Our ICO registration number is Z5710637.  We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy. For general enquiries, please contact us.

The personal data we process

The university will sometimes work with external organisations to deliver mentoring programmes. For these mentoring programmes, the external organisation is a controller in their own right, and are responsible for the personal data you provide to them. The external organisation will collect personal information directly from you, and will process your data in accordance with the Data Protection legislation. Information about what they do with your personal data will be available in the privacy notice they provide to you at the point of data collection. It should explain exactly how your information will be used by them to match you with a mentor, how your information will be stored, processed, and retained throughout the process.

If you do enter onto a mentor scheme where we are working with the external provider, the external provider will share certain information with us in a secure manner.

This includes the following information:

• Name
• Student email address

This will allow the mentoring programme teams at the university to contact you throughout the year to monitor and evaluate your experience. The mentoring programme teams may also make contact with the external provider about your participation to help ensure that you get the most possible out of the scheme.

If you provide consent, the teams and external organisation will also keep you up to date with relevant events and information throughout your time on the scheme.

The purposes of the processing

Your information will enable us to:

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following individuals:

• Our academic staff - who are involved with the Mentoring programmes and where relevant will link information to employability related elements of your course.

The right to withdraw consent

You can withdraw your consent for the mentoring teams to process your data. You can withdraw your consent by writing to [email protected] stating your name, your student ID number and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your description  personal data for:

Please note: the external organisations that we work with may have their own data retention and disposal schedule.

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations.

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please email Laura Laver ([email protected]) in the first instance.

Our Data Protection Officer can also be contacted by emailing [email protected] or by calling 0161 247 3884. You can also write to Data Protection Officer, Legal Services, Ormond Building, Manchester Metropolitan University, Manchester, M15 6BX.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO wesbite for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

Manchester Metropolitan University work with external organisations to facilitate a mentoring service to our students. Please read this notice if you are interested in becoming a mentor, or have already registered with your organisation to become a mentor to a Manchester Metropolitan student. On behalf of the University, we thank you for your interest and hope that you find the process as fulfilling and rewarding as many of our students do.

This statement helps to explain how the University will use your information to facilitate and manage your participation in this scheme.

If you are a former student of Manchester Metropolitan this notice provides information that is in addition to information contained in the University’s Alumni and Supporter Data Protection statement.

The information we process

On applying to become a mentor via your employer, your organisation will share basic information about you with us. This includes your name, telephone number and email address. They may also share some other information about your background and professional interests.

The purposes of the processing

Your information will be used for the following purposes:

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• The Manchester Metropolitan Alumni team (if relevant) – to record your support as a mentor.

• The Manchester Metropolitan Careers and Employability Service events teams.

• The Manchester Metropolitan Careers and Employability Service employability related teams.

• Relevant departments within the Manchester Metropolitan University

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your Faculty of Business and Law mentoring information and correspondence for:

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please email Laura Laver ([email protected]) in the first instance.

Our Data Protection Officer can also be contacted by emailing [email protected] or by calling 0161 247 3884. You can also write to Data Protection Officer, Legal Services, Ormond Building, Manchester Metropolitan University, Manchester, M15 6BX.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO wesbite for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

Manchester Metropolitan University values the relationships with all its stakeholders. This Privacy Notice explains how the Careers & Employability Service collect, manages and uses your personal data at the University, why we collect and use personal information about you, what personal data is collected and held about you which is for the sole purpose of matching you with a student who requires a mentor. Our purposes and lawful bases for processing, who we share your personal data with, relevant retention periods, and how you can exercise your privacy rights.

The Manchester Metropolitan University is the Controller for the personal data you disclose to the Careers & Employability Service via the online forms, email, phone, and mail.

•  If you are a former student of Manchester Metropolitan this notice provides information that is in addition to information contained in the University’s Alumni and supporter data protection statement. Alumni and supporter privacy statement

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

The University is registered as a Controller with the Information Commissioner’s Office (ICO). Our ICO registration number is Z5710637. We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy. Our general enquiries, contact details, and address can be found here. Your personal data will be stored securely in the University’s Career Hub and Alumni database (as relevant).

Your personal data will not be disclosed to external organisations. Students who have been matched with you as mentees, will be given the following information that you have provided us with on your application form; name, email address and company, with brief description of your role and experience. The Mentor Me team will contact you throughout the year to monitor and evaluate your experience.

The information we process

We collect and process certain data about you. This includes:

• Name, job title, responsibilities, company name, company address, email address, phone numbers, gender;
• Qualifications, subject area, reasons for applying to be a mentor, career knowledge and industry experience; what support you are able to offer a mentee;
• Experience of training and mentoring.
• Whether you are an alumni of Manchester Metropolitan University
• How many students you are able to mentor.
• Any particular preferences on the mentee who you wish to support – this could be subject area, year of study etc.
• Whether you would be willing to offer any of the following:
  - A visit to your office
  - Work shadowing with you or a colleague
  - Work experience
  - Other opportunities to gain insight into your industry, organisation or role
  - Students to connect with you on LinkedIn

The purposes of the processing

Your information will enable us to:

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• The Manchester Metropolitan Alumni team (if relevant) – to record your support as a mentor.
• The Manchester Metropolitan Careers & Employability Service events teams.
• The Manchester Metropolitan Careers & Employability Service employability related teams.

The right to withdraw consent 

You can withdraw your consent at any time. You can withdraw your consent by writing to [email protected] stating your name and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your Faculty of Business and Law mentoring information and correspondence for:

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please contact Josie Leydon, Student Opportunities manager, Email: [email protected] in the first instance.

Our Data Protection Officer can also be contacted by emailing [email protected] or by calling 0161 247 3884. You can also write to Data Protection Officer, Legal Services, Ormond Building, Manchester Metropolitan University, Manchester, M15 6BX.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO wesbite for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

This Privacy Notice explains who we are, how and why we collect and use personal information about you, what personal data is collected and held about you for the sole purpose of matching you with a mentor, our purposes and lawful bases for processing, who we share your personal data with, relevant retention periods, and how you can exercise your privacy rights.

This notice provides information that is in addition to information contained in the University’s Privacy Notice for Students.

Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the Controller in respect of the personal data you provide as part of the Mentor Me program.

The University is registered as a Controller with the Information Commissioner’s Office (ICO). Our ICO registration number is Z5710637. We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy. Our general enquiries, contact details, and address can be found here. Your personal data will be stored securely in the University’s Career Hub.

Students who have been matched with mentors will not have their contact details shared with mentors / external organisations. However, mentors will be provided with the following information from your application form; course name, information about the support you need from a mentor and your career aspirations. The student will be asked to make the initial contact with their mentor and to do this will be given the mentors name, email contact details, a brief career profile and sector / company /role / experience as relevant. It is advised that students use their Man Met email account to contact the mentor. Any further personal detail provided to the Mentor is shared at the discretion of the Mentee.

The information we process

Our Privacy Notice for Students provides further information about what, how and why the University collects and uses your personal data. Under the Mentor Me program, we collect and process certain data about you which is held on the university’s student records database.

Careers Hub is linked to the Man Met Student Records database. On completing the mentoring application form, your details are recorded on the Mentor Me forms held within Career Hub. This includes that following information that you submitted on your application for a mentor:

• Why you are interested in being involved in the Mentor Me programme?
• What makes you an ideal candidate for the Mentor Me scheme?
• Career Aspirations
• Where do you think you most need support from a mentor?
• If you have any particular preferences in a mentor

How you would prefer to be mentored (Face-to-face, telephone, Skype or email).

The Mentor Me team will contact you throughout the year to monitor and evaluate your experience.

The responses that you provide will be collated with all other submissions and may be combined with other student record data such as what course you are studying or certain demographic information. An analysis of the responses may be shared across University departments to improve our services and may also form part of other reports and publications.

If you provide consent, the team will also keep you up to date with relevant events and information throughout your time on the scheme.

We may sometimes use mentors from overseas countries, which are not in the EU. In these instances, we will not send any personal information of the student to the Mentor in the first instance. After we have matched a student, we will provide the Mentor with non-identifiable details of their Mentee (i.e. that a Mentee has been found and which course they are studying). The student can then contact the Mentor themselves and provide as much detail as they are comfortable giving to allow for support. Man Met always recommend that Mentors are contacted using student Man Met email accounts.

The purposes of the processing

Your information will enable us to:

If you contact us, we may also keep a record of that correspondence.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• Mentors assigned to you (initially we will disclose details of your course, information about the support you need from a mentor and your career aspirations – this will not include your name or any other identifiable information).
• Man Met Academic staff - who are involved with the Mentor Me programme and where relevant will link it to employability related elements of your course.

The right to withdraw consent 

You can withdraw your consent at any time. You can withdraw your consent by writing to [email protected] stating your name, your student ID number and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, we will retain your Faculty of Business and Law mentoring information and correspondence for:

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• The right to be informed – this privacy notice assists with fulfilling these obligations

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information, please contact Josie Leydon, Student Opportunities manager, Email: [email protected] in the first instance.

Our Data Protection Officer can also be contacted by emailing [email protected] or by calling 0161 247 3884. You can also write to Data Protection Officer, Legal Services, Ormond Building, Manchester Metropolitan University, Manchester, M15 6BX.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email [email protected] or call 0303 123 1113. Visit the ICO website for further contact information.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.