Privacy Notice for the Mentoring Scheme

Privacy Notice for Faculty of Business & Law Mentoring Programmes: Mentors

 

Manchester Metropolitan University values the relationships with all its stakeholders. This Privacy Notice explains how the Faculty of Business and Law Mentoring Programmes collect, manage and use 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 Faculty of Business and Law Mentoring Programme teams 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.

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 Faculty of Business and 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. 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 Faculty of Business and Law Mentoring Programme teams will contact you throughout the year to monitor and evaluate your experience.

 

The personal data we process

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

          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:

Use of personal data

Lawful basis

The purpose of matching you with a student who requires a mentor.

Keeping you up to date with news and events that might be of interest to you, that are relevant to the Faculty of Business and Law Mentoring Programmes.

If you are already an alumni, we would like to share contact details that you provide with Manchester Met’s alumni team for them to update the alumni database. This will consist of:

-        Job title

-        Company name

-        Company Address

-        Contact details (email, phone and mobile)

  

Consent:   The data subject has given consent to the processing of his or her personal data for one or more specific purposes (Art 6(1)(a)).

If your response to the question that asks whether you are Manchester Met alumni within the submission form is a positive answer, Manchester Met will share this detail with the Manchester Met alumni team to record on the alumni database. In order to confirm the correct record is updated, we will also share the course you studied whilst at Manchester Met, and your year of graduation.

Legitimate Interests: Processing is necessary for the legitimate interests pursued by the controller or by a third party.

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 right to withdraw consent

You can withdraw your consent at any time. You can withdraw your consent by writing to

l.laver@mmu.ac.uk  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 application and correspondence for:

Sub function

Record

Retention Period

Personal Data

Application Form &

Email correspondence

3 years, unless you request to withdraw or express an interest to remain on the database.

 

Your rights in respect of the processing

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

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, Alumni and Mentoring Manager, Email: l.laver@mmu.ac.uk in the first instance.

Our Data Protection Officer can also be contacted using dataprotection@mmu.ac.uk, by calling 0161 247 3884 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

 

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 contact: casework@ico.org.uk or telephone: 0303 123 1113. For any further contact information please see: https://ico.org.uk/global/contact-us/.

 

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.

 

Privacy Notice for Faculty of Business & Law Mentoring Programmes: Mentees

 

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; https://www.mmu.ac.uk/policy/pdf/policy_ref_dpanoticetostudents.pdf

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. 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 MMU 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

Our Privacy Notice for Students provides further information about what, how and why the University collects and uses your personal data. 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.

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

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. MMU always recommend that Mentors are contacted using student MMU email accounts.

 

The purposes of the processing

Your information will enable us to:

Use of personal data

Lawful basis

To match you with an appropriate mentor; for the Faculty of Business and Law Mentoring programme teams to make regular contact with you to monitor the progression of your mentoring and to request feedback; and to allow the team to follow up any queries or concerns you may have.

 

To invite you to the Faculty of Business and Law Mentoring programme networking sessions, and to provide you with other information which we believe would be of interest to you.

 

Consent:   The data subject has given consent to the processing of his or her personal data for one or more specific purposes (Art 6(1)(a)).

 

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 right to withdraw consent

You can withdraw your consent at any time. You can withdraw your consent by writing to l.laver@mmu.ac.uk 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:

Sub function

Record

Retention Period

Personal Data

Application Form &

Email correspondence

3 years, unless you request to withdraw or express an interest to remain on the database.

 

Your rights in respect of the processing

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

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 l.laver@mmu.ac.uk  in the first instance.

Our Data Protection Officer can also be contacted using dataprotection@mmu.ac.uk, by calling 0161 247 3884 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

 

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 contact: casework@ico.org.uk or telephone: 0303 123 1113. For any further contact information please see: https://ico.org.uk/global/contact-us/.

 

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.

Privacy Notice for External Mentoring Programmes: Mentees

 

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; https://www.mmu.ac.uk/policy/pdf/policy_ref_dpanoticetostudents.pdf, 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 our contact details and address can be found here.

 

 

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 MMU is working with the external provider, the external provider will share certain information with us in a secure manner.

This includes the following information:

 

 

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:

 

Use of personal data

Lawful basis

 

Your name and student email address will be shared by the external provider with MMU to allow the mentoring team at MMU to make regular contact with you to monitor the progression of your mentoring and to request feedback.

 

The mentoring programme teams may discuss your participation with the external provider to further support you and to ensure that you get the most out of your interaction.

 

MMU and the external provider may exchange personal information where it is necessary to allow the teams to follow up any queries or concerns you may have.

 

Legitimate Interests pursued by the controller or by a third party.

 

MMU's mentoring progrmme teams would like to keep you up to date with news and events that they feel may be of interest to you.

 

Consent: You will be asked if you would like to receive this information.

 

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:

 

 

 

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 l.laver@mmu.ac.uk 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:

 

Sub function

Record

Retention Period

Personal Data

Record of your participation on the scheme &

Email correspondence

3 years, unless you request to withdraw or express an interest to remain on the database.

 

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:

 

 

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 l.laver@mmu.ac.uk  in the first instance.

 

Our Data Protection Officer can also be contacted using dataprotection@mmu.ac.uk, by calling 0161 247 3884 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

 

 

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 contact: casework@ico.org.uk or telephone: 0303 123 1113. For any further contact information please see: https://ico.org.uk/global/contact-us/.

 

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.