This Policy applies to visitors to our website located at www.projectaccess.co (the “Site”) and to all users or potential users (applicants, volunteers, mentors, mentees, website users) of Project Access’s services (the “Services”).
Protecting your privacy is paramount to us. Please read the following carefully to understand our views and practices regarding your information and how we will treat it. By using the Site and the Services and/or otherwise interacting with Project Access, you consent to us processing your Personal data and other information in accordance with this Policy.
OUR PRIVACY MOTTO
- We are transparent about the information we hold about you.
- We will work with you to keep your information accurate and current.
- We will do our best to keep your information secure and prevent unauthorised access to it.
- We will delete or place beyond use your information when it is no longer required to deliver our Services or when you ask us to do so.
For the purpose of the Data Protection Act 1998 (the “Act”), the data controller is Project Access. During the course of our business activities Project Access, including:
- mentors; and
(“we”) will process “Personal data” about you in accordance with the Act. This Policy describes how we handle your Personal data.
“Personal data” means information we hold about you from which you can be or are identified. Personal data may be held in paper or electronic format or in another recorded form including photographs or video clips. It may include the following information: your name, contact details (personal and/or work details), next of kin details, sickness, health or disability information, race, religion or ethnicity, sexual orientation, trade union membership, marital status, criminal offences, political beliefs, expressions of opinion about you or indications of our management intentions towards you.
“Processing” means doing anything with Personal data, such as accessing, disclosing, destroying, transferring, holding, amending, deleting or using the Personal data.
This Policy does not form part of any Volunteer Mentor Agreement or other mentor, mentee or volunteer contract and we may amend it at any time without notice.
If you have any questions, concerns or comments, please contact us at
QUICK GUIDE TO CONTENT
- How we may collect information about you
- This is what we do with the information we collect about you
- We share your information in the following limited circumstances
- What use do we make of information which is aggregated and anonymised
- This is how we keep your information secure
- Here are your rights
- Consent to processing and transfer of information outside of EEA
- Third party websites which you access from the Site
- Changes to our Policy
- Remember: you can always get in touch with us firstname.lastname@example.org.
- HOW WE MAY COLLECT INFORMATION ABOUT YOU
We are a mentorship network for helping students apply to top universities. We continuously expand our network of mentors and volunteers and our focus is on building close, long-term relationships that enable us to deliver this service free of charge to those who need it. To do our job well and connect people in the best possible way, we need to understand the applicants and mentors well.
To achieve the above, we create detailed profiles about our applicants and mentors so as to understand exactly who they are. So how do we do this?
Depending on whether you are an applicant, mentor or mentee, we may collect and process the following data about you:
- Information that you provide by filling in forms on the Site or information which you share with us at special events which we host.
- Information which you share with us by sending us your curriculum vitae and/or by completing questionnaires or answering our questions over email exchanges.
- Information which you share with us when we meet in person.
- Information about you which is in the public domain such as information on your LinkedIn profile (or on any other social media platform including Twitter and Facebook).
- Information which third parties who have worked with you or have otherwise interacted with you, share with us.
- Information which we request from third parties who have agreed to provide us with a reference about you.
- Information that you provide when you complete evaluation surveys.
- Information about yourself, such as demographic information (gender, country of origin, high school, university, etc.) or certain information about your preferences and interests. If we combine demographic or other information we collect about you with information which personally identifies you, we assure you that we will treat the combined information as Personal data.
Typically, if you are an applicant, volunteer, mentor or mentee, the information you share with us or that we may collect will include your name and contact details, information about your educational objectives, educational background and future plans. If you are a potential partner or someone interested in supporting us, we may collect your name, contact details and country of origin.
We will comply with the eight data protection principles in the Act. In summary, your Personal data shall be:
- processed fairly and lawfully;
- obtained for specified purposes and processed for the applicable purposes;
- adequate, relevant and not excessive for the applicable purposes;
- accurate and kept up to date;
- not kept longer than necessary for the applicable purposes;
- processed in accordance with your rights;
- kept secure;
- restricted from being transferred to organisations in countries outside Europe without adequate protection (legal or contractual protections).
Fair and Lawful Processing
We will only process your Personal data for the specific purpose or purposes notified to you or for any other purposes specifically permitted by the Act.
We will usually only process your Personal data where you have given your consent and where the processing is, to the extent that it is necessary, for the specific purposes notified to you, to comply with our legal obligations, where requested by a regulatory or governmental authority, or otherwise as permitted under the Act, contracts or other laws. Processing may also be necessary for the protection of your vital interests, for our legitimate interests or the legitimate interests of others. The full list of processing conditions is set out in the Act.
When you visit the Site or interact with the Services, we (and our other service providers) may use a variety of technologies that automatically or passively collect information about how the Services and the Site are accessed and used (“Usage Data”). Usage Data may include, weblogs and other communication data, browser type, operating system, an estimate of your geographic location associated with your IP address, the page served, the duration of your visit, the time, referring URLs and other information normally transmitted in HTTP requests. Usage Data is statistical data about our users’ browsing actions and patterns, and does not identify any individual. Please rest assured however that we will treat Usage Data as Personal data if we combine it with you as a specific and identifiable person.
We combine all the information we have gathered about you and create a confidential profile. If you do not want us to hold information about you and/or create a profile for you in order to connect you through our mentorship service please do not use the Site or the Services or otherwise provide us with information about you.
Sensitive personal data
With respect to mentors, we will process “sensitive personal data” about ethnic origin, political opinions, religious or similar beliefs, trade union membership, health, sex life, criminal proceedings or convictions, where a further condition is also met. Usually this will mean that mentors will have given their explicit consent, or that the processing is legally required. The full list of conditions is set out in the Act.
We may process sensitive personal data including, as appropriate:
(a) information about mentors physical or mental health condition in order to comply with disability obligations;
(b) mentors racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
(c) to comply with legal requirements and obligations to third parties.
We actively collect sensitive information about our mentors through the Disclosure and Barring Service checks. If mentors choose to voluntarily provide us with sensitive personal data then a mentor must provide their explicit consent to use such information in the ways described in this Policy or as agreed with us at the point where the mentor chooses to disclose such sensitive personal data.
Please remember that you can also always get in touch with us by emailing us at email@example.com.
A cookie is a small file of letters and numbers that we put on your computer if you use the Site. By browsing the Site you agree to having these cookies placed on your computer.
Google Analytics cookies
These cookies are used to collect information about how visitors use the Site. We use the information to create reports which help us improve the Site. The cookies collect information in an anonymous form, including the number of visitors to a website, from where visitors to a website have come from and the pages visited. For more information, click here for an overview of how Google deals with your privacy.
If you would prefer not to accept cookies, you can do this by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies, please be aware that some functions and features of the Site and/or the Services may not work properly.
- THIS IS WHAT WE DO WITH THE INFORMATION WE COLLECT ABOUT YOU
We use the information you provide to us to:
- Provide you with relevant information and services.
- Sharing information with mentors and the country team responsible for connecting you with that mentor.
- Ensure that content from the Site is presented in the most effective manner for you and for your computer.
- Carry out our obligations arising from any contracts entered into between you and us.
- Invite you and allow you to take part in special events which we host from time to time.
We will keep the Personal data we store about you accurate and up to date. Please notify us if your personal details change or if you become aware of any inaccuracies in the Personal data we hold about you.
We will not keep your Personal data for longer than is necessary for the purpose. This means that data will be destroyed or erased from our systems when it is no longer required.
- WE SHARE YOUR INFORMATION IN THE FOLLOWING LIMITED CIRCUMSTANCES
We will not provide or disclose any of your Personal data to any third parties without your specific consent, unless we are satisfied that they are legally entitled to the data. Where we do disclose your Personal data to a third party, we will have regard to the eight data protection principles. We won’t sell your personal information to anyone.
We may disclose your personal information to third parties:
- If Project Access or substantially all of its assets are acquired by a third party, in which case
Personal data held by it about its applicants will be one of the transferred assets.
- If we are under a duty to disclose or share your Personal data in order to comply with any
legal or regulatory obligation or request.
- To enforce an agreement entered into between you and us or to investigate potential
- To protect the rights, property or safety of our applicants, mentees, mentors or anyone else. This includes exchanging information with other companies and organisations for the purposes of fraud protection, the checking of criminal records and other references.
- WHAT USE DO WE MAKE OF INFORMATION WHICH IS AGGREGATED AND ANONYMISED
We may combine your Usage Data and/or your Personal data with those of other users of the Services and the Site and share or provide this trend information in aggregated and anonymised form with third parties. For example, we may anonymise your personal information and use it in aggregated form in order to report on industry, marketing and employment trends.
- THIS IS HOW WE KEEP YOUR INFORMATION SECURE
In accordance with this Policy:
- We will take appropriate steps to ensure that the processing of Personal data is lawful or authorised, and to prevent the accidental loss, or damage to, Personal data. We continuously strive, in accordance with industry standards, to have in place procedures and technologies to maintain the security of all Personal data and confidential data from the point of collection to the point of destruction.
- We transfer Personal data to third parties where they agree to comply with similar procedures and policies or have in place adequate measures.
Please remember that the transmission of information via the internet is not completely secure. We will do our best to protect your information but we cannot guarantee the security of your data transmitted to our Site. Any transmission is at your own risk. Once we have received your information, we will use security features to try to prevent unauthorised and unlawful access.
- HERE ARE YOUR RIGHTS
You have the right to:
- inquire about and request access to any Personal data we currently hold about you.
- prevent the processing of your data for direct-marketing purposes.
- ask to have inaccurate data held about you amended.
- prevent processing that is likely to cause unwarranted substantial damage or distress to you or anyone else.
- object to any decision that significantly affects you being taken solely by a computer or other automated process.
You may apply to access your Personal data (subject to conditions set out in the Act). If you wish to do so, you must make the request in writing specifying the nature of your request, with an accompanying fee of £10. All such written requests should be forwarded to firstname.lastname@example.org.
You can exercise your rights at any time by contacting us at email@example.com. We will however have to retain your name so that we can record the fact that you do not want us to retain information about you.
- CONSENT TO PROCESSING AND TRANSFER OF INFORMATION OUTSIDE OF EEA
We are an international not-for profit organisation who have mentors and mentees situated all over the world. Therefore, our use of your information necessarily involves the transmission of data on an international basis, including to countries outside Europe, where data protection laws may be deemed by the European Commission to be “inadequate”. We also transfer your Personal data to our third party vendors and others within and outside Europe (including in the US). We will also transfer your Personal data to our affiliate companies.
If you are located in the European Union, please be aware that information we collect about you may be transferred to and processed outside of the European Union. By using the Site and the Service, or providing us with any information, you consent to the collection, processing, maintenance and transfer of such information in and to countries outside of the European Union in which the privacy laws may not be as comprehensive as or equivalent to those in the country where you reside.
- THIRD PARTY WEBSITES WHICH YOU ACCESS FROM THE SITE
The Site may contain links to and from the websites of our partner networks, advertisers and affiliates or other third parties and the Services may appear on third party websites and online media. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we cannot and do not accept any responsibility or liability for these policies. Please check these policies carefully before you submit any Personal data to these websites.
- CHANGES TO OUR POLICY
Any changes we may make to this Policy in the future will be posted on this page. Please check back to this Policy from time to time to remain aware of our privacy practices.
- REMEMBER: YOU CAN ALWAYS GET IN TOUCH WITH US
If you consider that this Policy has not been followed in respect of Personal data about yourself or others you should raise the matter with us by emailing firstname.lastname@example.org. Any breach of the Act will be taken seriously and may result in disciplinary action.
We really do welcome any questions, comments and requests you may have regarding this Policy. You can contact us by emailing us at email@example.com.