Last updated: 4 October 2026
This policy explains what personal information National Mentoring Day collects when you use our website and services, why we collect it, who we share it with, how long we keep it and your rights. We take your privacy seriously and only collect what we need.
The website https://nationalmentoringday.org is run by National Mentoring Day Ltd, a company registered in England and Wales (company number 09805316), of 11 Parkwood Close, Tunbridge Wells, South East England, TN2 3SX, United Kingdom. We are the "controller" of your personal information under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO) under registration number ZB737674.
You can contact us about this policy or your personal information by email to chelsey@nationalmentoringday.org, using our contact form or by post to National Mentoring Day Ltd, 11 Parkwood Close, Tunbridge Wells, South East England, TN2 3SX, United Kingdom.
| When you… | We collect | We use it to | Lawful basis |
|---|---|---|---|
| Subscribe to our newsletter | Your name and email address | Send you our newsletter and news about National Mentoring Day. We email you to confirm your subscription. | Your consent - you can unsubscribe at any time using the link in every email |
| Send us an enquiry or message | Your name, email address, phone number and organisation (if you give them) and your message | Reply to you and deal with your enquiry | Our legitimate interest in responding to people who contact us |
| Make a donation | Your name, email address, phone number (if you give it) and the amount | Process and record your donation and thank you for it. Payment is handled by PayPal - we never see or store your card or bank details. | To take your donation at your request (contract), and our legal obligation to keep financial records |
| Upload a selfie | Your photo, name, town or city, country and email address, and any donation made with it | Show your photo, first name and location in our public supporters' gallery | Your consent - ask us at any time and we will remove it |
| Become a member, or take part in the National Mentoring Standards | Your name, organisation, contact details, username and password (stored encrypted, so we cannot read it), and the information you give about your mentoring programme | Provide your account, membership or accreditation, and contact you about it | To provide the service you have signed up for (contract) |
| Complete a self-assessment | Your name, email address, phone number, the category you choose and your answers | Give you your results and CPD certificate | To provide the self-assessment you asked for (contract) |
| Visit our website or download a file | Your IP address, the page or file, the page you came from, date and time, browser, operating system, type of device and approximate location (country, region and town) | Understand how our website and free resources are used, and keep the website secure | Our legitimate interest in running and improving the website |
| Read one of our emails | Whether and when the email was opened | See which newsletters are useful to readers | Your consent, given when you subscribe |
| Sign in to an account | The date and time and your IP address | Keep accounts secure and investigate misuse | Our legitimate interest in keeping our systems secure |
We do not sell your personal information, use it for advertising, or make automated decisions about you.
When you view a page or download a file, our server records the details listed in the table above. Your approximate location is worked out from your IP address using the IP2Location service (ip2location.io). These records are made without cookies, are kept on our own systems and are only used to understand how our website is used - for example, how many people visit and which resources are most popular. Visits by search engines and other automated programs are not recorded.
Our newsletter emails contain a very small image that tells us whether the email was opened. This helps us see which newsletters people find useful. If you prefer, you can stop it by turning off images in your email program - the newsletter will still work.
Our website only uses cookies that are strictly necessary for it to work - for example, to keep you signed in - or that you ask for (such as "Remember me" when signing in). We do not use advertising, tracking or analytics cookies. See our Cookie Policy for details.
We only share your information with organisations that help us run our website and services, and only what they need to do so:
We may also share information if the law requires us to - for example with the police or a court - or to protect the safety of others.
Some of the organisations above (such as Google and PayPal) may process information outside the UK. When they do, they protect it with safeguards approved under UK law, such as the UK's adequacy regulations or the International Data Transfer Agreement.
| Information | How long we keep it |
|---|---|
| Newsletter subscription | Until you unsubscribe. After that we keep just your email address on a "do not contact" list so you are not added again by mistake. |
| Enquiries and support messages | 2 years after our last contact with you. |
| Donations | 6 years after the end of the financial year in which you donated (we must keep financial records for this long). |
| Selfies | Until you ask us to remove your selfie, or until we take down that year's selfie gallery. |
| Membership accounts | While your membership is active, then 6 years after it ends (for financial records). |
| Mentoring Standards accreditation | While your organisation takes part, then 6 years after its last accreditation ends. |
| Self-assessments and CPD certificates | 3 years, so you can download your certificate again. |
| Visitor statistics and download records | 2 years. |
| Sign-in records and security logs | 12 months. |
Our website uses an encrypted (https) connection. Passwords are stored encrypted so that nobody - including us - can read them. Only authorised staff can see personal information, and our admin area keeps a record of who has changed it. No system is completely secure, but we work hard to protect your information and will tell you and the ICO if a serious breach ever affects you.
You have the right to:
To use any of these rights, contact us by email to chelsey@nationalmentoringday.org, using our contact form or by post to National Mentoring Day Ltd, 11 Parkwood Close, Tunbridge Wells, South East England, TN2 3SX, United Kingdom. There is no charge, and we will reply within one month. We may need to check your identity first.
If you are unhappy with how we have used your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.
Our website and services are intended for adults and organisations. We do not knowingly collect personal information from children under 13 through our website. If you think a child has given us their details, please contact us and we will delete them.
Our website links to other websites, such as our social media pages and the websites of our partners. Those websites have their own privacy policies, and we are not responsible for how they use your information.
We may update this policy from time to time - for example, if we start offering a new service. The date at the top shows when it was last changed. If we make a significant change that affects how we use information you have already given us, we will tell you.
