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Privacy Policy

1. Introduction

Mentrix Limited is dependent on the involvement of its volunteers, supporters and stakeholders. Developing a better understanding of those we engage with through their personal data (name, address, email, etc) allows us to operate and communicate more effectively. We are committed to protecting any personal information we have about you. This Privacy Statement sets out how we obtain, use and protect your personal information.

We are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998, the Privacy & Electronic Communications (EC Directive) Regulations 2003 and the General Data Protection Regulations (GDPR) in effect from 25 May 2018.

Mentrix Limited communications contain links to websites owned and operated by third parties. These third parties have their own privacy policies – we cannot accept any responsibility or liability for the privacy practices of such third-party websites.

2. Who we are

Mentrix Limited is a Limited Company. 

3. What information does Mentrix Limited collect about me?

When you contact Mentrix Limited to be kept-up-to date, sign up to information at events, or engage with online content such as signing up to mailing lists, or you telephone, email or write to Mentrix Limited, or engage with Mentrix Limited via social media channels, we may receive and retain personal information about you. This can consist of information such as your name, organisation, email address, language preferences and postal address. This allows us to contact you with information about events, activities and projects that you tell us you are interested in.

We store some additional information about some of our audiences including details of specific enquiries (for example, for venue customers) and interests, skills and background (for volunteer and staff applicants).

Data Protection law recognises that certain categories of personal information are more sensitive. This is known as ‘sensitive personal data’ and covers health information, race, religious beliefs and political opinions. We may collect information about religious beliefs and race for job applicants, trustees, volunteers and some project participants. This is collated and stored in a way that would make personal identification of individuals impossible. We collate this data to measure our performance regarding our Diversity and Respect Statement. We collect the minimum health information required to carry out our duty of care to individuals, including volunteers and staff members.

Mentrix Limited may also use of publicly available information to identify people who may be interested in partnering with Mentrix Limited. This information may include newspaper or other media coverage, open postings on social media sites such as Twitter and LinkedIn, and data from Companies House.

4. How will Mentrix Limited use the information collected about me?

Mentrix Limited may use your personal information for a number of purposes including the following:

  • in relation to correspondence you have with us (whether by letter, email, text, social media, message board or any other means)
  • to process your donation
  • to process your venue booking
  • for internal record keeping
  • to fulfil sales contracts you may have entered into with Mentrix Limited 
  • to contact you about any content you provide
  • to invite you to participate in surveys or research about Mentrix Limited or our work (participation is always voluntary)
  • to provide you with information about our activities, events and news

5. Your debit, credit card information and bank details

We use a number of external platforms to process payments you make to Mentrix Limited. These platforms are external to Mentrix Limited but are reputable within the industry, however we recommend you check their privacy statements for further information. External platforms are featured but not limited to the list below:

  • Eventbrite for event charges or donations (your bank or card details will not be provided to us using this platform)
  • Stripe for card payment processing
  • Calendly for appointment booking

6. Legitimate interest

In some instances, we collect and use your personal information by relying on the legal basis of legitimate interest. This includes but is not limited to:

  • If you live in a household which has made a financial transaction with Mentrix Limited in the last 5 years
  • If you have applied to be a volunteer with Mentrix Limited in the last 5 years
  • If you are currently signed up to a course or other paid-for event (which has not yet happened)
  • If you are or have been a staff member, volunteer or trustee of of Mentrix Limited, in the last 5 years
  • If you signed up for more information on our website

We have a legitimate organisational interest to use your personal information to respond to you.

7. Your choice

It is your choice as to whether you want to receive information about Mentrix Limited and the ways you can get involved. If you do not want us to use your personal information in these ways, please let us know.

You may opt-out of communications at any time by clicking the ‘unsubscribe’ link in at the end of our mailing list (MailChimp) emails. You can also change any of your contact preferences at any time by emailing: experts@mentrix.life.

We will not use your personal information for marketing or other communication purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we may retain your details on a list to help ensure that we do not continue to contact you again.

8. Will Mentrix Limited share my personal information with anyone else?

Mentrix Limited will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

If you are involved with Mentrix Limited through one of our partnership projects, your data may be shared with staff members and trustees working for those organisations in line with the purposes of that project. We always sign a data sharing agreement before sharing data with any partners, which you can view on our website.

We may need to share your information with “data processors” such as service providers, associated organisations or agents who may help us to prepare and send communications to you relating to our activities. These “data processors” will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.

We will also comply with legal requests where disclosure is required or permitted by law (for example to law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).

9. How long will Mentrix Limited keep my personal information?

We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example, we will keep a record of any payments for a period of 7 years. For non-financial transactions, we will keep your data for up to 7 years if we are no longer in contact with you.

If you request that we stop communicating with you, we may keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

Where you contribute material to us, such as user-generated content, we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted, unless otherwise stated at the point of generation.

10. How does Mentrix Limited update, correct, or delete my personal information?

The accuracy of your information is very important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you wish to change how we communicate with you, or update the information we hold, please contact us:

Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.

Please address requests and questions about this or any other question about this Privacy Policy to the Data Protection Officer at experts@mentrix.life

11. Children

Mentrix Limited is a provider of services for adults. Anyone over the age of 13 is permitted to sign up to our mailing list or to engage with us through Facebook or Twitter.

12. Changes to the Privacy Policy for Mentrix Limited

This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to Mentrix Limited. The date of the most recent revision will appear at the bottom of this page.

13. Complaints, compliments or comments

If you are unhappy with our services or something that we have done or failed to do, we want to know about it. We also welcome your views on what we do well. Your comments enable us as an organisation to learn and continuously improve our services.

Mentrix Limited, March 2024

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