Welcome to the Mentor Matching Programme

Thank you for taking the time to complete this form. We are committed to making this a valuable experience for both mentors and mentees, and to handling your personal information with care and respect.

Before you begin, please read this short privacy notice. It explains what information we collect, why we collect it, how it is used, and the rights you have over your data. This notice applies whether you are registering as a mentor or a mentee.

By submitting this form, you confirm that you have read and understood this notice and that you consent to your information being used for the purposes of mentor matching as described below.

Privacy Notice

Data Controller	Sandra Pollock OBE, MA
Contact	sandra@openmindcoaching.com
Date of this notice	31/03/2026
Applies to	All mentor and mentee participants in the programme

1.  What personal information we collect

We collect the following information through this form:

• Your name and job title
• Professional background, including industry, years of experience, and career level
• Skills, areas of expertise, and career goals
• Challenges you are currently facing or have overcome
• Your preferences for mentoring style, communication, and availability
• Open-text responses describing your experience and aspirations

We do not collect sensitive personal data (such as health information, ethnicity, or religious beliefs) through this form. Please do not include such information in your responses.

2.  Why we collect it and our lawful basis

We collect this information for one purpose: to match mentors and mentees in a way that is likely to be genuinely valuable to both parties.

Purpose	Lawful basis (UK GDPR Article 6)
Matching you with a suitable mentor or mentee	Consent (Article 6(1)(a)) — you provide this by submitting the form
Sharing a summary of your profile with your matched mentor/mentee	Consent (Article 6(1)(a))
Administering and improving the programme	Legitimate interests (Article 6(1)(f)) — running an effective programme

3.  Who can see your information

Your responses are not visible to other participants. Only the programme administrators can access your full responses. Other participants will only receive a brief summary of your profile — such as your name, job title, and key areas of interest — as part of the matching process, and only after a match has been confirmed.

Specifically:

• Programme administrators — full access to all responses for matching purposes
• Your matched mentor or mentee — a brief profile summary only, shared with your prior knowledge
• No third parties — your data will not be sold, shared with, or disclosed to any external organisation

4.  How long we keep your information

We will retain your information for the duration of the programme and for up to [12 months] after it ends, in case you wish to participate in a future cohort. After this period, your data will be securely deleted.

You may request deletion of your data at any time — see Your Rights below.

5.  How we store and protect your information

• Responses are stored in a private Google Sheet accessible only to programme administrators
• The Google Sheet is not shared with the wider organisation or any third parties
• Access is protected by Google account authentication and restricted sharing settings
• We will not transfer your data outside the UK or European Economic Area

6.  Your rights under UK GDPR

You have the following rights in relation to your personal data:

Right of access

You may request a copy of the personal data we hold about you at any time.