Who we are
Elevate Zone Mentoring Hub is the working organisation name used in the approved project documents.
- Legal entity / data controller
- Approval required
- Address
- Approval required
- Data-protection email
- Approval required
- Telephone
- Approval required
- Website
- elevatezone.org.uk
Who this notice covers
This notice covers website visitors, Mentees aged 10 to 17, parents and guardians, people completing the turning-18 transition, applicants, volunteers, staff, trustees, contacts and people named in an authorised record.
Information we may collect
We may collect identity and contact information; guardian and relationship information; registration and eligibility answers; programme, cohort, attendance, goal and progress records; authorised messages and files; live-session and technical events; audio recordings; minimum necessary health, accessibility and support information; application, reference and safer-recruitment evidence; safeguarding records; security and audit events; and separate optional marketing/news or written-testimonial choices.
Why we use information
We use information to respond to enquiries, verify accounts and eligibility, deliver mentoring, run safe sessions, provide support and adjustments, recruit and manage approved adults, protect children, secure the platform, prove decisions, issue certificates and carry out separately agreed optional communications.
Children and guardians
We use age-appropriate explanations and consider the best interests and higher protection needs of children. A responsible guardian completes required registration and permissions for an under-18 Mentee, but the child has their own privacy rights. A guardian does not automatically receive private reflections, Mentor-only notes, recordings or safeguarding case information.
Live sessions
- Audio recording only; no video recording.
- Temporary captions are deleted at session end and are not retained as a transcript.
- Audio is normally retained for 12 months unless a safeguarding or legal hold applies.
- Recording access is restricted and audited.
Safeguarding
Safeguarding records are separated and restricted. We may share relevant information with statutory or professional bodies where necessary and lawful to protect someone. We cannot promise complete confidentiality where someone may be at risk, but we share only what is necessary.
Sharing and providers
Information is shared only with authorised people and approved providers for a defined purpose.
Retention
- Temporary captions: deleted at session end.
- Audio recordings: 12 months from session end, subject to holds.
- Messages and cohort chat: 12 months after the relevant programme ends.
- Mentor internal notes: 12 months after the relevant programme ends.
- Ordinary programme records: 5 years after completion or withdrawal, then delete or irreversibly anonymise unless an exception applies.
- Security/admin audit logs: 7 years; safeguarding-linked entries follow the case period where longer.
- Safeguarding, certificate, export, temporary-file and backup periods: approval required.
Account deletion
Account deletion normally begins with immediate deactivation and a 30-day recovery period. Eligible data is then deleted or irreversibly anonymised. Required safeguarding, legal, audit and certificate records may remain in restricted retention.
Your rights
Depending on the circumstances, you may have rights to access, correct, delete, restrict, move or object to the use of information and to request human review of qualifying automated decisions. Rights are not absolute.
Complaints and changes
Contact Elevate Zone first so we can try to resolve a concern. You may also complain to the UK Information Commissioner's Office.