Last updated: October 10, 2026

MentorCity Privacy Policy

At MentorCity, we are committed to providing our customers with exceptional products and service. Providing these products and services involves the collection, use and disclosure of some personal information, so protecting your personal data is one of our highest priorities. This policy explains how we handle personal information when you use our website and the MentorCity platform. It is designed to meet Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), applicable provincial privacy laws, and the EU and UK General Data Protection Regulation (GDPR).

Your Data: Ownership and Control

You stay in control of your personal information. Whoever owns the program, privacy law gives you rights over your own personal information, and those rights always apply. You can view and edit your profile at any time, deactivate your account, and ask to access, correct, or delete your personal information.

Your organization owns the program data. When you join MentorCity through an organization’s mentoring program (for example, your employer, school, or association), that organization owns the program and its data and decides how that data is used to run the program, under its own policies and its agreement with MentorCity. Your organization may access information related to your participation in its program.

Requesting deletion. You can ask for your personal information to be deleted at any time, either through your organization or by contacting us at privacy@mentorcity.com. If you contact us, we will pass your request to your organization and work with them to complete it. Once confirmed, your personal information is permanently removed from our servers within 30 days. Your organization may keep anonymized program statistics that no longer identify you.

MentorCity’s role. MentorCity acts as the host and service provider. We do not own your data. We store, secure, and process it only to deliver the platform and the services your organization has engaged us to provide, and as described in this Privacy Policy. We do not sell your personal data.

Your rights. For access or correction requests, contact your organization or us at privacy@mentorcity.com. Where your account is part of an organization’s program, we may coordinate your request with that organization.

What personal data is being collected?

Typically, when you complete your profile, you will provide the following information:

• Name
• Email address
• Country, state/province, and city
• Time zone
• Languages spoken
• Gender
• Professional summary/bio
• Specialized skills
• Development areas
• Social media profiles, such as LinkedIn
• Employment experience (company name, industry, job title, job function, start and end date)

When you are in a mentoring relationship, you may share the following:

• Mentoring agreements (e.g. length of relationship, meeting preferences)
• Goals
• Hours spent
• Number of meetings
• Messages sent
• Notes taken, including notes or summaries created with AI features you choose to use
• Content you share with Lexa, our AI mentor, or other AI features you choose to use
• Program evaluations

When an organization licenses the MentorCity platform for its members, it may choose to collect additional personal data from you. If you don’t feel comfortable sharing certain information, you can enter “not applicable” in any optional field.

Our website and platform use industry-standard analytics tools that automatically collect limited technical information, such as IP address, browser type, operating system, referring pages, and date/time stamps. We use this information for site administration, security, and to understand how our services are used.

We also use cookies to provide easier and faster access to features such as logins and repeat visits. Cookies are small text files stored on your device. Essential cookies are needed for the platform to work. Where required by law, we ask for your consent before using non-essential cookies, and you can manage cookies through your browser settings.

How will personal data be used?

Your personal data is collected by MentorCity and the organization you are a member of to connect you to meaningful mentoring relationships and to run the mentoring program.

Mentoring matches may be suggested using your specialized skills and development areas, employment experience, and other information you provide in your profile. Our matching tools make recommendations only. Final matches are confirmed by you or your program administrator, and no decision with legal or similarly significant effects is made solely by automated means.

We use personal data only to provide, support, secure, and improve our services, and to communicate with you about them. MentorCity does not sell or rent your personal data. The organization you belong to may use your personal data to understand your needs and evaluate the effectiveness of its mentoring program.

Where GDPR applies, we rely on these legal bases: performance of a contract with you or your organization, your organization’s or our legitimate interests in operating an effective mentoring program, compliance with legal obligations, and your consent (for example, for marketing emails). You may withdraw consent at any time.

Artificial intelligence

MentorCity offers artificial intelligence features, such as Lexa (our AI mentor) and other optional AI-powered tools that support mentoring, for example notes and summaries. These features are used only to support your mentoring experience. Our AI providers are contractually prohibited from using your data to train their models, and data is never shared across client organizations. Some AI providers may process data outside Canada, under contracts that require appropriate protection. AI outputs are suggestions, and you remain in control of how you use them.

Where is personal data stored and how secure is it?

Your information is stored in secure data centres located in Canada that are SOC 2 Type II audited. Data is encrypted in transit and at rest using industry-standard encryption. Our systems are protected by firewalls, anti-virus protection, network security scans, continuous monitoring, and regular independent penetration testing. Data is backed up daily.

We follow accepted industry standards to protect personal information, both online and offline, and access to personal data is restricted. While we take commercially reasonable measures to secure your information, no method of storage or transmission is 100% secure, so we cannot guarantee absolute security.

If a breach of security safeguards involving your personal data creates a real risk of significant harm, we will notify affected organizations, individuals, and regulators as required by law.

Who has access to personal data?

MentorCity employees and contractors are bound by confidentiality agreements and treat personal data as highly confidential. They access personal data only when necessary to provide support or resolve technical issues.

An organization that licenses the MentorCity platform has access only to the personal data of its own members and cannot access the data of any other organization or its members.

We use a limited number of trusted service providers to help deliver our services, such as video conferencing, email delivery, calendar integration, and AI features. These providers may only use personal data to perform services for us, under contracts that require appropriate protection. Some providers may process limited data outside Canada. When this happens, your data may be subject to the laws of that country, and we use contractual and other safeguards (such as Standard Contractual Clauses where GDPR applies) to protect it. A list of our service providers is available on request.

MentorCity may disclose personal data when required by law, such as to comply with a court order or legal process, or when necessary to protect our rights.

How is consent provided and how do I opt out?

Many organizations that license the MentorCity platform add their own policy and guidelines that you accept before joining their mentoring program. Where an organization has no policy in place, you provide consent when you join its mentoring program.

To withdraw your consent, you can deactivate your account once logged in by clicking your name at the top right of the home page and selecting account settings. You can also use the deactivate link in emails you receive from MentorCity. Once deactivated, you will no longer take part in the mentoring program or receive program emails. To re-join, contact your organization directly.

You also provide consent when you complete a form on our website to request a demo, download our guides, or otherwise share your contact information with us, such as at a conference. You can unsubscribe from marketing emails at any time using the link at the bottom of any email or by replying to let us know.

Youth programs

Some organizations use MentorCity for youth mentoring. In those programs, the organization is responsible for obtaining any consent required from a parent or guardian, and additional safeguards may apply.

What are my rights?

Depending on where you live, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data
• Receive your data in a portable format
• Object to or restrict certain processing
• Withdraw your consent at any time

You can view and edit most of your information at any time by logging into MentorCity and editing your profile, and you can request a personal data report. Because your organization controls your program data, we may refer your request to them or work with them to respond. We will respond within the time required by law, typically 30 days.

If you are not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada, your provincial privacy regulator, or, in the EU or UK, your local data protection authority.

How long is personal data retained?

We keep personal data only as long as needed to provide our services, meet the purposes described in this policy, and comply with legal obligations.

When an organization ends its agreement with MentorCity, it can request that all of its information be deleted from our servers. If you would like your personal data deleted, you can request this from the organization you belong to. Once we receive the request, the information is permanently removed from our servers within 30 days, and from backups as they expire.

What about links to other websites and integrations?

Our website and platform contain links to, and integrations with, other services such as Google Calendar, Microsoft Outlook, and video conferencing tools. These services are not controlled by us, and we are not responsible for their privacy practices. We encourage you to review the privacy policy of any third-party service you use.

Do you have questions?

If you have questions, concerns, or complaints about this policy, or want to exercise your privacy rights, please contact our Privacy Officer, Shawn Mintz, CEO of MentorCity:

Email: privacy@mentorcity.com

MentorCity
Attention: Shawn Mintz, Privacy Officer
8171 Yonge Street, Suite 252
Thornhill, Ontario, L3T 2C6, Canada

Phone: 1.888.532.7503

Representative in the EU and UK

We value your privacy and your rights as a data subject and have therefore appointed Prighter Group with its local partners as our privacy representative and your point of contact for the following regions:

• United Kingdom (UK)
• European Union (EU)

Prighter gives you an easy way to exercise your privacy-related rights (e.g. requests to access or erase personal data). If you want to contact us via our representative, Prighter, or make use of your data subject rights, please visit the following website: https://app.prighter.com/portal/MentorCity

How will I learn about changes to this policy?

If we change this privacy policy, we will post the changes on this page, update the date at the top, and notify organizations that license the MentorCity platform. Where changes are significant, we will provide additional notice as required by law.

This privacy policy was last updated on October 10, 2026.