Last revised on May 2018

Privacy Policy

At MentorCity, we are committed to providing our customers with exceptional products and service. As providing these products and services involve the collection, use and disclosure of some personal information about our clients, protecting their personal data is one of our highest priorities. We highly value your privacy and make this policy easily available throughout our site to assist you in understanding the handling of information in the course of using this site.

What personal data is being collected?

Typically, when you are completing 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
• LinkedIn, Twitter and Skype IDs
• 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 locations, etc.)
• Goals
• Hours spent
• Number of meetings
• Messages sent
• Notes taken
• Program evaluations

When an organization licences the MentorCity platform for its members, then they have the ability to collect additional personal data from you. If you don’t feel comfortable sharing personal information then you can insert non-applicable into the field.

The MentorCity platform utilizes industry standard analytics packages which gather limited information on visitors to our website automatically, and stores this anonymous information in server log files. This information may include IP addresses, browser type, basic IP information, referring pages, the operating system used and date/time stamps. This information does not identify individual users; it is used only for the site administration, as well as for analysis of website usage and trends.

Additionally, cookies are used to provide easier and faster access to website features such as logins and repeat visits. Cookies are very small text files that are stored on personal computers for reference purposes. We do not link the information we store in cookies to any personally identifiable information you have submitted while on our site.

How will personal data be used?

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

Mentoring matches may be based on location, languages, gender, your specialized skills/development areas, and your employment experiences, such as your industry and job function, and other information that you provide in your profile.

MentorCity will not sell, share or use your personal data. The organization that you belong to may use your personal data to gain insights about your needs and to evaluate the effectiveness of the mentoring program.

Where is personal data being stored and how secure is it?

The information is being stored in a secure data centre within Canada which undergoes industry standard security audits on a regular basis and is SSAE 16 compliant. Our site has 256-bit SSL which encrypts the data when it’s in transit – data is also encrypted when it’s at rest. Our servers have anti-virus protection, point-in-time snapshots, network security scans, software firewall and server monitor. The data is backed up on a daily basis.

We follow accepted industry standards to protect any personal information you have provided to us both online and offline. All of your personal data is restricted and appropriately secured. However, while we take commercially reasonable measure to secure your information, please be aware that no method of storage can ever be 100% secure. Therefore, as is the case with any organization, we are not in a position to guarantee the absolute security of your information.

Who has access to personal data?

MentorCity employees and contractors have formal agreements in place which ensure that personal data is treated as highly confidential. Personal data will only be viewed when it’s necessary to resolve technical issues.

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

MentorCity reserves the right to disclose your personal data as required by law and when we believe that disclosure is necessary to protect our rights and to comply with a judicial proceeding, court order or legal process served on us.

How is consent provided and how to opt-out?

Many organizations that licence the MentorCity platform will add a policy and guidelines that you will need to accept before having access to their mentoring program. For organizations that don’t have a policy in place, you will be providing consent upon joining their mentoring program.

To opt-out of giving your consent, you can deactivate your account once logged into the platform by clicking on your name, which is on the top right-hand side of the home page, and then account settings. You can also opt-out by clicking on a deactivate my account link in the email communication that you receive from MentorCity. Once you opt-out, you will no longer be part of our mentoring programs and you won’t receive email communication from us. To re-join, you will need to contact the organization that you belong to directly.

Consent is also provided when you complete a form on our website to request a tour and free trial of MentorCity, when you download our guides, and in other ways that you provide us with your contact information, such as visiting our booth at a trade show. To opt-out, you can unsubscribe at any time by clicking on the unsubscribe link at the bottom of an email communication or by notifying us by replying to the email.

How can personal data be changed, deleted and how long is it retained?

Changes to personal data can be made by logging into MentorCity and editing your profile. For members of the European Economic Area (EEA), you can request a personal data report or you can view this information at any time once signed into the platform.

Once an organization has terminated their agreement with MentorCity then they can request all information be deleted from our servers.

If you would like your personal data deleted from our servers then you can request this from the organization that you belong to. Once we receive the request from the organization, it will take 30 days for the information to be permanently removed from our servers.

What about links to other websites and API’s such as LinkedIn, Google Calendar, Microsoft Outlook, and Skype?

This website contains links to other sites that are not controlled in any way by us. Please be aware of this when you click on any such links; we are not responsible for the privacy practices and policies of any website other than our own. Consequently, we strongly suggest that you review the privacy policy of every website you visit, whether or not they are linked to by our site.

Do you have questions?

If you have any questions, concerns or complaints regarding this privacy policy, or you wish to contact us by email, phone or postal mail, our contact information is as follows:

Email address: privacy@mentorcity.com

MentorCity™

Attention: Privacy Policy Questions

8171 Yonge Street, Suite 252

Thornhill, Ontario, L3T 2C6 Canada

Phone: 1.888.532.7503

How to learn about privacy policy changes?

If we decide to change our privacy policy, we will post those changes on the privacy policy page, we will also notify the organizations that licence the MentorCity platform for their members, and we will update the privacy policy modification date below.

This privacy policy was last updated in May 2018.