Data Protection Policy

Updated: June 2020

Policy brief & purpose 

Our Data Protection Policy refers to our commitment to treat information of volunteers, mentors, mentees and any other interested party with the utmost care and confidentiality. 

With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.

Overarching General Data Protection Regulation (GDPR) principles

Article 5 of the GDPR requires that personal data shall be:

  • processed lawfully, fairly and in a transparent manner in relation to individuals;

  • collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

  • adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

  • accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

  • kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

  • processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Scope

This policy refers to all parties (volunteers, mentees, mentors, candidates) who provide any amount of information to us.

Trustees of the CIO must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or who acts on our behalf and may need occasional access to data.

Data

As part of our operations, we need to obtain and process information. 

This information includes any offline or online data as set out below:

Offline – mentees:

  • First Name

  • Last Name

  • Email address

  • Level of education

  • About themselves

  • Confirmed over 18 years old

  • Diversity/impact analysis data

Offline – mentors (in addition to data that is shared online)

  • CV/LinkedIn profile URL 

  • Email address

Offline – volunteers

  • Email address

Online - mentors

  • First name

  • Job title and description

  • Photographs (on main site and on social media accounts)

Collection and communication:

Decade On collects this information in a transparent way and only with the full cooperation and knowledge of interested parties. 

Our policy for prospective mentees is set out on our website - see appendix 1.

This is also reiterated in our both our mentee and mentor packs on how we handle data:

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