Privacy Policy
Severn Mentoring (“we”, “us”, “our”) is committed to protecting the privacy and security of all visitors to our website, as well as learners, parents/carers, partner organisations and professionals who interact with our services.
This Privacy Policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Severn Mentoring
Email: contact@severnmentoring.com
Phone: 07515508643
We act as the Data Controller for the information we collect and process.
2. What Information We Collect
We may collect and process the following types of personal data:
a) Website Visitors
Name and contact details (if submitted through a form)
IP address and device information
Cookies and usage analytics
b) Learners (Children & Young People)
Full name, date of birth and contact information
Educational background and attendance information
Needs assessments, risk assessments and safeguarding information
Details provided by referrers, schools or local authorities
Session notes, progress reports and behaviour observations
c) Parents, Carers & Referrers
Name, address and contact details
Referral information
Communication records
d) Staff, Contractors & Mentors
Name, address and contact details
Employment records
DBS status and safeguarding information
Training and supervision notes
We only collect information that is necessary for our legitimate operational purposes.
3. How we use your information
We process personal data for the following purposes:
To deliver mentoring, tuition and support services
To assess suitability, needs and risk prior to placement
To communicate with learners, families, schools and professionals
To maintain safeguarding standards and fulfil statutory duties
To monitor progress, create reports and evidence outcomes
To manage staff employment, training and supervision
To maintain records and meet legal obligations
To improve the functionality of our website and services
We do not use your data for automated decision-making or profiling.
4. Legal Basis for Processing
We process personal data under the following lawful bases:
Legitimate Interests – delivering mentoring and support services
Consent – where consent is explicitly given (e.g., contacting us via a form)
Legal Obligation – safeguarding responsibilities, HMRC and employment requirements
Vital Interests – where a person is at risk of harm
Public Task – working with schools and local authorities as part of educational provision
For safeguarding concerns, we may process sensitive information under substantial public interest provisions.
5. Sharing your information
We may share personal data with:
Schools and academies
Local authority commissioning teams
Social workers and educational professionals
Police, health professionals or safeguarding partners (where necessary)
Regulatory bodies (DBS, LADO, safeguarding partnerships)
IT and administrative service providers
We never sell your information to third parties.
Information is only shared when necessary, proportionate and in line with UK GDPR.
6. Safeguarding & Confidentiality
We follow strict safeguarding procedures aligned with:
KCSIE
Working Together to Safeguard Children
Prevent Duty
Section 11 standards
Where there is a safeguarding concern, information may be shared with statutory agencies without consent if required to protect a child or vulnerable adult.
7. How we store our data
Your information is stored securely using encrypted systems with controlled access.
We retain data only for as long as necessary:
Learner records: up to 7 years after involvement ends
Safeguarding records: in line with statutory retention periods
Staff records: 6 years after employment ends
General enquiries: up to 12 months unless consent for longer storage is given
When data is no longer required, it is securely deleted or destroyed.
8. Cookies & Website Analytics
Our website may use cookies to:
Improve functionality
Analyse website usage
Enhance user experience
You can disable cookies through your browser settings at any time.
9. your data rights
Under UK GDPR, you have the right to:
Access your data
Request correction of inaccurate information
Request deletion (in certain circumstances)
Object to processing
Restrict processing
Request data portability
Withdraw consent where relevant
To make a rights request, contact us at: contact@severnmentoring.com
If you are unhappy with our response, you can contact the Information Commissioner’s Office (ICO): ico.org.uk
10. Third-party links
Our website may contain links to external sites.
We are not responsible for their privacy practices or content.
11. Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.
12. Contact us
If you have questions about this Privacy Policy or how we handle your data, please contact:
Severn Mentoring
Email: contact@severnmentoring.com
Phone: 07515508643
Address:
Head office: