Where data lives, who controls it, what is collected and how it is returned or deleted.
01Data residency
All production data is stored and processed in the European Union, in the Amazon Web Services region eu-central-1 (Frankfurt, Germany). The database, application servers, file storage, backups and logs all live in that region.
Video meetings run on Mentornity’s own media servers in Frankfurt. Programmes whose participants are mostly in the Americas can be served by a media server in the United States, so that a meeting is routed close to the people in it. Meeting media is encrypted in transit between participants and the media server.
02Controller and processor
- Programme data (participant profiles, matches, meetings, messages, form answers): the customer organisation is the controller and Mentornity the processor. Requests from participants about their data are handled on the organisation’s instructions.
- Website and sales data (visitors of mentornity.com, demo requests): Mentornity is the controller, as described in the privacy and cookie policies.
A Data Processing Agreement that follows GDPR Article 28 is available to every customer.
03Data the platform holds
| Category | Examples | Source |
|---|---|---|
| Identity | Name, e-mail, profile photo, sign-in method | Participant or organisation |
| Programme profile | Answers to the programme’s own sign-up and profile forms | Participant, form designed by the organisation |
| Mentoring activity | Matches, meetings, goals, notes, messages, feedback | Participants |
| Calendar link (optional) | OAuth token to read free/busy and write meeting events | Participant, only after they connect a calendar |
| Billing contact | Invoicing name, address, tax ID | Organisation administrator |
Payment card data is entered on Stripe’s hosted pages and never reaches Mentornity servers.
04Visibility inside a programme
Each answer field in a programme form carries its own visibility setting (for example visible to everyone, to matched partners, or to programme administrators only). The API applies that setting on every route that returns member data, so a hidden answer is not delivered to a browser that is not allowed to see it.
05Return and deletion
- Administrators can export their members and programme data from the admin panel at any time.
- Organisations can remove members from a programme, and participants can ask for their account to be deleted at any time.
- At the end of a contract the customer’s data is returned on request and then deleted from the live system. Deleted records leave the database snapshots within 7 days and the nightly backups at the end of their retention period.
06Contact
Questions about this policy, security questionnaires and Data Processing Agreement requests: privacy@mentornity.com.