Privacy Policy

A legal disclaimer
 

MENFA – Mentoring for All

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Privacy Information for Service Users

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MENFA – Mentoring for All values your privacy and takes the protection of your personal information seriously. This notice explains how we handle your information when you engage with our mentoring, guidance, or support services.

 

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What information we collect and where it comes from

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We collect information about you in order to provide effective and safe mentoring support. This information may be collected:

• When you engage with MENFA directly, including during enquiries, mentoring sessions, assessments, or support activities

• When another organisation refers you to MENFA, where sharing information is permitted by you or allowed by law

We only collect information that is relevant to the services we provide.

 

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Types of information we may hold

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Depending on your involvement with MENFA, we may hold:

• Personal details such as your name and date of birth

• Contact information, including address, telephone number, and email

• Emergency contact details

• Equality and diversity information (used for monitoring and improvement purposes)

• Information relating to your mentoring goals, progress, and support needs

• Risk and safeguarding information

• Details about family members or dependants where relevant

• Education, employment, training history, and aspirations

• Identification documents where required

• Financial or funding-related information, where applicable

• Health information where that directly affects your support or safety

• Photographs or recordings, where you have given consent

 

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Why we use your information

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Your information is used to:

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• Deliver mentoring and support services tailored to your needs

• Maintain appropriate safeguarding arrangements

• Monitor service quality and outcomes

• Meet funding, monitoring, and reporting requirements

• Improve our services through evaluation and learning

• Fulfil legal and regulatory responsibilities

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Any use of your information is proportionate and necessary.

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Who can access your information within MENFA

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Access to personal information is restricted to staff, mentors, and managers who need it to carry out their roles.

 

This ensures:

• Continuity and quality of support

• Oversight of service delivery

• Safety for service users, staff, and others

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All staff and volunteers are required to follow confidentiality and data protection requirements.

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When we share information outside MENFA

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We may share information with external organisations only when there is a valid reason to do so, such as:

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• To protect your safety or the safety of others

• To coordinate support with partner agencies

• To meet funding or contractual obligations

• To comply with legal or statutory duties

• For audits or inspections by authorised bodies

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Where possible, information is anonymised or shared with your consent.

 

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How your information is stored and protected

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MENFA uses a combination of physical and digital safeguards to protect your information.

• Paper records are stored securely with restricted access

• Electronic records are protected by secure systems, passwords, and access controls

• Cloud-based systems are used only where appropriate security standards are met

Information may be disclosed to law enforcement or regulatory bodies where required by law.

 

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Keeping information accurate

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We aim to keep your information accurate and up to date. You are encouraged to tell us if your details change during your time with MENFA.

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Your data protection rights

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You have rights under UK data protection law, including:

• The right to request access to the personal information we hold about you

• The right to request correction of inaccurate information

• The right to request deletion of information, subject to legal retention requirements

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MENFA normally retains records for up to seven years after support ends, unless a longer period is required.

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Legal basis for processing

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MENFA processes personal information under the UK General Data Protection Regulation (UK GDPR) on the basis that processing is necessary:

• For the delivery of mentoring and community support services

• In the public interest

• For safeguarding and social support purposes, with appropriate protections in place

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Questions, concerns, or complaints

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If you have questions or concerns about how your information is used, please speak to a member of MENFA staff.

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You can also contact us in writing at:

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MENFA – Mentoring for All
1a Maria Street
Butetown
Cardiff
CF10 5HG

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If you are unhappy with our response, you have the right to raise concerns with the Information Commissioner’s Office (ICO) at www.ico.org.uk.