This policy governs the collection, storage and use of personal information collected by The Mullany Fund through our main website www.themullanyfund.org, via a telephone conversation or through our normal activity of running a social mobility charity. It also describes your choices regarding this information.
We are committed to ensuring the best standards of practice in all our activities. Visitors to our web site www.themullanyfund.org can be assured that the protection of privacy and confidentiality are given the highest priority. All personal information is collected, held and used in strict compliance with the Data Protection Act 1998. Any reference in this policy to information or personal information is to “personal data” as defined under the General Data Protection Regulations.
2. WHO ARE WE?
We are The Mullany Fund, a social mobility charity that was established in 2008 with a focus on life-sciences and widening participation. Our aim is to give every young person the opportunity of accessing a career in the life sciences regardless of background. In order to meet this goal, we have developed an innovative ementoring service which connects disadvantaged school children with life science professionals and undergraduates via a secure online space for the purpose of one-to-one mentoring.
Our email address is firstname.lastname@example.org
Our postal address is The Mullany Fund, P.O. Box 29, Swansea, SA9 5AB.
3. DATA CONTROLLERS
4. PERSONAL INFORMATION YOU PROVIDE
4.1 Individuals engaged in our online e-Mentoring projects
When you take part in one of our e-Mentoring projects, we may gather and store information that you provide to us.
This may be provided:
• by yourself when you register for the project
• by yourself as part of the project
• by yourself when you complete an online survey
• by other institutions that have contracted with the Mullany Fund to carry out an online mentoring project with us ("Contracted Partners")
• in any other way, for example by emailing us, telephoning us or during any meeting you may have with us.
The following categories of information are held in our databases/paper records:
• first and last name
• mobile telephone number
• e-mail address
• employment or education/school
• DBS checks where applicable
• information in relation to age, gender, interests and hobbies
• information related to physical or mental health, beliefs, racial or ethnic origin or criminal convictions
4.2 Individuals who join our mailing list
If you sign up to join one of our mailing lists we will collect your name and e-mail address, together with your consent to receive communications from us. This could be a general newsletter with details of our charitable activities or an expression of interest form to receive information about one of our projects. You may remove consent at any time by using the unsubscribe button on any of our e-mail communications.
4.3 Suppliers, support organisations and potential partners
If you are, or work for, a supplier, potential supplier or partner to The Mullany Fund, then we will collect the minimum amount of business specific personal data, usually your name, business role and business contact details to enable us to manage the business relationship.
5. PERSONAL INFORMATION CREATED WHEN YOU USE OUR SERVICES
5.1 Website Analytics
We do not collect any personal information from visitors to our website other than information that is knowingly and voluntarily given. Anonymous information is collected via Google Analytics, such as the number of visitors to the website in a given period or details of pages visited, but it is purely statistical and cannot be used to identify an individual user. The information we collect from analytics helps us understand what parts of our sites are doing well, how people arrive at our site and so on. Like most websites, we use this information to make our website better. Any data collected by Google Analytics is retained within our account. You can learn more about Google Analytics or opt out if you wish.
5.2 Cookies and third-party technologies
6. INFORMATION WE SHARE
We will not share your personal information with anyone outside of the Mullany Fund, other than with any Contracted Partner relevant to your project or for tracking purposes.
6.1 Mentoring Platform – Brightside
We use Brightside ementoring software. We do this to provide a reliable and secure online space for mentors and students to communicate with eachother. Any personal information you share when engaged in one of our ementoring projects will be shared with Brightside. You can learn more about Brightside and their approach to privacy here.
6.2 Database – Imaginet Ltd
We use Imaginet Ltd to host our database and website. We do this as they offer a highly secure standard of hosting, certified by Cyber Essentials. They have access to our database and website for technical and security purposes. You can learn more about Imaginet Ltd and their approach to privacy here.
6.3 Evaluation – Educational Partners
In order to assess the effectiveness of our services and improve them for the future, we like to keep track of the progress of students after they have completed our projects. In order to monitor this, if you are a student, we may provide basic information about you to educational partners (for example, UCAS) so that they can disclose information about your progress to us. This is important to ensure we are delivering what we should be and helps up get funding to continue the service.
6.4 Emergency Procedures
The only other circumstance where we would disclose information would be if a student or mentor is thought to be at risk of significant harm or to have suffered significant harm, or to be a danger to another person. In addition, the Mullany Fund reserves the right to use or disclose any personal information as needed to in relation to any legal request, to protect the Mullany Fund.
7. HOW WE USE YOUR INFORMATION
We use the personal information provided to us in the provision of our services to you or for monitoring purposes. We will only use your personal data in the following circumstances:
• to register you with the project
• to set up an online account for you
• to carry out the demands of the project – for example our database is a tool to enable us to match mentors with students based on shared interests.
• to communicate with you about the project and where you have consented, to contact you about the activities in which you have expressed an interest.
• to give schools and colleges feedback on their engagement with the project.
• monitoring, evaluation, and reporting purposes. Please note that information about your gender, racial or ethnic origin and physical or mental health or condition will only ever be used for statistical and monitoring purposes on an anonymised basis.
• periodically, we may request your permission to use parts of you and your mentor/mentee's journal for marketing and demonstration purposes. In these cases, we will only use materials if your express permission has been granted; we can also change names to protect your identity.
We do not use your personal information for any other purpose.
8. DATA SECURITY
Your personal information will be kept on secure servers and kept confidential by the Mullany Fund.
8.1 Secure Storage
The websites designed by The Mullany Fund will include standard security and confidentiality procedures using secure servers. The system uses its own secure communication framework in which all passwords and communications are encrypted between browsers and servers, and the website is hosted in a highly secure data centre that allows named and authorised access only. Our website security is under constant review due to the nature of computer, software and internet developments.
8.2 Controlled Access
Your contact details (email address, mobile phone number, school etc) will be seen only by The Mullany Fund, your project coordinator and third-party organisations which are appointed by The Mullany Fund for matters relating to project activities and evaluation of the project, parties that are contractually obliged to keep your personal data secure and confidential. All messages will also be kept private from any individuals except those listed above. From time to time, The Mullany Fund staff and your project coordinator will review all messages to protect your safety by ensuring that there is no misuse of this website or of your mentoring relationship. Only users authorised by us have access to this data. We take all reasonable measures to ensure that the information we hold is accurate. In particular we use reliable collection methods and destroy or convert to an anonymous form, any out-of-date data.
8.3 Storage Period
The data protection legislative framework places an obligation on us to review the length of time for which we keep personal information. We are only able to keep your personal information for as long as it is necessary for us to do so. We only intend to keep your information in an identifiable form in the databases and paper records while you remain happy to keep receiving communications from us, or while you wish to be informed of opportunities. We have no current plans to delete your information. If you request that we do so, your personal information will be deleted from our systems within three months.
8.4 Third Party Sites
9. THINGS YOU CAN DO
9.1 Contact Us
9.2 Complaint Procedure
We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you. If you are still not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
9.3 Changes to Our Policy
This Privacy Notice was last updated on 8th February, 2019. We may update or change this Privacy Notice so please check this page from time to time and review this statement for changes. If, at any time, we decide to use your data in a manner which is different to that stated at the time we collected your data then we will notify you.