1. Who We Are

Mentroar is a mentoring and sports programme that empowers disadvantaged teenagers by providing positive role models, structured sports activities, and personal development opportunities.

Our contact details:
Email: [email protected]
Address: 6, Pavilion Industrial Estate,
Pontypool
Phone: 078 7741 5981

2. Data We Collect

We may collect and process the following personal data:

For young participants (under 16):
Name, age, and contact details (where appropriate)
Parent/guardian details (name, contact information, emergency contacts)
School and educational details
Health information relevant to participation in activities (e.g., allergies, medical conditions)
Participation records, achievements, and feedback

For parents/guardians:
Contact details
Consent forms and communications

For mentors, volunteers, and staff:
Contact details
Background checks (DBS) and references

3. How We Collect Data

We collect data directly from:
Parents or guardians when registering a child
Young people (with parental consent) during participation
Schools, community groups, or referral partners (with consent)

4. Why We Collect Data (Legal Basis)

We process data for the following purposes:
Consent: For children under 16, we require verifiable parental/guardian consent.
Contract: To provide our mentoring and sports services.
Legitimate Interests: To ensure safety, monitor impact, and improve programmes.
Legal Obligations: To comply with safeguarding, child protection, and health & safety laws.

5. How We Use Data

We use personal data to:
Register and manage participation in programmes
Communicate with parents/guardians and schools
Safeguard children and meet health & safety requirements
Monitor outcomes and evaluate programme effectiveness
Share anonymised, statistical impact reports with funders or partners

We do not sell or share personal data with third parties for marketing purposes.

6. Sharing of Data

We may share limited data with:
Schools (for educational support and safeguarding)
Health professionals in emergencies
Regulatory or safeguarding authorities if legally required
Approved service providers (e.g., secure IT systems, email newsletters) under strict data processing agreements

7. Children’s Privacy

We recognise that many of our participants are under 16.
We only collect information with parental/guardian consent.
Children are encouraged to involve their parents/guardians in all interactions.
We follow the Children’s Code (Age-Appropriate Design Code) to ensure our digital platforms are safe, transparent, and suitable for young people.

8. Data Retention

We keep personal data only as long as necessary:
Participant records: up to 3 years after leaving the programme
Safeguarding/health records: in line with legal requirements
Consent forms: 6 years for audit purposes

After this period, data will be securely deleted.

9. Data Security

We use secure systems and practices to protect data against loss, misuse, or unauthorised access. This includes encrypted storage, password-protected systems, and staff training in data protection.

10. Your Rights

Parents/guardians and participants (where appropriate) have rights under UK GDPR, including:
The right to access your data
The right to request correction or deletion
The right to withdraw consent at any time
The right to lodge a complaint with the Information Commissioner’s Office (ICO)

11. Contact Us

If you have questions about this policy or your personal data, please contact us at:
[email protected]