Privacy Policy

Ektaa is the data controller of the personal data held in relation to the mentoring programme.


Ektaa takes its data protection obligations very seriously. Access to any personal information you give us when making an application to the scheme(s) is subject to a staff confidentiality agreement. Access to your personal information is limited by permissions to only those staff and administrators who need access to manage and respond to your involvement in career mentoring.

Personal data

Personal data in our application processes has been sourced directly from you.

The categories of personal information held in relation to mentoring are for the most part personal data relating to your identity, including contact information.

Use of personal data

Ektaa uses your personal information for the purposes of:

– Informing you of training opportunities and events related to mentoring

– Carrying out the matching process for the mentoring schemes

– Informing relevant participants of their match details

– Communications with you on these matters

Legal basis for processing and data retention

Your personal details are necessary for Ektaa to allow for your participation in the mentoring scheme(s), like the examples above.

Ektaa will only process and retain your personal information in relation to mentoring for a maximum of seven years after your data was collected, or seven years after you were last matched with a mentee on the mentoring programme.

After which time, your personal data will be archived, anonymised and then only used for aggregate statistical purposes.

Special category personal data

As part of the application process, you are asked for information regarding sensitive personal data. You will have the opportunity to tell us some sensitive personal details, relating perhaps to your health or disability, and this information will only be gathered and used with your explicit consent. Any sensitive personal information we hold will only be shared where it is essential for the delivery of the mentoring programme.

Data transfers and sharing

None of your personal information is shared by Ektaa with any other third party organisation, other than where this is necessary for the provision of a service you have agreed to, or explicitly consented to if your matched Mentor is outside the EU/EEA in a country where no data transfer adequacy decision exists, or where otherwise allowed by UK law.

Your rights

If you have any questions relating to your personal information and your information rights, including right of access, rectification and erasure, please contact Ektaa via email:

Last updated August 2023

“2Students from ethnic minority backgrounds often express that they cannot find role models from the same background amongst university staff.”

Group 3

“Students from ethnic minority backgrounds often express that they cannot find role models from the same background amongst university staff.”

Group 3