Privacy policy

Motivez runs mentoring and careers programmes with schools across the UK. MotivezHub is the platform we use to run those programmes. We are the data controller for the information described here. Contact us at programmes@motivez.co.uk.

• Account details: name, email, phone, role and the school or region you belong to.
• Mentor, facilitator and speaker details: job title, specialism, availability, dietary needs, DBS status and, where you are paid, bank details.
• Student details: name, year group, school, attendance, session feedback, team membership and, where relevant, a parent or guardian contact.
• Programme activity: bookings, attendance, feedback, scorecards and recognition points.
• Agreements and finance: signed agreements, invoices and payment records.
• Support and messages you send us through the Hub.
• Technical data: sign-in events, and whether emails we send are delivered and opened.

To run the programmes schools have asked us to deliver, to keep young people safe, to pay people who work with us, to meet our legal and tax obligations, and to report on the impact of our work. We do not sell personal data and we do not use it for automated decision-making.

Student information reaches us through the school, which acts as the point of consent. We only collect what a programme needs, restrict who can see contact details, and log every time a member of staff opens a sensitive record. Parent and guardian contacts are only used for consent and safeguarding.

• Sign-in and access tokens: removed once expired.
• Email tracking and stored email copies: up to 12 months.
• Student records and programme activity: up to 3 years for reporting.
• Signed agreements, invoices and payment records: 7 years, as UK law requires.
• Records of privileged staff actions: 2 years.

Only the services we need to run the platform: our hosting and database provider, our email provider, and Google Drive and Google Sheets where a school or programme workflow needs it. All are bound by contract and process data on our instructions.

You can ask for a copy of your data, ask us to correct it, ask us to delete it, or object to how we use it. Signed-in users can do the first and the last of these instantly from their profile, under Privacy and data. Some records, such as signed agreements and invoices, must be kept even after an account is closed, so we remove your personal details from them rather than deleting the record.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk.

See our cookie policy for what we set and how to change your choices.