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Mentorloop Global Privacy Policy

Last Updated On: April 22, 2026

This Privacy Policy (the “Privacy Policy”) sets out how Mentorloop Pty Ltd (“Mentorloop”, “we”, “us”) collects, uses, stores, and discloses Personal Information (as defined in Section 1); as well as how individuals can exercise rights relating to their Personal Information. Mentorloop is incorporated in Australia (ACN 612 069 119) and facilitates mentoring relationships and related services (the “Services”) to companies, universities, government industry associations, charitable foundation, and other organizations (collectively, the “Customers”) and to mentoring program participants (i.e. mentors and mentees) to which they provide access to the Services (the “Users”) via the Mentorloop app (app.mentorloop.co.uk and app.mentorloop.com), and the Mentorloop marketing website https://mentorloop.com (the Mentorloop app and the website are together referred to as “Sites”).

In this Privacy Policy, “you” means a visitor to one of our Sites, a Customer, or a User. If you are a User, references to your “Mentor Organization” or “Company” in Section 5.3 mean the Mentorloop Customer that provides you with access to the Services. Mentorloop provides Services in various countries, including the United Kingdom, the European Union, and the United States of America. In the event our Sites link to third-party applications or websites, the privacy policies of those third parties apply. You should review and consider those policies when using those websites and apps.

Our goal is to provide a Privacy Policy that is transparent in how we handle your information. Before you provide us with any information, including Personal Information, you should read through this Privacy Policy in its entirety and understand its terms. By using or accessing the Services, you signify that you have read, understand, and agree to be bound by this Privacy Policy.

We may update this Privacy Policy from time to time in accordance with Section 12 below, so please check in periodically. The updates to this Privacy Policy shall be legally effective and binding as of the “last updated on” date above.

1. What Is Personal Information

When you visit the Sites, you may be asked to provide us with certain information about yourself, which is “personally identifiable information.” When we use the term “Personal Information” in this Privacy Policy, we mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could be linked, directly or indirectly, to a person or household. It does not include aggregated or de-identified information that is maintained in a form that is not reasonably capable of being associated with or linked to a person or household.

2. Collection Of Personal Information

We collect Personal Information from you through our Sites, including through ‘contact us’ forms, resource downloads, email sign-ups, our Mentorloop app recruitment form; and when you become a User, at various points throughout your use of the Services. We may also, from time to time, collect information from other third-party sources, but only where you have agreed to us doing so.

If you are a User, we collect from you, your full name; email address; demographic information, such as postcode; age range; a photographic image such as an image of your face (subject to Section 11); job title and work experience; educational history; location; interests; traits; skills; mentoring goals; and account log-in credentials.

If you are a User or a Customer, when you respond to Mentorloop emails or surveys, we collect your email address, name, and any other information you choose to include in your email or responses.

If you contact us by phone, we will collect the phone number you use to call us. If you contact us by phone, live chat, or otherwise, we may collect additional information in order to verify your identity.

It is your choice whether to provide us with Personal Information, and the provision of such Personal Information is not required when using the Sites. If you choose not to provide certain Personal Information to us, we may not be able to provide some functionality of the Services to you or respond to your requests. In certain circumstances, for example, if you visit our Sites, you may be able to choose to provide information anonymously or to use a pseudonym. However, if you provide us with your Personal Information, we may store and use that Personal Information as provided under this Privacy Policy.

3. Information We Collect Through Artificial Intelligence, Automatic Data Collection Technologies, And Other Analytics Tools

3.1 Artificial Intelligence (AI)

Our Sites offer Users and Customers the option to use artificial intelligence (“AI”) to help make the best use of the Services, such as creating an ice-breaker for a meeting, setting an agenda, or helping write a plan to achieve the goals you set in your mentoring relationship.  We will not share any Personal Information of any User or Customer with any third-party AI platform.

3.2 Cookies And Web Beacons

The technologies we use for automatic information collection may include:

  • Cookies: A cookie is a small file placed on your Electronic Device. It may be possible to refuse to accept mobile cookies by activating the appropriate setting on your Electronic Device (as defined below in Section 3.3). However, if you select this setting, you may be unable to access certain aspects of the Services.
  • Web Beacons: The Services may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count Users who have visited those pages or opened an email and for other related statistics and metrics.

For more information about how we use cookies and other technical tools, please see our Cookie Policy.

 

3.3 Analytics Tools 

As you access and navigate through the Services, we may use automatic data collection technologies to collect certain information, including:

  • Activity and Usage Details. We may collect certain activity and usage details, such as traffic data, your actions with the Services, which pages you visit while interacting with the Sites, the content you interact with, time stamps, and performance logs.

     

  • Device Information. We may collect information about the computer, laptop, tablet, and mobile device (each an “Electronic Device”) you use to engage with the Services, including such device’s unique device identifier, IP address, operating systems, browser type, mobile network information, internet provider, and the device’s telephone number.

     

  • Location Information. We may collect general real-time information about the geolocation of your Electronic Device. 

In addition, we may infer new details, such as your likely preferences or characteristics, by analyzing the data we collect, including through automated methods. These technologies may also be used to track your online activity over time and across third-party websites or services (commonly known as behavioral tracking). To learn how you can opt out of behavioral tracking or how we respond to browser signals and similar mechanisms that allow Users to express tracking preferences, please contact us at privacy@mentorloop.com.

4. How We Use Personal Information

We use the information, including Personal Information, we have collected about you for the following business and commercial purposes, for which you have provided clear, prior consent. Uses may include:

  • to contact and communicate with you;
  • to facilitate your use of the Services;
  • to enable us to fulfill our contractual requirements to Customers and Users, in particular to generate mentoring matches;
  • for internal record keeping;
  • for business development, including development of the Services we offer;
  • to provide, maintain, and optimize the Mentorloop experience for future Users of the Services;
  • to offer additional benefits to you; 
  • to provide you with news and other general information; 
  • to notify you about changes to the Sites; 
  • to attend to and manage any of your requests or questions to us; 
  • to respond to your feedback, comments, and concerns; 
  • to identify usage trends and determine the effectiveness of any of our advertising and/or marketing campaigns, and to evaluate, improve, and customize your experience with our marketing and advertising efforts;
  • to enforce our rights; 
  • to detect, investigate, and prevent harmful activities that may violate this Privacy Policy or otherwise be illegal; 
  • to prevent fraud and protect the rights and interests of our Users; and 
  • to conduct our business. 

You can view and amend your consents at any time by clicking the link to manage your preferences when we contact you.

 

5. Disclosure Of Personal Information

5.1 Disclosure To Third parties

We may disclose your information, including Personal Information, to service providers, independent contractors, and other third parties as necessary to provide our Services or for the specific business and commercial purposes outlined above in Section 4. These parties are authorized to access your information on an “as-needed” basis and are bound by contractual obligations to keep your information confidential. 

While we value our long-term relationships with our Users, we maintain a rolling record of our data practices to ensure our disclosures remain current. Specifically, within the preceding twelve (12) months, we may have disclosed your information to the following third parties, among others:

  • credit reporting agencies and courts, tribunals, regulatory authorities, where Customers fail to pay for Services provided by us to them;
  • agents or sub-contractors, who assist us in providing information, products, or services to you, for example, third-party plug-ins and data processors. This may include third parties located, or that store data, outside of Australia, including in the United Kingdom, the United States of America, and the European Union. 

We maintain a comprehensive internal register of all third-party partnerships, and you can request a full list of the third parties we work with by contacting us at privacy@mentorloop.com.

Where we disclose your Personal Information to third parties for these purposes, we will take steps to ensure that your Personal Information will be subject to the level of protection required of us under this Privacy Policy and applicable laws and in accordance with current legally recognized data transfer mechanism, such as where the country has been deemed adequate by the European Commission, or where a valid privacy shield certification exists (in the case of transfer to a certified US recipient).

5.2 Disclosure For Legal Purposes

We may disclose information, including Personal Information, to courts, tribunals, regulatory authorities,  law enforcement officers, and law enforcement agencies, in any activities that we reasonably believe to be unlawful, or that we reasonably believe may aid a law enforcement investigation into unlawful activity to establish, exercise, or defend our rights. In addition, we reserve the right to release your information, including Personal Information, to law enforcement agencies if we determine, in our sole judgment, that either you have violated our policies or the release of your information may protect the rights, property, or safety of another person or us.

5.2 Re-Organization; Change Of Control

If we enter into or intend to enter into a transaction that alters the structure of our business, including a change of control of our business or a sale or transfer of business assets, we may share your information, including Personal Information, with third parties for the purpose of facilitating or completing the transaction.

5.3 Mentor/Mentee Matching Program

If you are a User, we will share your information, including Personal Information, with the User/s with whom you are matched. If you register to use My Match, we will make your Personal Information, including name, gender, email address, job title, location, interests, traits, skills and mentoring goals available, via our Sites to other My Match Users of your Mentor Organization (if you are part of an Organizational Program) or to other Users in the Mentorloop Marketplace with whom a match is made; to facilitate appropriate matching of mentors and mentees.

If you are a User who is part of an Organizational Program, you consent to us sharing your Personal Information with your Mentor Organization to: https://mentorloop.com/

  • enable them to run the mentoring program for their organization and for business reporting;
  • fulfill our obligations under our contract with them; and
  • provide the Services to you.

The information made available to your Mentor Organization is limited to the content of your Mentorloop recruitment form and metadata of your interactions with the Mentorloop app. The content of conversations and interactions with your mentor or mentee will not be disclosed to your Mentor Organization. We will also provide your Mentor Organization with information relating to app usage, but this information is anonymized and aggregated and does not include your Personal Information.

 

6. Your Choices About The Personal Information We Collect, Use, And Disclose

Providing us with your Personal Information is optional. You can choose not to provide Personal Information, but when you provide Personal Information, you consent to the terms in this Privacy Policy, and to us disclosing or receiving your Personal Information for these purposes.

You have the following rights with regard to the Personal Information we control about you:

 

6.1 Access

You can ask us if and how we process Personal Information relating to you, and if we do, you can ask us for a copy of that Personal Information, or access your account to view the information that is held on your account. In certain circumstances, we may charge an administrative fee for the provision of such information. We may refuse to provide you with information that we hold about you in certain circumstances set out in applicable privacy laws.

6.2 Rectification And Update

You can rectify or update Personal Information about you that is inaccurate, incomplete, or outdated. If you are a User, you can do this by logging in and updating your details, or you can contact us to request that we do so. If you are a visitor to our website, you can email us to request that we update your details manually.

6.3 Erasure

You can ask us, in certain circumstances, to erase the Personal Information we collect from you.

6.4 Restriction And Suspension

You can ask us to suspend or restrict the use of your Personal Information in certain circumstances, such as while we consider another request you’ve made to us.

6.5 Portability

You can ask us to export your Personal Information to another company, where technically feasible, and we will effect the transfer of such information in a commonly used machine-readable format.

6.6 Withdrawal Of Consent

Where the processing of your Personal Information is based on your previously given consent, you have the right to withdraw your consent at any time. In particular, if you have previously agreed to receive direct marketing from us, you can opt out by clicking on the unsubscribe link in any marketing email you have received from us.

6.7 Rights Under GDPR

As a data subject, you may also have rights under the European Union General Data Protection Regulation to:

  • access your data;
  • have your data deleted or corrected where it is inaccurate;
  • object to your data being processed and to restrict processing;
  • withdraw consent to having your data processed;
  • have your data provided in a standard format so that it can be transferred elsewhere; and
  • not be subject to a decision based solely on automated processing

6.8 Rights Under U.S. State Privacy Laws

U.S.  consumer privacy laws may provide their residents with additional rights regarding our use of their Personal Information. States such as California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, and Virginia provide (now or in the future) their state residents with rights to:

  • Confirm whether we process their Personal Information.
  • Access and delete certain Personal Information.
  • Correct inaccuracies in their Personal Information, considering the nature of the information and the purpose of processing (excluding Iowa and Utah).
  • Data portability.
  • Opt-out of personal data processing for:
    • targeted advertising (excluding Iowa);
    • sales; or
    • profiling in furtherance of decisions that produce legal or similarly significant effects (excluding Iowa and Utah).
  • Either limit (opt-out of) or require consent to process sensitive personal data.

The exact scope of these rights may vary by state. 

6.9 Exercising Your Rights

If you would like our assistance to exercise any of these rights, you can contact us at privacy@mentorloop.com.

 

7. How We Look After Your Personal Information

We are committed to ensuring that the information you provide is appropriately managed and make reasonable efforts to ensure a level of security appropriate to the risk associated with its collection, use, storage, and disclosure.

To limit the risk of unauthorized access or disclosure, we have put in place suitable physical, technical and organizational procedures to safeguard and secure the information and protect it from misuse, interference, loss and unauthorized access, modification and disclosure. Such safeguards include two-factor authentication, logical segregation of data, and encryption of databases.

No information transmitted over the internet can be guaranteed to be secure. We cannot guarantee the security of any information that you transmit to us, or receive from us. The transmission and exchange of information is carried out at your own risk.

Although we take measures to safeguard against unauthorized disclosures of information, we cannot assure you that Personal Information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

 

8. Data Retention

When we no longer require your Personal Information we will ensure it is destroyed or de-identified.

We retain your Personal Information as long as we are providing the Services to you, and for six months after we cease providing Services to you or as long as necessary to meet legal requirements, resolve disputes, defend claims, or honor user choices such as receiving marketing communications. After this, we delete your Personal Information provided that we are not required, for legal or regulatory compliance reasons, to retain it.

We may retain de-identified information for longer periods of time to comply with our tax, accounting, and financial reporting obligations; and for other business reporting. Where we retain such data, we do so in accordance with any limitation periods and records retention obligations that are imposed by applicable law.

 

9. International Transfer Of Personal Information

We are an Australia-headquartered, global business. Your Personal Information may be collected, stored, and processed by our employees, affiliates, service providers, independent contractors or other third-parties that operate them  in Australia and in any other countries where we operate or where we engage trusted service providers. These countries may have data protection laws that differ from those in your country of residence.

Where we transfer Personal Information across borders, we take appropriate safeguards to ensure it remains protected in accordance with applicable data protection laws and the standards described in this Privacy Policy. These safeguards may include contractual protections, encryption, and other security measures.

In certain circumstances, courts, law enforcement agencies, regulators, or security authorities in other jurisdictions may be entitled to access your Personal Information in accordance with applicable laws.

Your rights and choices in relation to your Personal Information may vary depending on the laws of your country or region of residence. We will handle requests to exercise your rights in accordance with applicable law.

Our Services are intended for a global audience, but access to and use of the Services may be restricted or subject to legal requirements in some jurisdictions. If you access the Services from outside Australia, you are responsible for complying with your local laws.

If you have concerns about how we handle your Personal Information, you may have the right to lodge a complaint with a relevant data protection or supervisory authority in your jurisdiction. If you have any questions about the collection, storage, processing or transfer of your Personal Information across international borders, please contact us at privacy@mentorloop.com.

 

10. Children’s Privacy

We are committed to protecting the online privacy of children and making the internet safe. We do not knowingly solicit or collect information of any kind from children under the age of 13. In the event that we learn that we have gathered Personal Information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible.

 

11. Photographs You Select When You Use Our Services

When you use the Sites, you may choose to upload a photograph or a visual avatar of your choosing via your Electronic Device. We only process the photograph you upload to the Sites for the sole purpose of allowing you to complete your User profile and display your chosen photograph or visual avatar within the applicable mentoring program. We do not collect, access, or store any other images or files from your Electronic Device or photo library, even if you have granted the Sites permission to access your images and/or files. Uploading a photograph is optional, and you may choose not to upload a photograph or visual avatar. User profiles, including profile images, can only be viewed by My Match Users of your Mentor Organization. User profiles and profile images are not publicly discoverable. 

 

12. Privacy Policy Amendments

This Privacy Policy may be amended, including with changes, additions, and deletions, from time to time. We will post the most recent version of this policy on our Sites and may, from time to time, send you alerts and notices relating to it via our Sites or by email. You should check this Privacy Policy regularly, prior to providing Personal Information, to ensure you are aware of any changes, and only proceed to provide Personal Information if you accept the Privacy Policy.

 

13. Complaints

If you believe that we have breached our obligations under applicable privacy laws and wish to make a complaint about that breach, please contact us by email, setting out details of the breach. We will confirm receipt of your request within seven (7) to ten (10) days, and then investigate your complaint and respond to you in writing, setting out the outcome of our investigation, the steps we propose to take to remedy the breach, and any other action we will take to deal with your complaint.

If you are an Australian resident and you are dissatisfied with our handling of any complaint that you raise under this Privacy Policy, you may wish to contact the Office of the Australian Information Commissioner.

 

How To Contact Us:

For any questions or notice, please contact us at:

Mentorloop Pty Ltd
(ACN 612 069 119)
4 Regent Street, Richmond Victoria Australia 3121
Phone: +61 418 477 361
Email: privacy@mentorloop.com

Last updated: April 2026