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Legal
How we collect, use, protect and share personal information across MentorMind.
Effective 1 September 2026
MentorMind Education Ltd ("MentorMind", "we", "us" or "our") provides an AI-supported learning and teaching platform for students, teachers, schools and other education organisations.
A large proportion of our users are young people, so protecting learner information is particularly important to us.
This Privacy Policy explains:
If you're a student:
MentorMind is operated by:
MentorMind Education Ltd 12 Orchard Gate Greenford UB6 0QW United Kingdom Company number: 16588316 Registered in England and Wales ICO registration reference: ZC028046 Email: contact@mentormind.co.uk
This Policy applies to MentorMind websites, applications and services, including mentormind.co.uk, Mindi, our teacher and student dashboards and associated school deployments.
Different arrangements may apply depending on how you use MentorMind.
Where a school or education organisation determines why and how student or teacher information is used through MentorMind, that organisation will normally act as the data controller and MentorMind will act as its data processor.
This means we process relevant information on the school's documented instructions.
The school's own privacy notice will also apply.
MentorMind may still act as controller for certain limited information we use for our own purposes, such as security, contractual administration, supplier management and legal compliance.
Where you register directly with MentorMind and we determine the purposes for which your information is processed, MentorMind acts as the data controller.
The information we process depends on the features you use.
This may include:
This may include:
This may include:
When you interact with Mindi or another AI-supported MentorMind feature, we may process:
This may include:
Where speech-enabled features are used, we may process:
We may process information such as:
If you contact us, we may retain:
We do not use these functions to provide medical diagnosis or treatment.
Where an optional wellbeing feature is enabled, MentorMind may process limited study-related wellbeing information such as:
We may receive information:
We use personal information for purposes including:
Where you use MentorMind directly, this processing may be necessary to perform our contract with you or take steps at your request before entering into a contract.
Where MentorMind is provided through a school, we generally process this information as processor on the school's documented instructions.
To:
Where MentorMind is controller, we rely on the lawful basis appropriate to the specific service, which may include performance of our contract or legitimate interests in providing and improving an effective educational service.
We take particular care when relying on legitimate interests in relation to children.
We may use learning information to:
Where MentorMind acts as controller, this is based on our legitimate interests in maintaining a safe and secure service and, where applicable, legal obligations.
We process account, usage and technical information to:
This may be necessary for a contract or based on our legitimate interests in operating and supporting MentorMind.
We process information to:
We may process information where required to comply with:
MentorMind uses approved third-party AI services for some functions. These may include:
The provider used may vary according to the feature, user group, deployment region and school requirements.
We do not need to send every piece of information we hold about you to an AI provider.
We apply data minimisation and seek to send only the information necessary for the requested task.
Where a task does not require a direct identifier, we seek to remove or avoid sending information such as the student's name or email address.
We do not authorise third-party AI providers to use school or learner personal information to train their foundation models.
We select and configure providers with appropriate privacy, security and contractual safeguards for the relevant deployment.
Current or prospective subprocessors may be described in our Subprocessor Register and institutional procurement documentation.
AI can make mistakes.
AI-generated content may therefore be inaccurate, incomplete or inappropriate.
MentorMind is designed so that important educational decisions remain subject to appropriate human judgement.
AI-supported marking intended for formal teacher assessment is provided as a first-pass or assistive output and can be reviewed, amended or rejected by teachers.
Automated student practice and mock-assessment feedback may be provided directly to students, but this should not be treated as a formal school grade unless adopted and reviewed through the school's own process.
We do not use AI alone to make decisions about a student that have legal or similarly significant effects.
Some MentorMind functions involve profiling under data-protection law.
This means that automated processing may be used to assess or predict aspects of a learner's:
We use this information to personalise learning and support teachers.
We do not use learner profiling for targeted advertising.
We do not use learner profiles to make solely automated decisions that determine a student's access to education or other similarly significant opportunities.
Non-essential profiling is not enabled simply for advertising or commercial targeting.
Where a school deploys these functions, its own data-protection arrangements and DPIA may also apply.
The ICO gives children particular protection where profiling is involved and expects appropriate safeguards, transparency and due diligence on third parties.
Some MentorMind features may allow a student to provide brief study-related wellbeing information or may analyse language to identify situations where human support could be appropriate.
These features are not medical or diagnostic services.
Where real-time wellbeing information is used only to provide an immediate study-support response, we aim not to retain the raw wellbeing input after it is no longer required.
If a potential safeguarding concern is identified in a school-managed deployment, relevant information may be surfaced to authorised school staff in accordance with the school's safeguarding arrangements.
Where wellbeing information amounts to special-category personal data, it will only be processed where an appropriate lawful basis and additional condition under data-protection law applies.
For optional wellbeing processing for which MentorMind itself is controller, this may include explicit consent where appropriate.
Where MentorMind processes this information on behalf of a school, the school is responsible for identifying the appropriate controller lawful basis and condition, and MentorMind processes it according to the school's documented instructions.
If you use MentorMind through a school, authorised teachers and school staff may be able to see information relevant to their educational role.
Depending on the school's configuration, this may include:
Role-based permissions are used to limit access.
Teachers should only access students for whom they have legitimate educational responsibility.
The exact information made available can vary according to the school's implementation.
We do not sell student personal information.
We do not use student personal information for third-party advertising.
We may share or make information available to:
Where MentorMind is provided through a school, authorised teachers, leaders or other staff may receive information necessary for the school's educational use of the Platform.
These providers are permitted to process information only for the relevant service and subject to applicable contractual and data-protection safeguards.
We use carefully selected service providers to operate MentorMind, which may include:
We may provide limited information to lawyers, accountants, auditors, insurers or other professional advisers where reasonably necessary.
We may disclose information where required by law or where necessary to respond to a lawful request from a regulator, court or law-enforcement authority.
MentorMind may use different cloud and AI providers depending on the country or region in which the service is deployed.
Where UK personal information is transferred to a country outside the UK, we use an appropriate lawful transfer mechanism where required.
This may include:
School-specific hosting, AI-provider and international-transfer information may also be documented in the school's Data Processing Agreement, DPIA or procurement documentation.
We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected.
Our intended standard retention periods are:
Where a school contract specifies a different justified retention period, that period may apply.
When information is no longer required, we delete it or irreversibly anonymise it, subject to legal obligations and secure backup cycles.
Information that has been genuinely anonymised so that an individual can no longer be identified is no longer personal data and may be retained for statistical, research or service-improvement purposes.
| Information | Typical retention |
|---|---|
| Active student and teacher account information | While the account or relevant school service remains active |
| School-controlled learner data, assignments, assessment responses and progress information | During the school service and for up to 90 days after termination, unless the school contract specifies otherwise |
| Raw AI interaction data | Normally up to 30 days, unless deliberately retained as part of a user-visible learning record or required for an approved school purpose |
| Structured learning insights extracted from activity | May be retained as part of the learner record while the account/service remains active |
| Uploaded student work | While required for the relevant learning purpose and according to the applicable school retention period |
| Raw speech/audio | Deleted following processing or normally within 30 days, unless retention is required for an enabled learning feature |
| Real-time wellbeing input | Not ordinarily retained after the immediate purpose has ended, unless a safeguarding record is required |
| Security and audit logs | Normally up to 12 months |
| Support records | Normally up to 2 years after the request is closed |
| Deleted information in system backups | Removed or overwritten through the backup lifecycle, normally within 90 days |
| Contractual, accounting and tax records | May be retained for up to 6 years or longer where required by law |
We use technical and organisational measures designed to protect personal information from:
These may include:
No internet service can guarantee absolute security, but we review and improve our safeguards as MentorMind develops.
MentorMind is designed for use by secondary-school students and therefore gives particular consideration to children's privacy.
We seek to:
Privacy information for children should be clear and understandable, and the ICO requires the same fundamental transparency information to be provided to children in age-appropriate language.
MentorMind uses essential cookies needed to:
We may also use non-essential analytics or preference cookies to understand how our website and services are used.
When you first visit MentorMind, you can accept or reject non-essential cookies.
Non-essential cookies should not be activated until the required choice has been made.
We do not use cookies to sell student information or serve third-party behavioural advertising.
You may also control cookies through your browser settings.
We do not use children's learning information to target them with advertising.
We may send operational messages required to provide MentorMind, such as:
We may send marketing communications to adult users or organisational contacts where permitted by law.
You can unsubscribe from marketing communications at any time.
Depending on the circumstances, you may have the right to:
These rights depend partly on the lawful basis for the processing, so not every right applies in every circumstance. The ICO similarly notes that individual rights vary according to the lawful basis involved.
Because your school may be the controller, we may refer your request to the school or work with the school to respond to it.
Contact: contact@mentormind.co.uk
We will normally respond within one month in accordance with data-protection law.
If you have concerns about how MentorMind uses your information, please contact us first so that we can investigate.
You also have the right to complain to the:
Information Commissioner's Office (ICO)
The ICO is the UK's independent data-protection regulator.
We may update this Privacy Policy as MentorMind, our technology providers or legal requirements change.
We will display the latest version and effective date on this page.
If we introduce a materially different use of personal information, we will provide appropriate notice before that processing begins.
For privacy questions or data-protection requests:
MentorMind Education Ltd 12 Orchard Gate Greenford UB6 0QW United Kingdom Company number: 16588316 ICO registration reference: ZC028046 Email: contact@mentormind.co.uk Website: mentormind.co.uk
Understand the rules and guidelines that govern your use of MentorMind.