Women Ahead and Moving Ahead

Privacy Policy


What is this policy?

This is our data protection and privacy policy.  It explains who we are, and why and how we process personal data. If you are the subject of any of the personal data that we process, this policy explains what rights you have, and how to get in touch with us if you wish to.

Who are we?

We are Moving Ahead Ltd.  Our contact and other details are set out at the end of this policy.  We are the controller in relation to the personal data processed in accordance with this policy, except where this policy explains otherwise.

What do we do?

Our aim is to help improve diversity and inclusion in the workplace.  We provide mentoring programmes, consultancy services and research services, we run and participate in workshops and we provide speakers for events and other forums.

How do we process personal data?

How we process personal data depends on the purpose for which we obtain it and the individual to whom it relates.  We will normally only process personal data relating to you if:

•    You receive mentoring
•    You provide mentoring
•    You come to one of our workshops or other events
•    You organise an event in which we participate
•    You are a client of ours, or you work for a client
•    You are a supplier of ours, or you work for a supplier

We explain our personal data processing in more detail, below, in relation to each of these categories.

If you receive mentoring

Purpose and legal basis for processing

Our purpose is to provide you with mentoring, and to manage and administer the relevant mentoring programme(s) and ensure that you benefit from them as expected.

The legal basis we rely on to process your personal data depends on whether you are an individual client of ours or whether you work for a corporate client, and on the information concerned, and is as follows:

•    The processing is necessary for the performance of a contract to which you are a party or to take steps at your request to enter into such a contract (if you are an individual client) – article 6(1)(b) GDPR.

•    The processing is necessary for the purpose of legitimate interest pursued by us (in providing a mentoring service) or by your employer or sponsor (in providing you with access to mentoring) – article 6(1)(f) GDPR.

•    Where you are asked to provide us with certain special categories of personal data (for example, with regard to gender, ethnic grouping, sexuality and the like), this will in addition to any other ground be subject to your explicit consent – article 9(2)(a) GDPR.

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).
•    Information necessary to facilitate the mentoring, such as your:

o    job title;
o    organisation;
o    business unit;
o    photo;
o    years of experience (general or specific);
o    gender;
o    location preference (for the mentoring);
o    specialism;
o    specialism preference (for the mentor);
o    gender preference (for the  mentor);
o    skills;
o    motivation to take part in the programme;
o    objectives for programme.

•    Background information relating to you, such as your:

o    achievements and things you are proud of;
o    hobbies and interests;
o    values and behaviour. 

•    Special categories of information (subject to your explicit consent), such as your:

o    ethnic group;
o    sexual orientation.

When we receive information from you, we will set up a file which will normally include your contact details and any other information you have given us as set out above.

Why we need it

We need this information from you in order to match you with an appropriate mentor and to manage and administer the mentoring programme while it is taking place.

What we do with it

We will use your personal information to match you with an appropriate mentor and to manage and administer the mentoring while it is taking place.

Once a mentor has been selected for you, we will share the information set out above with the mentor in order to enable the mentor to provide mentoring to you effectively.  The mentor will be under a duty of confidentiality and will not disclose the information (or anything you discuss with the mentor during the course of the mentoring programme) to anyone else without your consent.  We will also disclose the information that you give us (but not anything that is discussed between you and your mentor) to the programme partner at your employer (that is, the person at your employer that is responsible for managing the programme on behalf of your employer). 
Other than your mentor and your employer (as set out above), no third parties will have access to your personal information other than as set out in this policy (see Other disclosures we may make, below) or unless the law allows them to do so.

How long we keep it

We keep the personal information that you give to us throughout the period of your mentoring programme and for a reasonable period after the programme ends, after which we will delete it or anonymise it (if we wish to use it for further research purposes).

If you are a mentor

Purpose and legal basis for processing

Our purpose is to enable you to participate in a mentoring programme, and to manage and administer the mentoring and ensure that the individuals you mentor benefit from it as expected.

The legal basis we rely on to process your personal data depends on whether you contract  with us directly to provide mentoring or whether you work for a corporate client and they nominate you as a mentor, and on the information concerned, and is as follows:

  • The processing is necessary for the performance of a contract to which you are a party or to take steps at your request to enter into such a contract (if you contract with us directly) – article 6(1)(b) GDPR.

  • The processing is necessary for the purpose of legitimate interest pursued by us (in providing a mentoring service), by your employer or sponsor (in nominating you as a mentor) or by the individuals that you mentor – article 6(1)(f) GDPR.

  • Where you are asked to provide us with certain special categories of personal data (for example, with regard to gender, ethnic grouping, sexuality and the like), this will in addition to any other ground be subject to your explicit consent – article 9(2)(a) GDPR.

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).
•    Information necessary to facilitate the mentoring, such as your:

o    job title;
o    organisation;
o    photo;
o    years of experience (general or specific);
o    gender;
o    specialism;
o    skills.

•    Background information relating to you, such as your:

o    achievements and things you are proud of;
o    hobbies and interests;
o    values and behaviour. 

When we receive information from you, we will set up a file which will normally include your contact details and any other information you have given us as set out above.

Why we need it

We need this information from you in order to match you with an appropriate individual to mentor and to manage and administer the mentoring programme while it is taking place.

What we do with it

We will use your personal information to match you with an appropriate individual to mentor and to manage and administer the mentoring while it is taking place.

Once an individual has been selected for you to mentor, we will share the information set out above with the individual concerned in order to enable the mentor to benefit from the mentoring by you.  If you have been put forward as a mentor by your employer, we will also disclose the information that you give us (but not anything that is discussed between you and your mentee) to the programme partner at your employer (that is, the person at your employer that is responsible for managing the programme on behalf of your employer).

Other than any individual that you mentor and your employer (as set out above), no third parties will have access to your personal information other than as set out in this policy (see Other disclosures we may make, below) or unless the law allows them to do so.

How long we keep it

We keep the personal information that you give to us throughout the period of your mentoring programme and for a reasonable period after the programme ends, after which we will delete it or anonymise it (if we wish to use it for further research purposes).

If you come to one of our workshops

Purpose and legal basis for processing

Our purpose is to advertise, provide and manage the workshop and to ensure that the attendees benefit from it as expected.

The legal basis we rely on to process your personal data is as follows:

•    The processing is necessary for the purpose of legitimate interest pursued by us (in providing the workshop) or by your employer or sponsor (in providing you with attendance at the workshop) – article 6(1)(f) GDPR.

•    You have given your consent to the processing (if you are an individual and we are not contacting you in your capacity as an employee of a UK corporate business and if we wish to contact you for direct marketing purposes – article 6(1)(a) GDPR

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).
•    Any dietary or other special requirements relating to you.

Why we need it

We need this information from you in order to market the workshop, to enable your attendance at the workshop, to provide the workshop and to facilitate your participation in the workshop.

What we do with it

We will use your personal information to market the workshop to you, to enable your attendance at the workshop, to provide the workshop and to facilitate your participation in the workshop.

We will share the information with anyone who assists us with the management and delivery of the workshop and (with the exception of any dietary or other special requirements) with the other attendees at the workshop.

How long we keep it

We keep the personal information that you give to us throughout the period of your mentoring programme and for a reasonable period after the programme ends, after which we will delete it or anonymise it (if we wish to use it for further research purposes).

If you organise an event in which we participate

Purpose and legal basis for processing

Our purpose is to enable us to attend and participate in the event.

The legal basis we rely on to process your personal data is as follows:

•    The processing is necessary for the purpose of legitimate interest pursued by us (in attending and participating in the workshop) or by your employer (in being involved in the organisation of the workshop) – article 6(1)(f) GDPR.

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).

Why we need it

We need this information from you in order to organise and enable our attendance and participation in the workshop.

What we do with it

We will use your personal information to organise and enable our attendance and participation in the workshop

We will share the information with anyone who assists us with our attendance and participation in the workshop.

How long we keep it

We keep the personal information that you give to us until the workshop has been delivered and then for a reasonable period after the programme ends, after which we will delete it.

If you are a client of ours, or work for a corporate client of ours

Purpose and legal basis for processing

Our purpose is to market, provide and manage and administer the provision of our services to your or your employer (as the case may be).

The legal basis we rely on to process your personal data depends on whether you deal or contract with us directly as an individual or whether you work for a corporate client  and they deal or contract with us, and is as follows:

•    The processing is necessary for the performance of a contract to which you are a party or to take steps at your request to enter into such a contract (if you contract with us directly) – article 6(1)(b) GDPR.

•    The processing is necessary for the purpose of legitimate interests pursued by us (in providing our services) or by your employer (in being provided with our services) – article 6(1)(f) GDPR.

•    You have given your consent to the processing (if you are an individual and we are not contacting you in your capacity as an employee of a UK corporate business and if we wish to contact you for direct marketing purposes – article 6(1)(a) GDPR

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).

Why we need it

We need this information in order to market, provide, and to manage and administer the provision of, our services to you or your employer (as the case may be).

What we do with it

We will use your personal information to market, provide, and to manage and administer the provision of, our services to you or your employer (as the case may be).

We will share the information with anyone (for example, a sub-contractor) who assists us with the marketing, management and delivery of our services to you or your employer.

How long we keep it

We keep the personal information that you give to us until the provision of the services has been completed and then for a reasonable period years after the provision of the services ends, after which we will delete it.

If you are a supplier of ours, or work for a corporate supplier of ours

Purpose and legal basis for processing

Our purpose is to receive and to manage and administer the receipt of your goods or services or those of your employer (as the case may be).

The legal basis we rely on to process your personal data depends on whether you contract  with us directly or whether you work for a corporate client and they contract with us, and is as follows:

•    The processing is necessary for the performance of a contract to which you are a party or to take steps at your request to enter into such a contract (if you contract  with us directly) – article 6(1)(b) GDPR.

•    The processing is necessary for the purpose of legitimate interests pursued by us (in receiving the goods of services), by your employer (in providing the goods or services) – article 6(1)(f) GDPR.

The information that we collect

We collect the following personal information relating to you:

•    Your name.
•    Who you work for.
•    Your address, phone number, email address or other contact details (these details may relate to your work or to you personally, depending on the nature of our relationship with you or the person that you work for).
•    Financial details to the extent required to pay you (if you are an individual supplier)

Why we need it

We need this information in order to receive, and to manage and administer the receipt of, the goods or services from you or your employer (as the case may be).

What we do with it

We will use your personal information to receive, and to manage and administer the receipt of, the goods or services from you or your employer (as the case may be).
 
We will share the information with anyone (for example, a sub-contractor) who assists us with the management and receipt of the goods or services from you or your employer.

How long we keep it

We keep the personal information that you give to us until the provision of the goods or services has been completed and then for a reasonable period after the provision of the goods or services ends, after which we will delete it.

Other disclosures of your information we may make

We may disclose your personal data to third parties:

•    In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets subject to the terms of this privacy policy.

•    If we or substantially all of our assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

•    If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of supply terms and other agreements with you; or to protect the rights, property, or our safety or that of our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where do we process personal data?

The data that we process in relation to you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") that may not be subject to equivalent data protection law. It may also be processed by staff situated outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of a programme delivery, the processing of payment details and the provision of support services. 

Where personal data is transferred in relation to providing our services we will take all steps reasonably necessary to ensure that it is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism which may include by entering into EC approved standard contractual clauses relevant to transfers of personal information (see http://ec.europa.eu/justice/dataprotection/internationaltransfers/transfer/index_en.html) and that it is treated securely and in accordance with this privacy policy.

All personal data processed by us is stored securely. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our mentoring or learning platforms, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Your rights

Under data protection law, you have certain rights.  Your rights depend on our reason for processing your personal information.

•    You may request access to the personal data concerned (please see the section on obtaining access to your personal data, below).

•    You may request that incorrect personal data that we are processing be rectified.

•    In certain circumstances (normally where the personal data has been provided by you and it is no longer necessary for us to continue to process it), you may be entitled to request that we erase the personal data concerned.

•    Where we are processing personal data relating to you on the basis of your prior consent to that processing, you may withdraw your consent at any time, after which we shall stop the processing concerned.

If you have a complaint about any processing of your personal data being conducted by us, you can contact us or lodge a formal compliant with the Information Commissioner.

How to withdraw your consent to processing

You can withdraw your consent to any relevant processing of personal data:

•    By emailing us at kate@women-ahead.org

•    By writing to us at the address below.

How to exercise your right of access to your personal data

You can exercise your right of access to your personal data:

•    By emailing us at kate@women-ahead.org

•    By writing to us at the address below.

Please note that we may be required to ask you for further information in order to confirm your identity before we provide the information requested.

Our details – contacting us

Our full details are:

Moving Ahead Ltd
35A Hart Street
Henley on Thames
RG9 2AR

Contact:        Kate Gupta
Phone:        01491 579 726
Email:        kate@women-ahead.org