Privacy Policy

Privacy Policy

PRIVACY POLICY

MentorPlace is an online platform (found at www.mentorplace.net) that enables schools and nonprofits around the world that have received a grant from the IBM International Foundation (“IIF”) to implement online, asynchronous mentoring programs that pair adult professionals with students in a safe and secure environment. The platform provides programs with the ability to focus mentoring relationships on academic assistance and career counseling, while letting students know that adults care about their issues and concerns.

While anyone can visit this website, only schools and non-profit organizations that have received a grant from the IIF can access and use the MentorPlace platform. Such schools and non-profits that have received grants to access and use the MentorPlace platform are referred to as “Grant Sites” in this privacy policy.

MentorPlace recognizes the importance of protecting the information we may collect from visitors to this site. This privacy statement describes the privacy practices for the MentorPlace Web site.

This privacy statement is effective as of January 1, 2015.

From time to time, we may supplement this privacy statement with additional information relating to a particular interaction we have with you.

Collecting personal information

  • Visitors to the MentorPlace website

You can visit this website without being asked to provide any information about yourself.

The website has a Contact Us tab where you can find contact information for the MentorPlace Platform. You may choose to share personal information with us if you contact IIF using the contact information in the Contact Us tab.

  • Users of the MentorPlace platform

To access the MentorPlace platform itself, users affiliated with Grant Sites must register (or be registered by their Program Manager). Information collected at registration is used by IIF and the Grant Site to manage the online mentoring program.

Users of the MentorPlace platform are required to provide a unique username and password. Usernames and passwords are either selected by the user or are generated automatically by the platform. Users must keep their usernames and passwords secret and may not permit others to use them.

Users of the MentorPlace platform may also contact the IIF using the contact form in the Contact Us tab or the contact information in this privacy policy. For problem resolution, this method of communication should be used by users only after the section of the website called "Help" has been reviewed. This method of communication also allows for certain information requests. If you use our "Contact Us" section from within the platform, you will be identified by your email address, your username or your name (depending on what you share).

  • Use of log files

Like most standard Web site servers, we use log files. This includes Internet protocol (IP) addresses, browser type, Internet service provider (ISP), referring/exit pages, platform type, date/time stamp, and number of clicks to analyze trends, administer the site, and track users' movement in the aggregate. IP addresses, etc. are not further linked to personally identifiable information.

Use of personal information and log files

If you give IIF personal information in your correspondence with IIF (using the contact information in the Contact Us tab or in this privacy policy), IIF will use that information only to respond to your correspondence as you indicate. This information is not used for any other purpose, and will not be disclosed to a third party, unless we are required to do so by law.

The personal information you share with IIF upon registering for the MentorPlace platform is used by IIF to set up your profile and register you for online mentoring activities. In addition, any mentoring communications by users through the MentorPlace platform are used by IIF to facilitate, enable and monitor your online mentoring activities. The Program Manager for the Grant Site (or his/her delegate) may also have access to mentoring communications through the MentorPlace platform for the same purposes.

IIF uses log files to analyze trends, administer the site, and track users' movement in the aggregate.

Sharing personal information

IIF generally does not share personal information it receives through correspondence through the Contact Us tab, unless the individual’s request requires that information be shared with a particular Grant Site or except as provided in the third paragraph of this subsection.

Registration information and mentoring communications by users of the MentorPlace platform will be shared with their particular Grant Site’s Program Manager and other individuals authorized by the Grant Site.

In addition, IIF will disclose personal information when required by law, if IIF has a good-faith belief that such action is necessary to protect IIF’s or IBM’s interests, your interests or the interests of a third party or in order to comply with a judicial proceeding, a court order or legal process served on our Web site.

The MentorPlace servers are located in the United States. This privacy statement and IIF’s practices for the MentorPlace platform are designed to provide a globally consistent level of protection for personal information all over the world.

Notice to Parents

Grant Sites that have been granted access to MentorPlace are required to get signed permission slips from the parents of all students under 18 years old that will participate in MentorPlace as mentees. Those permission slips explain how MentorPlace works and obtain parental consent to the collection and use of personal information from mentees on MentorPlace. For your convenience, such information is also provided in this privacy statement.

Mentees registering for the MentorPlace platform will be assigned a unique username and password for accessing MentorPlace online by their Grant Site. The information provided to IIF (consisting of first name, last name and email address) to create those usernames and passwords will only be used by IIF for purposes of creating the usernames and passwords, for monitoring the program and for producing reports relating to the program for use by IIF and the Grant Site.

At a high level, here’s how MentorPlace works:

  • Once mentors self-register or are registered by their Grant Site’s Program Manager, they must pass a background check process before they can participate in the program. Background checks are conducted by the Grant Site. At a minimum, background checks conducted by Grant Sites must include Identity Verification via social security trace, National Criminal with an additional county search when something is flagged and National Sex Offender search.

  • Mentees are registered by the Grant Site once have provided a signed parent permission form.

  • All Mentors and Mentees participating on MentorPlace are required to comply with the MentorPlace Code of Conduct.

  • Approved mentors and mentees are matched together by the Grant Site’s Program Manager.

  • Mentors and mentees log on to the MentorPlace platform, using their unique usernames and passwords. Once on their personal “desktop,” they work on assigned activities together on a regular basis, or can use the MentorPlace platform to send messages to one another that are not tied to specific activities.

  • Program Managers monitor participation through the MentorPlace platform.

Information provided by mentees is used by the IIF for two purposes: 1) to enable students to communicate with their mentors on online activities or through messages and 2) to enable Program Managers to gauge participation on the platform.

Right to review

Parents may request a review of the personal information collected from their child. IIF will make such information available if it has not already been deleted from our systems. You can do this by contacting us at the below contact information.

Subject to the IIF’s retention policies, parents have the right to have personal information collected from the child deleted, or refuse further collection and use by using the contact information below and requesting deletion.

Security

To help prevent unauthorized access and maintain data accuracy, we have put in place appropriate physical, electronic, and managerial procedures to safeguard the information we collect.

Tracking technology

We currently use standard tracking technology on our web site, commonly known as "cookies", to help us deliver a customized experience to users, as a placeholder for reloading settings on a particular page when you return to it and to help us determine which service and support information is appropriate to a user's machine. Our Web site will save a small temporary file on your computer only while you are visiting our site; it will be removed when you exit the MentorPlace Web site.

No personal information is gathered by IIF through the use of cookies, nor is personal information tied to the use of cookies while on our site. Our use of this technology does not mean that we automatically know any information about individual users -- we do not. However, some sites, which our site links to, may use cookies for other purposes. We have no control over the use of cookies on their sites. Again, we encourage you to be aware when you leave our site and to read the privacy statements of other sites you visit.

Retention

IIF will retain registration information and communications between mentors and mentees for at least five years for security purposes and as necessary to comply with our legal obligations.

Links to Other Web sites

MentorPlace may contain links to other Web sites. It is important that you understand that we are not responsible for the privacy practices of those other sites. You should be aware when you move from our site to other sites and you should read those other sites' privacy statements to find out their practices concerning personally identifiable information that you give them. We try to indicate when you are moving onto a site that is not under our control. This privacy statement applies only to MentorPlace and the MentorPlace Web site.

Notification of Changes

If we decide to change our privacy policy, we will post those changes on our Homepage so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We will use information in accordance with the privacy policy under which the information was collected.

Contact us

If you feel that MentorPlace is not abiding by this privacy statement, you should contact Webmaster at admin@mentorplace.net or Grace Suh at gracesuh@us.ibm.com.

Any inquiries about security, access, and use of information by the hosting entity should be addressed to the Webmaster at admin@mentorplace.net.