Mentoring Program Guidelines & Privacy Policy for Women in Tech Mentoring Program

1. Introduction

The Women in Tech Mentoring Program ("we," "our," or "us") is committed to protecting the privacy and personal data of all participants, including mentors and mentees. This Privacy Policy outlines how we collect, use, store, and protect your information in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

2. Information We Collect

We collect personal data to facilitate meaningful mentoring relationships. The types of information collected include:

• Personal Identifiers: Full name, email address, phone number, and location.
• Professional Information: Employment history, educational background, skills, and areas of expertise.
• Demographic Information: Age, gender, and other relevant details to support diversity and inclusion.
• Mentorship Status Data: The list of mentors and mentees connected on various stages.
• Usage Data: Information about how you use our website and services.

3. How We Use Your Information

Your personal data is used for the following purposes:

• Program Administration: To match mentors and mentees based on interests, goals, and expertise.
• Communication: To send updates, newsletters, and information related to the mentoring program.
• Improvement of Services: To analyze feedback and usage data to enhance our program offerings.
• Legal Compliance: To fulfill legal obligations and respond to lawful requests from authorities.

4. Data Sharing and Disclosure

We do not sell or rent your personal data. However, we may share your information with:

• Service Providers: Third-party vendors who assist in operating our website and services, bound by confidentiality agreements.
• Legal Authorities: When required by law or to protect our rights and safety.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure servers, and regular security assessments.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Upon termination of your participation in the program, your data will be securely deleted or anonymized.

7. Your Rights

Under the GDPR, you have the following rights:

• Access: To request access to your personal data.
• Rectification: To correct inaccurate or incomplete data.
• Erasure: To request deletion of your data.
• Restriction: To limit processing of your data.
• Data Portability: To receive your data in a structured, commonly used format.
• Objection: To object to processing based on legitimate interests.

To exercise these rights, please contact us at cyprus@women-in-tech.org.

8. Roles, Expectations, and Code of Ethics

8.1 Overview

The Women in Tech Mentoring Program is dedicated to fostering a supportive, ethical, and inclusive environment where mentors and mentees can engage in meaningful professional development. This section outlines the roles, expectations, and ethical standards that underpin our mentoring relationships.

8.2 Roles and Responsibilities

Mentors

Mentors are expected to:

• Offer a Complimentary Session: The mentor agrees to provide the first hour of mentorship free of charge. Subsequent sessions will be subject to mutual agreement between the mentor and mentee regarding their status as complimentary or paid.
• Qualifications: Mentors should possess relevant experience in the relevant industry and a commitment to supporting mentees' growth.
• Provide Guidance: Offer insights, share experiences, and provide constructive feedback to support mentees' growth.
• Maintain Professional Boundaries: Establish clear boundaries to preserve the integrity of the mentoring relationship.
• Demonstrate Commitment: Honor agreed-upon meeting schedules and be fully present during interactions.
• Promote Inclusivity: Respect diverse backgrounds and perspectives, fostering an environment of equality and understanding.

Mentees

Mentees are expected to:

• Engage Actively: Take initiative in setting goals, seeking feedback, and applying insights gained.
• Respect Boundaries: Honor the professional nature of the relationship and adhere to established guidelines.
• Be Open to Feedback: Receive constructive criticism with an open mind and a willingness to grow.
• Maintain Confidentiality: Protect the privacy of discussions and shared information.

8.3 Code of Ethics

Confidentiality

All information shared within the mentoring relationship is to be kept confidential, unless disclosure is required by law or agreed upon by both parties. This includes personal experiences, professional challenges, and any sensitive data.

Transparency

Both mentors and mentees should communicate openly about expectations, goals, and any potential conflicts of interest. Transparency fosters trust and ensures alignment throughout the mentoring journey.

Professional Integrity

Participants are expected to act with honesty and uphold the highest standards of professional conduct. This includes being truthful about qualifications, experiences, and maintaining consistency between words and actions.

Non-Judgmental Space

The mentoring environment should be one where individuals feel safe to express themselves without fear of judgment. Mentors and mentees must approach conversations with empathy, active listening, and an openness to diverse perspectives.

Commitment to Growth

Both parties should be dedicated to continuous learning and development. This involves setting clear objectives, regularly reviewing progress, and being receptive to feedback.

Respect and Inclusivity

All interactions should be grounded in mutual respect, recognizing and valuing the unique backgrounds and experiences each individual brings. Discrimination, harassment, or any form of bias will not be tolerated.

9. Rules and Guidelines

• Confidentiality: All discussions between mentors and mentees are confidential unless disclosure is required by law.
• Professionalism: Participants must conduct themselves respectfully and professionally.
• Boundaries: Personal relationships beyond the mentoring scope are discouraged to maintain objectivity.
• Feedback: Regular feedback is encouraged to improve the mentoring experience.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated effective date. Continued participation in the program constitutes acceptance of the revised policy.

11. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

Email: cyprus@women-in-tech.org