Legal

Privacy Policy

Last updated: 6 April 2026

Mentric Ltd ("Mentric", "we", "us", or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share information when you use our website at www.mentriccoaching.com and our platform at app.mentriccoaching.com (together, the "Service").

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully to understand how we handle your information.

1. Data controller

The data controller responsible for your personal data is:

Where a coaching organisation or independent coach uses Mentric to manage their coaching engagements, they may act as the data controller for their coachees' data and Mentric acts as a data processor on their behalf.

2. What data we collect

We collect the following categories of personal data depending on how you interact with the Service:

Account information

  • Name, email address, and profile details you provide when creating an account.
  • Organisation name and role (coach, coachee, administrator).
  • Password (stored securely using industry-standard hashing. We never store passwords in plain text).

Coaching data

  • Session notes, session records, and session schedules.
  • Goals, actions, and progress tracking data.
  • Assessment responses, scores, and feedback (including 360-degree assessments).
  • Messages exchanged between coaches and coachees within the platform.
  • Reflective practice entries, CPD records, and supervision logs.

Technical data

  • IP address, browser type and version, operating system, and device information.
  • Pages visited, time spent on pages, and navigation paths.
  • Authentication tokens, CSRF tokens, and session identifiers stored in cookies.

Contact form data

  • Name, email address, organisation, and any message content submitted through our contact or demo booking forms.

3. How we use your data

We use personal data for the following purposes:

  • Providing the Service: to operate, maintain, and deliver the coaching platform, including managing your account, facilitating coaching engagements, and generating reports.
  • Communication: to respond to enquiries, send service-related notifications (e.g. session reminders, assessment invitations), and provide customer support.
  • Security and authentication: to verify your identity, protect against unauthorised access, and maintain the integrity of the platform.
  • Improvement: to analyse usage patterns (in aggregate and anonymised form) to improve the Service, fix issues, and develop new features.
  • Legal obligations: to comply with applicable laws, regulations, and legal processes.

We do not use your personal data for advertising purposes. We do not sell, rent, or trade your personal data to any third party.

4. Legal basis for processing

Under the UK GDPR, we rely on the following legal bases to process your personal data:

  • Performance of a contract: processing is necessary to provide the Service you have signed up for, including managing your account, delivering coaching tools, and facilitating communication between coaches and coachees.
  • Legitimate interests: processing is necessary for our legitimate interests in improving the Service, ensuring platform security, and providing customer support, provided those interests are not overridden by your rights and freedoms.
  • Consent: where you have given specific consent for optional processing, such as enabling third-party meeting transcription services. You may withdraw consent at any time.
  • Legal obligation: processing is necessary to comply with a legal obligation to which we are subject.

5. Data sharing and third parties

We do not sell your personal data. We share data only in the following limited circumstances:

Service providers

We use a small number of trusted third-party services to operate the platform:

  • Microsoft Azure: cloud hosting and infrastructure. All data is stored in UK-based data centres.
  • Formspree: processes contact form submissions on our marketing website.
  • Fireflies.ai: optional meeting transcription service, used only when explicitly enabled by the user. Meeting data is processed in accordance with Fireflies.ai's own privacy policy.

Each service provider is bound by contractual obligations to process your data only for the purposes we specify and in accordance with applicable data protection law.

Within coaching relationships

Certain data is shared between participants in a coaching relationship as part of the normal operation of the Service. For example, a coach can see their coachees' session notes, goals, and assessment results. Administrators within an organisation may have access to aggregated or individual coaching data, depending on the permissions configured by the organisation.

Legal requirements

We may disclose your personal data if required to do so by law, regulation, or legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

6. Data storage and security

Your data is stored on Microsoft Azure infrastructure located in UK data centres. We implement appropriate technical and organisational measures to protect your personal data, including:

  • Encryption of data in transit (TLS/HTTPS) and at rest.
  • Cookie-based authentication with CSRF token protection to prevent cross-site request forgery.
  • Role-based access controls ensuring users can only access data relevant to their role.
  • Regular security reviews and monitoring of our infrastructure.

While we take all reasonable steps to protect your data, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to maintaining industry-standard protections.

7. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Active accounts: your data is retained for as long as your account is active and you continue to use the Service.
  • After cancellation: following account cancellation or termination, we retain your data for 30 days to allow for data export, after which it is permanently deleted.
  • Contact form submissions: retained for up to 12 months after your enquiry has been resolved.
  • Usage and analytics data: retained in anonymised or aggregated form for up to 24 months.
  • Legal requirements: where we are required by law to retain certain data for a longer period (e.g. for tax or accounting purposes), we will do so in accordance with the applicable legal requirements.

8. Cookies

We use cookies to operate the Service. Here is how we use them:

Essential cookies

These cookies are strictly necessary for the platform to function. They include:

  • Authentication cookies: HTTP-only cookies that maintain your logged-in session.
  • CSRF tokens: cookies used to protect against cross-site request forgery attacks.

These cookies do not track you across other websites and are not used for advertising or analytics purposes.

Analytics

We may use anonymised, aggregate analytics to understand how the Service is used and to improve the user experience. We do not use third-party advertising cookies or tracking pixels.

You can manage your cookie preferences through your browser settings. Please note that disabling essential cookies may prevent the platform from functioning correctly.

9. Your rights

Under the UK GDPR, you have the following rights in relation to your personal data:

  • Right of access: you can request a copy of the personal data we hold about you.
  • Right to rectification: you can ask us to correct inaccurate or incomplete data.
  • Right to erasure: you can request that we delete your personal data, subject to any legal obligations that require us to retain it.
  • Right to restrict processing: you can ask us to limit how we process your data in certain circumstances.
  • Right to data portability: you can request an export of your data in a structured, commonly used, machine-readable format.
  • Right to object: you can object to processing based on legitimate interests.
  • Right to withdraw consent: where processing is based on consent, you can withdraw that consent at any time.
  • Rights related to automated decision-making: you have the right not to be subject to a decision based solely on automated processing that produces legal effects or significantly affects you.

To exercise any of these rights, please contact us at privacy@mentric.io. We will respond to your request within one month, as required by law.

If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. International data transfers

Your data is primarily stored and processed within the United Kingdom. Where any third-party service provider processes data outside the UK, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Government or an adequacy decision by the Secretary of State.

11. Children's privacy

The Service is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a person under 18, we will take steps to delete that information promptly.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or through the platform.

We encourage you to review this policy periodically. Your continued use of the Service after any changes take effect constitutes your acceptance of the updated policy.

13. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

14. Governing law

This Privacy Policy is governed by and construed in accordance with the laws of England and Wales.

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