Introduction
Your privacy is important to us. This privacy statement explains the personal data Mentrik AI (DBA MentorMatch AI) processes, how we process it, and for what purposes. Mentrik AI provides MentorMatch AI, a web-based software that utilizes artificial intelligence to match students with mentors by seamlessly onboarding students, recruiting alumni, and managing the full mentorship process.
References to our products in this statement include MentorMatch AI services, websites, apps, and software.
1. Personal Data We Collect
Mentrik AI collects data from you, through our interactions with you, and through our products. You provide some of this data directly, and we get some of it by collecting data about your interactions, use, and experiences with our products. The data we collect includes:
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Information You Provide Directly: We collect information through student intake forms, resumes, and profiles. This includes your name, contact data, career goals, experience, personality fit, interests, and individual skills.
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Information from Your Organization: We integrate with your university's Student Information Systems (SIS) and alumni databases to build profiles automatically without manual entry.
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Information from Third Parties and Online Sources: We obtain data from third parties, including platforms like LinkedIn and Salesforce. Furthermore, to solve the shortage of mentors, we use API and AI-driven searches to scrape online data to identify and recruit volunteer alumni who are strong matches for your specific applicant pool.
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Device and Usage Data: We collect data about your device and the product and features you use, including information about your hardware, software, IP address, and browser configuration.
2. How We Use Personal Data
Mentrik AI uses the data we collect to provide you with rich, interactive experiences. In particular, we use data to:
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Create Matches: We use our proprietary AI algorithm to factor in career goals, experience, personality fit, and individual skills to ensure every mentorship connection is relevant, supportive, and highly compatible.
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Automate Logistics and Outreach: We use your contact information to handle AI-automated outreach, mentor recruitment, confirmation, and meeting setup. This includes AI-driven scheduling that coordinates across different time zones.
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Provide Institutional Oversight: We process matches and present them to your university or institution for review and approval before any connections are finalized.
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Improve and Develop Our Products: We use data to continually improve our products, including training and fine-tuning our AI matching models to ensure the most successful matches and create a scalable, high-quality mentorship program.
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Security and Troubleshooting: We use data to help secure and troubleshoot our products, detect fraudulent activities, and resolve problems.
3. Reasons We Share Personal Data
We share your personal data with your consent or as necessary to complete any transaction or provide any product you have requested or authorized.
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With Institutions: We share potential match data with your university administrators for review and approval before introductions are made.
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Between Users: We share relevant profile information between matched students and alumni to facilitate the mentorship connection.
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With Service Providers: We share personal data with vendors or agents working on our behalf to provide customer service, AI processing, or to assist in protecting and securing our systems.
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For Legal Reasons: We will retain, access, transfer, disclose, and preserve personal data when required to comply with applicable law or respond to valid legal processes.
4. Products Provided by Your Organization—Notice to End Users
If you use Mentrik AI's MentorMatch AI with an account provided by an organization you are affiliated with, such as your university or college, that organization can control and administer your product account, and access and process your data. Your use of the product is subject to your organization's policies, if any. You should direct your privacy inquiries, including any requests to exercise your data protection rights, to your organization’s administrator.
5. Regulatory Compliance and Data Privacy
Mentrik AI provides protected, secure data and is fully FERPA and GDPR compliant.
FERPA Compliance
For products provided by your educational institution, Mentrik AI complies with the Family Educational Rights and Privacy Act (FERPA). We do not collect or use student personal data beyond that needed for authorized educational or school purposes, and we do not sell or rent student personal data.
GDPR Compliance
For users located in the European Economic Area (EEA), the UK, or Switzerland, Mentrik AI provides data protection rights regardless of your location. We rely on a variety of legal reasons and permissions to process data, including with your consent, a balancing of legitimate interests, necessity to enter into and perform contracts, and compliance with legal obligations.
Under the GDPR, you have the right to:
- Request access to, erasure of, and updates to your personal data.
- Withdraw consent at any time, if data collection is based on your consent.
- Port your data elsewhere.
- Object to or restrict the use of your personal data by Mentrik AI.
U.S. State Data Privacy (CCPA)
If you are a U.S. resident, we process your personal data in accordance with applicable U.S. state data privacy laws, including the California Consumer Privacy Act (CCPA).
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Sale: We do not sell your personal data.
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Rights: You have the right to know what personal data we collect, use, and disclose; delete your personal data; correct your personal data; restrict the use of sensitive data; and receive a copy of your personal data.
A2P 10DLC & Automated Communications Compliance
Because Mentrik AI utilizes automated outreach campaigns to recruit alumni and schedule meetings, we comply with A2P 10DLC (Application-to-Person 10 Digit Long Code) messaging requirements.
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Consent: We only send automated SMS text messages to individuals who have expressly opted in or provided verifiable consent to receive such communications.
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Opt-Out: You can choose whether you wish to receive promotional or logistical communications from us by SMS, email, or telephone. You may opt out of SMS messaging at any time by replying "STOP" to any of our messages.
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Data Sharing Restrictions: Mobile phone numbers and SMS consent data collected for A2P 10DLC purposes will never be shared, sold, or disclosed to third parties or affiliates for marketing or promotional purposes.
6. Cookies and Similar Technologies
Our sites use cookies, which are small text files placed on your device to store data that can be recalled by a web server in the domain that placed the cookie. We use cookies and similar technologies for storing and honoring your preferences and settings, enabling you to sign in, combating fraud, and analyzing how our products perform. You can control the data stored by cookies and withdraw consent using browser-based cookie controls.
7. Security and Retention of Personal Data
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Security: Mentrik AI is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorized access, use, or disclosure. For example, we store the personal data you provide on computer systems that have limited access and are in controlled facilities.
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Retention: Mentrik AI retains personal data for as long as necessary to provide the products and fulfill the transactions you have requested, or for other legitimate purposes such as complying with our legal obligations, resolving disputes, and enforcing our agreements.
8. Changes to this Privacy Statement
We update this privacy statement when necessary to provide greater transparency or in response to changes in our products, data processing activities, or regulatory feedback. When we post changes to this statement, we will revise the "Last Updated" date at the top of the statement.
9. How to Contact Us
If you have a privacy concern, complaint, or question for the Mentrik AI privacy team, please contact your university administrator or reach out to us directly. We will respond to questions or concerns within a period no longer than 30 days or where otherwise required by law.