Privacy Policy

1. Information We Collect

a. Information You Provide Directly

• Account Information: Name, email address, password, and account preferences.
• Profile Information: Professional details, biographical information, photos, and other content you choose to include on your profile.
• Payment Information: Payment method details processed through Stripe. We do not store your full credit card details on our servers.
• Communications: Messages and other content you send through the Platform.
• Session Content: Materials, feedback, and reviews you provide in connection with mentoring sessions.
• Onboarding Information: Responses submitted during account setup.

b. Information Collected Automatically

• Device & Usage Data: IP address, browser type, operating system, device identifiers, pages visited, actions taken, timestamps, and referring URLs.
• Session Recordings: Sessions are recorded by default when both participants have Session Recording & Notes enabled. See Section 6 (AI, Recordings & Automated Processing) for full details.
• Session Replay Data: We use analytics tools that may record how you interact with the Platform — including mouse movements, clicks, and scrolling — for product improvement. Sensitive inputs (such as passwords and payment fields) are masked or excluded.
• Log Data: Server logs including access times, error logs, and API request data.

c. Information from Third Parties

• Authentication Providers: If you sign up or log in through a third-party service (e.g., Google, social login), we receive your name and email address from that provider.
• Calendar Data: If you connect your Google Calendar, we access your calendar events to manage scheduling and avoid conflicts.
• Payment Processors: Stripe provides us with transaction confirmations and limited payment details necessary to process your purchases.

2. How We Collect Information

• Directly from you when you create an account, complete your profile, book sessions, send messages, submit reviews, or make purchases.
• Automatically through cookies, pixels, session replay tools, and similar technologies when you use the Platform.
• From third-party services that you authorize to share data with us (e.g., Google Calendar, authentication providers, Stripe).

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Platform and its features.
• Facilitate mentor-mentee matching, session booking, and scheduling.
• Process payments, subscriptions, credit purchases, gift cards, and mentor payouts.
• Enable direct messaging and communication between users.
• Record and store video sessions and provide AI-powered features when enabled by participants (see Section 6).
• Send transactional emails (booking confirmations, reminders, receipts, review requests).
• Provide customer support via in-app messaging.
• Analyze Platform usage to improve features, performance, and user experience.
• Detect, prevent, and address fraud, abuse, and security issues.
• Comply with legal obligations and enforce our Terms & Conditions.
• Send promotional communications (with your consent, where required by law).
• Manage our affiliate and referral programs.
• Operate our community platform features.

4. Third-Party Services & Data Sharing

We share data with third-party service providers to operate and improve the Platform. We may also share aggregated or de-identified data that cannot reasonably be used to identify you. These providers fall into the following categories:

We may also disclose your information if required by law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5. Cookies & Tracking Technologies

We use the following types of cookies and similar technologies:

Most web browsers allow you to control cookies through their settings. Note that disabling certain cookies may impact your ability to use the Platform.

6. AI, Recordings & Automated Processing

MentorPass uses artificial intelligence and session recording features to enhance the mentoring experience. Below is how session recording, transcription, and AI processing work on the Platform.

a. Session Recording

Session Recording & Notes is an account-level setting that is enabled by default. When both participants have this setting enabled, sessions are automatically recorded when the session begins. A recording indicator is visible to both participants throughout the session, and either participant may turn recording off (or back on) at any point during the session.

Even if a participant has disabled Session Recording & Notes in their account settings, either participant may still turn recording on during the session. In that case, the video is captured and stored, but it will not be processed by AI (see below).

Recordings are stored securely and are accessible only to the session participants through the Platform.

b. AI Processing of Recordings

AI processing of recordings — to generate session notes, summaries, and transcripts — occurs only when both participants have Session Recording & Notes enabled in their account settings. If either participant has this setting disabled, the recording will not be processed by AI. The video will still be available, but no notes, summaries, or transcripts will be generated.

AI is also used elsewhere on the Platform (such as search and recommendations) and does not rely on your session recordings.

c. Your Control

• During a session: Either participant may turn recording off or on at any time using the recording button. The recording status is visible to both participants.
• In your account settings: Disable Session Recording & Notes to prevent automatic recording and AI processing. Note that either participant may still start recording during a session, even with this setting off.
• Previously generated AI outputs (such as session notes) remain accessible unless you delete them.
• To request deletion of recordings or AI-generated content, contact us at team@mentorpass.co.

d. Data Handling & Commitments

• Session content is processed solely to deliver AI-powered features to session participants.
• Third-party AI providers process your data under contractual terms that prohibit them from using your content for any purpose other than performing services for MentorPass — including prohibiting use of your content to train their models.
• We may use aggregated, de-identified data derived from Platform usage to improve our services and develop new features.
• AI-generated content (including session notes) may contain inaccuracies. It is provided for convenience, not as a definitive record, and MentorPass is not liable for decisions made based on it.

7. Data Retention & Deletion

• We retain your account data for as long as your account is active or as needed to provide services.
• Session recordings are retained for a reasonable period to allow user access, after which they may be automatically deleted.
• Messages and conversation history are retained until you delete them or close your account.
• Payment transaction records are retained as required by applicable tax and financial regulations.
• Upon account deletion, we will remove your personal information within 30 days, except where retention is required by law or for legitimate business purposes (e.g., fraud prevention, dispute resolution).

8. Your Rights & Choices

Depending on your location, you may have the following rights regarding your personal information:

All Users

• Access & Portability: Request a copy of the personal data we hold about you.
• Correction: Update or correct inaccurate information in your account settings or by contacting us.
• Deletion: Request deletion of your account and associated personal data.
• Communication Preferences: Opt out of promotional emails using the unsubscribe link in any marketing email.
• Cookie Controls: Manage cookie preferences through your browser settings.

California Residents (CCPA)

Under the California Consumer Privacy Act, you have additional rights:

• Right to know what personal information is collected, used, and shared.
• Right to delete personal information held by us.
• Right to opt out of the sale of personal information.
• Right to non-discrimination for exercising your privacy rights.

European Economic Area & UK Residents (GDPR)

If you are located in the EEA or UK, you have additional rights under the General Data Protection Regulation:

• Right to restrict or object to processing of your data.
• Right to data portability in a machine-readable format.
• Right to withdraw consent at any time where processing is based on consent.
• Right to lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at team@mentorpass.co. We will respond to verified requests within 30 days (or as required by applicable law).

9. Children's Privacy

The Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal information, please contact us at team@mentorpass.co.

10. Security

We implement industry-standard security measures to protect your personal information, including encryption in transit (TLS/SSL), secure payment processing through Stripe (PCI DSS compliant), access controls, and regular security monitoring. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

11. International Data Transfers

MentorPass is based in the United States. If you access the Platform from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. By using the Platform, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence. Where required, we use appropriate safeguards (such as standard contractual clauses) to ensure your data is protected in accordance with this Privacy Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting the updated policy on this page with a revised "Effective Date" and, where required, by sending you an email notification. Your continued use of the Platform after any changes indicates your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: