Who we are

The ELE Foundation ("ELE", "we", "us") is a charitable foundation that supports young people from poor and at-risk communities. This policy explains how we collect, use and protect personal information when you use our website or take part in our programmes.

Information we collect

• Contact and newsletter forms: your name, email address and message.
• Mentor and volunteer registration: contact details, location, education, work experience, skills, availability, references and your consent to background checks.
• Scholarship interest: your name, contact details, country and information about your studies.
• Donations: donations are processed by GoFundMe. We receive your name and donation amount, but never your card details.

How we use your information

• To respond to your enquiries and applications.
• To screen, match and support mentors and volunteers.
• To assess scholarship applications.
• To send newsletters and updates, only if you ask for them.
• To keep young people safe and meet our legal obligations.

Sharing your information

We never sell your information. We share it only with people who need it to deliver our work, such as background-check providers, referees you name, and trusted service providers who help us run our website and email. We require them to protect it.

How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as required by law. Unsuccessful applications are deleted after 12 months unless you ask us to keep them on file.

Keeping it secure

We use appropriate technical and organisational measures to protect your information from loss, misuse and unauthorised access.

Young people under 18

If someone under 18 applies for one of our programmes, we will ask for the consent of a parent or guardian before collecting more than basic contact details.

Your rights

You can ask to see, correct or delete the information we hold about you, or withdraw your consent at any time. You can unsubscribe from our emails using the link in every message.

Cookies, analytics and activity records

Website analytics. If you accept analytics in the banner, we record which pages you visit, how long you stay, the type of device you use and the website that sent you. We use this only to improve our website. You can change your choice at any time with "Cookie settings" at the bottom of every page.

Portal activity records. When you log in to the student, facilitator or admin portal, we keep a record of your log-in and log-out times, time spent, pages viewed and actions (for example registering for a course, uploading work, sending messages or posting notices). We need this to run the service, award certificates fairly, keep young people safe and prevent misuse.

Only ELE staff who are authorised by a chief admin can see these records. We never sell them, and we keep them for no longer than we need to (draft: 24 months), unless the law requires longer.

Contact us

For any privacy question or request, email info@elefoundationglobal.com, call +1 (647) 501-6635, or write to ELE Foundation, 710-2186 Gilmore Avenue, Burnaby, British Columbia, Canada. We may update this policy from time to time and will post the latest version here.

Our commitment

The safety and wellbeing of every young person we work with comes first. The ELE Foundation does not tolerate abuse, exploitation or neglect of any kind, and we take every concern seriously.

Who this policy covers

This policy applies to our board, staff, mentors, volunteers, trainers, partners and anyone acting on behalf of the ELE Foundation, online or in person.

Safer recruitment

• Every mentor, volunteer and trainer completes an application form.
• We check two references.
• We carry out background checks appropriate to the role and country.
• Everyone completes safeguarding orientation before working with young people.

Code of conduct

Everyone covered by this policy must:

• Treat young people with respect, patience and dignity.
• Avoid being alone and out of sight with a young person; meet in open or shared spaces.
• Hold online sessions on approved platforms, with a parent or guardian informed for anyone under 18.
• Not contact young people privately on personal social media or messaging apps outside agreed channels.
• Not give or accept money or personal gifts.
• Not take or share photos or stories of young people without written consent.
• Never use alcohol or drugs while working with young people.
• Report any concern immediately.

Online safety

Mentoring online follows the same standards as in person. Sessions take place on approved platforms, and we provide guidance on privacy and appropriate communication.

Photos and stories

We only share photos and stories of young people with their informed consent and, for anyone under 18, the written consent of a parent or guardian. We never share information that could identify where a young person lives.

Reporting a concern

If you are worried about a young person's safety, tell our Safeguarding Lead as soon as possible through our contact page, choosing "Safeguarding concern". If a young person is in immediate danger, contact local emergency services first.

We will listen, record the concern, act promptly and involve the appropriate authorities where needed. Anyone who raises a concern in good faith will be supported.

Safeguarding Lead

Our Designated Safeguarding Lead will be named here. They are responsible for training, handling concerns and keeping this policy up to date.

Review

The board reviews this policy every year, or sooner if the law or our work changes.