Last updated: 16 August 2026
mentorhero uses photographs and video of real people to show how the service works and to promote it. This page explains what we capture, where it appears, what we will and will not do with it, and how to ask us to stop.
Read it alongside our Privacy policy, which covers everything else we hold about you.
1. Who this applies to
Anyone who appears in mentorhero imagery. You do not need a mentorhero account for this page to apply to you.
That includes, but is not limited to:
- mentors and mentees
- people photographed at a Mentor Academy Day
- colleagues and contributors who appear in product screens, guides and how to steps
- partner contacts who take part in filming
- people photographed at events mentorhero hosts, attends, exhibits at or speaks at, including conferences, careers fairs, panels and awards
2. What we mean by images
Photographs, video, and any audio captured at the same time. It covers what we photograph ourselves, what a photographer captures on our behalf, and anything you send us for the purpose, such as a headshot.
Mentoring sessions themselves are not covered here. What happens in a session is dealt with in our Privacy policy.
3. Where images appear
- The mentorhero app, including how to steps, onboarding screens, guides and help content
- The mentorhero website and landing pages
- Social media, email and press
- Printed and digital publications, and event materials
- Presentations shown to clients, partners and investors
- Content produced for a partner after an Academy Day, which that partner may publish on its own channels
4. Three different routes
There are three ways your image can end up with us, and they work differently. This matters, so it is worth knowing which applies to you.
If you signed a photo release. This is what we ask for when someone is photographed or filmed deliberately, for example at an Academy Day, at a shoot, or for the how to steps in the app. The release grants us a permanent licence to use those images. It cannot be cancelled, because the images get built into product screens and printed material that cannot practically be unpicked. You can still ask us to stop using a particular image and we will consider it properly, but it is a request rather than a right. Section 9 explains this.
If you agreed in the app. Your profile photo is the usual example. We will only use it in marketing if you have separately agreed to that, and you can withdraw that agreement at any time. Withdrawing changes nothing else about your account, and your photo carries on being used inside mentorhero for matching and for sessions.
If you were photographed at an event. We take photographs and video at events we host, attend, exhibit at and speak at. Where it is practical we make it clear that photography is happening, by signage at our stand, a note from the organiser, or simply by asking. We are not always in control of the venue or its notices, so this is not always possible. We rely on legitimate interests here, explained in section 8. If you would rather we did not use a photograph of you, tell us and we will remove it from everything we control, without needing a reason. Section 9 explains how.
5. How we edit images
We may crop, resize, retouch, recolour, mask and animate images, and combine them with graphics, illustration and text. We may use them as the basis for icons, illustrations and screenshots.
We will not edit an image in a way that misrepresents you or puts you in a context you would not recognise.
6. Your name and organisation
Where it is relevant, we may show your name, job title and a short biography alongside an image, together with the name and logo of the organisation you worked for when the image was taken. If you would rather one of those was not used, tell us and we will leave it out.
7. Artificial intelligence
We use AI assisted tools for practical editing jobs such as cropping, background removal, upscaling, tagging and captioning.
We do not use your images to train AI models, and our suppliers are contractually prevented from doing so. We do not create synthetic or AI generated depictions of you.
8. Our legal basis
For images used to illustrate, explain and promote mentorhero, including photography at events, our basis is legitimate interests. We have weighed our interest in showing real people and real events against your interests and rights. You can ask us for that assessment, and you have the right to object under Article 21 of the UK GDPR.
For a profile photo used in marketing, our basis is your agreement, which you can withdraw at any time.
9. Asking us to stop
Email privacy@mentorhero.com and tell us which image, and where you saw it. If it was taken at an event, telling us roughly when and where is usually enough for us to find it.
If you signed a release, we are not obliged to remove it, but we will look at every request properly and we will normally act on it. We cannot recall anything already printed, or anything a partner or a third party has already published on their own channels.
If you did not sign a release, including anyone photographed at an event, we will remove the image from everything we control and we will not ask you to justify the request.
Either way, this is separate from your data protection rights, including your right to object, which are set out in our Privacy policy.
10. How long we keep images
We keep images while they are in use, and for two years after we last use them, after which they are deleted from our systems. Signed releases are kept for six years, because they are the record of an agreement.
Deleted material disappears from mentorhero straight away. It may persist a little longer in our encrypted backups before those are overwritten in the normal course of things.
11. Photographs of people under 18
We do not arrange, direct or publish an identifiable photograph or video of anyone under 18 for marketing without written agreement from a parent or guardian, or from the school, college or university responsible for them at the time.
At events such as careers fairs, young people may be present in a room we do not control, and may appear incidentally in a wide or crowd shot. We do not publish an image where someone under 18 is the subject or is clearly identifiable. If one is published in error, we will remove it immediately on request from the young person, a parent or guardian, or their school, college or university, and we will not ask for a reason.
12. Contact us
Mentorhero Limited (company number 16861069) 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ privacy@mentorhero.com