Evolon Data Protection Policy

Last Updated: January 26, 2024 v1.0

Introduction

This Privacy Policy explains how Evolon (“Evolon” or “we”) collects, stores, uses, discloses, shares, and transfers your information.

PLEASE READ THIS PRIVACY STATEMENT CAREFULLY BEFORE USING THE ENTIRE WEBSITE, SOFTWARE, AND SERVICES OF EVOLON (COLLECTIVELY, THE “EVOLON SERVICES”). BY USING EVOLON SERVICES, YOU AGREE TO THIS PRIVACY POLICY AND AGREE TO COLLECT, STORE, USE, DISTRIBUTE, SHARE, AND TRANSFER YOUR DATA ACCORDING TO THIS PRIVACY POLICY. WE MAY AMEND THIS PRIVACY POLICY AT ANY TIME, PROVIDED THAT CERTAIN PROVISIONS OF THIS PRIVACY POLICY ARE INCOMPLETE OR OBSOLETE AND THAT SUCH CHANGES ARE REASONABLE IN THEIR INTEREST. IF WE MAKE SIGNIFICANT CHANGES TO THIS PRIVACY STATEMENT, WE WILL PUBLISH THE NEW VERSION ON THE WEBSITE, WHICH WILL BECOME EFFECTIVE IMMEDIATELY.

The purpose of this document is to provide a concise policy statement regarding Evolon’s data protection obligations about the product Evolon Insites. This includes obligations in dealing with personal data to ensure that the organization complies with the requirements of the relevant legislation, namely the GDPR.

Rationale

Evolon must comply with the Data Protection principles set out in the relevant legislation. This Policy applies to all Personal Data collected, processed, and stored by Evolon in relation to its service providers and clients in the course of its activities.

Scope

The policy covers both personal and sensitive personal data held in relation to data subjects. The policy applies equally to personal data held in manual and automated form.

All Personal and Sensitive Personal Data will be treated with equal care by Evolon. Unless expressly stated otherwise, both categories will be equally referred to as Personal Data in this policy.

This policy should be read in conjunction with the associated Subject Access Request procedure, the Data Retention and Destruction Policy, the Data Retention Periods List, and the Data Loss Notification procedure.

Evolon, as a Data Controller

In the course of its daily organizational activities, Evolon acquires, processes, and stores personal data in relation to:

Customers of Evolon
Third-party service providers engaged with Evolon

In accordance with the GDPR, this data must be acquired and managed fairly. Not all staff members will be expected to be experts in Data Protection legislation. However, Evolon is committed to ensuring that its staff have sufficient awareness of the legislation in order to be able to anticipate and identify a Data Protection issue, should one arise. In such circumstances, staff must ensure that the Data Protection Officer is informed, and in order that appropriate corrective action is taken.

Due to the nature of the services provided by Evolon, there is regular and active exchange of personal data between Evolon and its Data Subjects. In addition, Evolon exchanges personal data with Data Processors on the Data Subjects’ behalf.

This is consistent with Evolon’s obligations under the terms of its contract with its Data Processors.

This policy provides the guidelines for this exchange of information, as well as the procedure to follow if a Evolon staff member is unsure whether such data can be disclosed.

In general terms, the staff member should consult with the Data Protection Officer to seek clarification.

Subject Access Requests

Any formal, written request by a Data Subject for a copy of their personal data (a Subject Access Request) will be referred, as soon as possible, to the Data Protection Officer, and will be processed as soon as possible in accordance with GDPR regulations.
It is intended that by complying with these guidelines, Evolon will adhere to best practices regarding the applicable Data Protection legislation.

Third-Party Processors

In the course of its role as Data Controller, Evolon engages a number of Data Processors to process Personal Data on its behalf. In each case, a formal, written contract is in place with the Processor, outlining their obligations in relation to the Personal Data, the specific purpose or purposes for which they are engaged, and the understanding that they will process the data in compliance with the GDPR legislation.

These Data Processors include:

Internal Evolon Support Staff
Amazon Web Services

The Data Protection Principles

The following key principles are enshrined in the GDPR legislation and are fundamental to the Evolon’s Data Protection policy.

In its capacity as Data Controller, Evolon ensures that all data shall:

1. … be obtained and processed fairly and lawfully.

For data to be obtained fairly, the data subject will, at the time data is collected, be made aware of:

The identity of the Data Controller: Evolon
The purpose(s) for which the data is being collected
The person(s) to whom the data may be disclosed by the Data Controller
Any other information that is necessary so that the processing may be fair.

Evolon will meet this obligation in the following way.

Where possible, the informed consent of the Data Subject will be sought before their data is processed.
Where it is not possible to seek consent, Evolon will ensure that collection of the data is justified under one of the other lawful processing conditions – legal obligation, contractual necessity, etc.;
Processing of the personal data will be carried out only as part of Evolon lawful activities, and Evolon will safeguard the rights and freedoms of the Data Subject;
The Data Subject’s data will not be disclosed to a third party other than to a party contracted to Evolon and operating on its behalf.

2. …. be obtained only for one or more specified, legitimate purposes.

Evolon will obtain data for purposes which it is specific, lawful, and clearly stated. A Data Subject will have the right to question the purpose(s) for which Evolon holds their data, and Evolon will be able to clearly state that purpose or purposes.

3. ….. not be further processed in a manner incompatible with the specified purpose(s).

Any use of the data by Evolon will be compatible with the purposes for which the data was acquired.

4. …. be kept safe and secure.

Evolon will employ high standards of security to protect the personal data under its care. Appropriate security measures will be taken to protect against unauthorised access to, or alteration, destruction or disclosure of any personal data held by Evolon in its capacity as Data Controller.

Access to and management of staff and customer records is limited to those staff members who have appropriate authorisation and password access.

5. … be kept accurate, complete and up to date where necessary.

Evolon will:

Ensure that administrative and IT validation processes are in place to conduct regular assessments of data accuracy;
Conduct periodic reviews and audits to ensure that relevant data is kept accurate and up-to-date.
Conduct regular assessments to establish the need to keep certain Personal Data.

6. … be adequate, relevant, and not excessive in relation to the purpose(s) for which the data were collected and processed.

Evolon will ensure that the data it processes in relation to Data Subjects are relevant to the purposes for which those data are collected. Data which are not relevant to such processing will not be acquired or maintained.

7. … not be kept for longer than is necessary to satisfy the specified purpose(s).

Evolon has identified an extensive matrix of data categories, with reference to the appropriate data retention period for each category. The matrix applies to data in both a manual and automated format.

Once the respective retention period has elapsed, Evolon undertakes to destroy, erase, or otherwise put this data beyond use.

8. … be managed and stored in such a manner that, in the event a Data Subject submits a valid Subject Access Request seeking a copy of their Personal Data, this data can be readily retrieved and provided to them.

Evolon has implemented a Subject Access Request procedure by which to manage such requests in an efficient and timely manner, within the timelines stipulated in the legislation.

Data Subject Access Requests

As part of the day-to-day operation of the organisation, Evolon’s staff engage in active and regular exchanges of information with Data Subjects. Where a formal request is submitted by a Data Subject in relation to the data held by Evolon, such a request gives rise to access rights in favour of the Data Subject.

There are specific time-lines within which Evolon must respond to the Data Subject, depending on the nature and extent of the request. These are outlined in the Data Subject Access Request process.

Evolon’s staff will ensure that, where necessary, such requests are forwarded to the Data Protection Officer in a timely manner, and they are processed as quickly and efficiently as possible, according to GDPR.

Implementation

As a Data Controller, Evolon ensures that any entity which processes Personal Data on its behalf (a Data Processor) does so in a manner compliant with the Data Protection legislation.

Failure of a Data Processor to manage Evolon’s data in a compliant manner will be viewed as a breach of contract and will be pursued through the courts.

Failure of Evolon’s staff to process Personal Data in compliance with this policy may result in disciplinary proceedings.

Changes to This Privacy Policy

If we make material changes to our privacy policy that may impact you, we will prominently post notice of the change on our website within a reasonable period prior to the change becoming effective. We recommend that you check the Privacy Policy frequently so that you are informed of any changes.

What kinds of information do we collect?

During the operation of Evolon Insites, mandatory or optional data about the service users and service providers is captured and recorded. Data captured will be

Name
Business Email address
Business Phone Number
Business Address
Video recordings

In addition, transactional information will be stored against each user and account to support an audit trail.

How do we use this information?

We use the information collected to provide secure logins to your Evolon Insites account and analyse video to perform the functions of the Evolon Insites service. Your information is also used to provide technical information and support.

Where and how is my information stored?

For users registered on Evolon Insites, your information is stored in a secure database hosted by Amazon Web Service (“AWS”). In this capacity, AWS is acting as a “data processor” and has responsibility for protecting the global infrastructure that hosts the cloud-based services used by Evolon Insites. The AWS infrastructure supporting Insites is physically located in the United States of America (USA). Insites Data is hosted in the USA. Access to the data is limited to authorized employees of Evolon for the purposes of customer contact and technical support. Backups of the database happen regularly. The database access is strictly password protected.

How long is my data stored?

All information is saved for as long as the user leaves their account active in Evolon Insites. The users account can delete at any time. Once they delete their account, all user information is deleted.

How is my data protected?

The database access is strictly password protected. Access to the data is limited to authorized employees of Evolon for the purposes of customer contact, technical support and troubleshooting.

How is this information obtained?

Evolon Insites users enter data manually through the web interface or smartphone application.

Legal basis on which processing of personal data is based?

Users must consent to the Evolon “Privacy and Data Protection Policy” before creating a user account to use the service.

When using certain services within Evolon Insites, “service provider” users (system integrators and resellers) may enter information about “customers” without their explicit consent. In this use case it is the responsibly of the “service provider” user to obtain consent from the “customer” and to manage this data.

How can I manage, delete or rectify information about me?

A user can manage or modify the personal information in their account at any time within the Evolon Insites service. If users wish to query or delete their data, they must contact Evolon technical support.

How do I request access to my data?

If users wish to query or delete their data, they must contact Evolon technical support.

Children’s Privacy Policy

Evolon does not intend that any part of its services will be used by children under the age of 16 or an equivalent minimum age in their jurisdiction, and such use is prohibited. If we actually learn that an account is connected to a registered user younger than 16 years of age, or an equivalent minimum age in the respective jurisdiction, we will immediately delete the information associated with that account. If you are a parent or guardian of a child under the age of 16 or an equivalent minimum age in your jurisdiction and believe that they have provided us with personal information, please contact us by phone or email at the appropriate Evolon Support Information. A parent or guardian of a child under the age of 16 or an equivalent minimum age in any jurisdiction may review and request the deletion of that child’s personal information and prohibit its use.

Global Activities

You consent to our information practices, including the collection, storage, use, processing, and disclosure of your data as described in this Privacy Policy and the transfer and processing of your data to countries worldwide where we have or use facilities, service providers or partners, regardless of where you use our services. You acknowledge that the laws, regulations, and standards of the country in which your information is stored or processed may differ from those of your country.

Definitions

For the avoidance of doubt, and for consistency in terminology, the following definitions will apply within this Policy.

Terminology	Definition
Data	This includes both automated and manual data. Automated data means data held on computer or stored with the intention that it is processed on computer. Manual data means data that is processed as part of a relevant filing system, or which is stored with the intention that it forms part of a relevant filing system.
Personal Data	Information which relates to a living individual, who can be identified either directly from that data, or indirectly in conjunction with other data which is likely to come into the legitimate possession of the Data Controller. (If in doubt, Evolon refers to the definition issued by the Article 29 Working Party and updated from time to time.)
Sensitive Personal Data	A particular category of Personal data, relating to: Racial or Ethnic Origin, Political Opinions, Religious, Ideological or Philosophical beliefs, Trade Union membership, Information relating to mental or physical health, information in relation to one’s Sexual Orientation, information in relation to commission of a crime and information relating to conviction for a criminal offense.
Data Controller	A person or entity who, either alone or with others, controls the content and use of Personal Data by determining the purposes and means by which that Personal Data is processed.
Data Subject	A living individual who is the subject of the Personal Data, i.e. to whom the data relates directly or indirectly.
Data Processor	A person or entity who processes Personal Data on behalf of a Data Controller on the basis of a formal, written contract, but who is not an employee of the Data Controller, processing such Data in the course of his/her employment.
Data Protection Officer	A person appointed by Evolon to monitor compliance with the appropriate Data Protection legislation, to deal with Subject Access Requests, and to respond to Data Protection queries from staff members and service recipients
Relevant Filing System	Any set of information in relation to living individuals which is not processed by means of equipment operating automatically (computers), and that is structured, either by reference to individuals, or by reference to criteria relating to individuals, in such a manner that specific information relating to an individual is readily retrievable.

This data protection policy complies with the requirements of relevant legislation, including the Global Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

Where can I get more information?

If you have questions or comments about this Data Protection Policy, please contact us.