Privacy Policy

    

At Eva Technology Solutions Ltd we are committed to ensuring and  protecting your privacy at any time you are on our website or  communicate electronically with our personnel. 

Updates of our Privacy Policy are completed frequently, thus you should peruse this Policy habitually.


1. Introduction

Data can be collected and processed when our website is in operation by you. The following are approved methods of collection:

  • 1.1  We are committed to safeguarding the privacy of visitors to  https://www.evatechnology.co.uk and our service users. In this policy,  we explain how we will handle your personal data.
  • 1.2 This policy applies where we are acting as a data controller  with respect to the personal data of our website visitors and service  users; in other words, where we determine the purposes and means of the  processing of that personal data. See Section 8 for information about  the circumstances in which we may act as a data processor, rather than a  data controller.
  • 1.3 By using our websites or customer portals and agreeing to this  policy, you consent to our use of cookies in accordance with the terms  of this policy.
  • 1.4 In this policy, “we”, “us” and “our” refer to Eva Technology  Solutions Limited. For more information about us, see Section 12.


2. How we use your personal data

  • 2.1 In this Section 2 we have set out:
    (a) the general categories of personal data that we may process;
    (b) in the case of personal data that we did not obtain directly from you, the source and
        specific categories of that data;
    (c) the purposes for which we may process personal data; and
    (d) the legal bases of the processing.
  • 2.2 We may process data about your use of our websites (“website  usage data”). The website usage data may include your IP address,  geographical location, browser type and version, device type, operating  system, referral source, length of visit, page views and website  navigation paths, as well as information about the timing, frequency and  pattern of your use. The source of the website usage data is our  analytics tracking system. This website usage data may be processed for  the purposes of analysing the use of the websites and services. The  legal basis for this processing is our legitimate interests, namely  monitoring and improving our websites and services.
  • 2.3 We may process your account data (“account data”). The account  data may include your name, email address, company name and contact  number and account settings. The source of the account data is you or  your employer. The account data may be processed for the purposes of  providing our services, ensuring the security of our website and  services and communicating with you. The legal bases for this processing  are:
    (a) our legitimate interests, namely the proper administration of our  business, the performance of our obligations under customer contracts,  and the provision of our services to customers and users; and/or
    (b) the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
    (c) we may also process your account data to contact and offer you  promotions and loyalty programmes. The legal basis for this processing  is your consent. You can update your
    consent for receiving email communications from us at: evatechnology.co.uk/privacy-policy/preferences 
  • 2.4 We may process your personal data included in meta-data  regarding email requests or telephone data (“call record data”). The  call record data is generated by our voice or call answering service or  helpdesk systems and includes, with respect to a particular call, email  or support request from within the customer portal, the applicable date,  time, duration and caller numbers and/or email address and company  name. We will collect and store the call record data as part of our  business records; and the legal basis of this processing is that it is  necessary for compliance with a legal obligation to which we are  subject. In addition, we may use call record data for the purposes of  providing our services, ensuring the security of our services, providing  call history information and providing billing details; and the legal  basis of this processing is our legitimate interests, namely the  provision of our services and the security and proper administration of  our business. 
  • 2.5 We may process the content of communications sent through our  support service mediums (“support content data”). The support content  data includes voice content, emails and shared screens and will be  processed for the purposes of the transmission of your communications  and the storage of your communications with your request. We will never  view or listen to your call content, emails or files, or disclose your  support content data, unless we are legally obliged to do so. The legal  bases for this processing are:
    (a) our legitimate interests, namely the performance of our obligations  under customer contracts, and the provision of our services to customers  and users; and/or
    (b) the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. 
  • 2.6 Where a support call/screen sharing/recording has been  instructed we may process information about the recording files  (“support recording data”). The support recording data may be processed  for the purposes of the preparation and storage of your recording. We  will never view or listen to your recording, or disclose your call  recording data, unless we are legally obliged to do so. The legal bases  for this processing are:
    (a) our legitimate interests, namely the performance of our obligations  under customer contracts, and the provision of our services to customers  and users; and/or
    (b) the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. 
  • 2.7 We may process your personal data that are provided or generated  in the course of the use of our support services (“support data”). The  support data may be processed for the purpose of providing support  services to you. The legal basis for this processing is our legitimate  interests, namely the provision of appropriate support in relation to  the use of our IT services.
  • 2.8 We may process information relating to transactions, including  purchases of software and services, that you enter into with us and/or  through our or our partner/resellers websites (“transaction data”). The  transaction data may include your contact details, your credit/debit  card or other bank account/payment details and the transaction details.  We do not store card details. The transaction data may be processed for  the purpose of supplying the purchased goods and services and keeping  proper records of those transactions. The legal bases for this  processing are:
    (a) our legitimate interests, namely the proper administration of our  business, the processing  of transactions and the handling of issues  relating to transactions; and/or
    (b) the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract. 
  • 2.9 If you are a customer or customer relationship contact, then we  will store your name and contact details in our customer relationship  management system (“CRM data”). We use CRM data for the purposes of  managing our customer relationships and communicating with our  customers; the legal basis for this processing is our legitimate  interests, namely the proper administration of our business and  communications with customers. We may also process your CRM data to  contact and offer you promotions and loyalty programmes; the legal basis  for this processing is your consent. You can update your consent for  receiving email communications from us at:  https://www.evatechnology.co.uk/privacy-policy/preferences. 
  • 2.10 We may process information contained in any enquiry you submit  to us regarding hardware/software and/or services (“enquiry data”).  Enquiry data shall become correspondence data if the enquiry results in  you or the relevant person becoming a customer of ours, in which case  Section 2.11 shall apply to that data. Subject to this, enquiry data may  be processed for the purposes of offering, marketing and selling  relevant software and/or services to you. The legal basis for this  processing is consent. 
  • 2.11 We may process information contained in or relating to any  communication that you send to us (“correspondence data”). The  correspondence data may include the communication content and metadata  associated with the communication. Our website will generate the  metadata associated with communications made using the website contact  forms. The correspondence data may be processed for the purposes of  communicating with you and record-keeping. The legal basis for this  processing is our legitimate interests, namely the proper administration  of our business and communications with users. 
  • 2.12 We may process any of your personal data identified in the  other provisions of this policy where necessary for the establishment,  exercise or defence of legal claims, whether in court proceedings or in  an administrative or out-of-court procedure. The legal basis for this  processing is our legitimate interests, namely the protection and  assertion of our legal rights, your legal rights and the legal rights of  others. 
  • 2.13 In addition to the specific purposes for which we may process  your personal data set out in this Section 2, we may also process any of  your personal data where such processing is necessary for compliance  with a legal obligation to which we are subject, or in order to protect  your vital interests or the vital interests of another natural person. 


3. Providing your personal data to others

  • 3.1 We may disclose your personal data to any member of our group of  companies (this means our subsidiaries, our ultimate holding company  and all its subsidiaries) insofar as reasonably necessary for the  purposes set out in this policy. Details of our group companies can be  issued by emailing us at dataprotection@evatechnology.co.uk. 
  • 3.2 We may disclose your personal data to our partners and  subcontractors insofar as reasonably necessary for providing the  contracted service, responding to specific service issues, generating  service and marketing notifications, and providing us with business  support services. Details of those partners and subcontractors can be  issued by emailing us at dataprotection@evatechnology.co.uk 
  • 3.3 Financial transactions relating to our website and services may  be handled by our payment services providers, GoCardless and Paypal. We  will share transaction data with our payment services providers only to  the extent necessary for the purposes of processing your payments,  refunding such payments and dealing with complaints and queries relating  to such payments and refunds. You can find information about the  payment services providers’ privacy policies and practices for  GoCardless at https://gocardless.com/legal/privacy and PayPal at  https://www.paypal.com/uk/webapps/mpp/ua/privacy-full. 
  • 3.4 In addition to the specific disclosures of personal data set out  in this Section 3, we may also disclose your personal data where such  disclosure is necessary for compliance with a legal obligation to which  we are subject, or in order to protect your vital interests or the vital  interests of another natural person, or where necessary for the  establishment, exercise or defence of legal claims.


4. International transfers of your personal data

  • 4.1 In this Section 4, we provide information about the  circumstances in which we intend that your personal data may be  transferred to countries outside the European Economic Area. 
  • 4.2 Website usage data, set-up data, support data and CRM data may  be processed by subcontractors who have facilities situated in the USA.  Transfers to the USA will be protected by appropriate safeguards, namely  the use of standard data protection clauses adopted or approved by the  European Commission (see  http://eur-lex.europa.eu/legal-content/EN/TXT/?uri=celex%3A32010D0087)  and/or the use of the Privacy Shield scheme (see  https://www.privacyshield.gov/welcome).


5. Retaining and deleting personal data

  • 5.1 This Section 5 sets out our data retention policies and  procedure, which are designed to help ensure that we comply with our  legal obligations in relation to the retention and deletion of personal  data. 
  • 5.2 Personal data that we process for any purpose or purposes shall  not be kept for longer than is necessary for that purpose or those  purposes. 
  • 5.3 We will retain and delete your personal data as follows.
    (a) Website usage data will be retained for at least 1 year and not more than 14 months following collection.
    (b) Call record data will be retained for at least 2 years (to comply  with the applicable law and regulation) and not more than 26 months  following the call.
    (c) Call recording data will be retained by us for at least 1 year and  not more than 14 months following the recording. (You are able to copy  the recording file to another location of your choice.)
    (d) Enquiry data will be retained for at least 2 years and not more than 26 months following the enquiry. 
  • 5.4 Account data, set-up data, support data, transaction data,  correspondence data and CRM data will be retained for at least the  longer of:
    (a) the duration of the service contract to which the data relates plus 2 years; and
    (b) 7 years following collection,
    and shall be deleted from our systems not more than 2 months following the end of the minimum retention period. 
  • 5.5 Notwithstanding the other provisions of this Section 5, we may  retain your personal data where such retention is necessary for  compliance with a legal obligation to which we are subject, or in order  to protect your vital interests or the vital interests of another  natural person, or where necessary for the establishment, exercise or  defence of legal claims. 


6. Amendments

  • 6.1 We may update this policy from time to time by publishing a new version on our website. 
  • 6.2 You should check this page occasionally to ensure you are happy with any changes to this policy. 
  • 6.3 We may notify you of changes to this policy by email or via any customer portal that you may have access to. 


7. Your rights

  • 7.1 In this Section 7, we have summarised the rights that you have  under data protection law. Some of the rights are complex, and not all  of the details have been included in our summaries. Accordingly, you  should read the relevant laws and guidance from the regulatory  authorities for a full explanation of these rights. 
  • 7.2 Your principal rights under data protection law are:
    (a) the right to access;
    (b) the right to rectification;
    (c) the right to erasure;
    (d) the right to restrict processing;
    (e) the right to object to processing;
    (f) the right to data portability;
    (g) the right to complain to a supervisory authority; and
    (h) the right to withdraw consent. 
  • 7.3 You have the right to confirmation as to whether or not we  process your personal data and, where we do, access to the personal  data, together with certain additional information. That additional  information includes details of the purposes of the processing, the  categories of personal data concerned and the recipients of the personal  data. Providing the rights and freedoms of others are not affected, we  will supply to you a copy of your personal data. The first copy will be  provided free of charge, but additional copies may be subject to a  reasonable fee. You must supply appropriate evidence of your identity  for this purpose, we will usually accept a photocopy of your passport  certified by a solicitor or bank. The form to complete for a subject  access request is available at: Data Subject Access Request Form v1 and must be signed, scanned returned to  dataprotection@evatechnology.co.uk or sent by post to Eva Technology  Solutions Ltd, Data Processing Officer, 11/12 Hallmark Trading Centre,  Fourth Way, Wembley, Middlesex, HA9 0LB.
  • 7.4 You have the right to have any inaccurate personal data about  you rectified and, taking into account the purposes of the processing,  to have any incomplete personal data about you completed. 
  • 7.5 In some circumstances you have the right to the erasure of your  personal data without undue delay. Those circumstances include: you  withdraw consent to consent-based processing; the processing is for  direct marketing purposes. However, there are certain general exclusions  of the right to erasure. Those general exclusions include where  processing is necessary: for compliance with a legal obligation; or for  the establishment, exercise or defence of legal claims. 
  • 7.6 In some circumstances you have the right to restrict the  processing of your personal data. Those circumstances are: you contest  the accuracy of the personal data; processing is unlawful but you oppose  erasure; we no longer need the personal data for the purposes of our  processing, but you require personal data for the establishment,  exercise or defence of legal claims; and you have objected to  processing, pending the verification of that objection. Where processing  has been restricted on this basis, we may continue to store your  personal data. However, we will only otherwise process it: with your  consent; for the establishment, exercise or defence of legal claims; for  the protection of the rights of another natural or legal person; or for  reasons of important public interest. 
  • 7.7 You have the right to object to our processing of your personal  data on grounds relating to your particular situation, but only to the  extent that the legal basis for the processing is that the processing is  necessary for: the performance of a task carried out in the public  interest or in the exercise of any official authority vested in us; or  the purposes of the legitimate interests pursued by us or by a third  party. If you make such an objection, we will cease to process the  personal information unless we can demonstrate compelling legitimate  grounds for the processing which override your interests, rights and  freedoms, or the processing is for the establishment, exercise or  defence of legal claims. 
  • 7.8 You have the right to object to our processing of your personal  data for direct marketing purposes (including profiling for direct  marketing purposes). If you make such an objection, we will cease to  process your personal data for this purpose. 
  • 7.9 You have the right to object to our processing of your personal  data for scientific or historical research purposes or statistical  purposes on grounds relating to your particular situation, unless the  processing is necessary for the performance of a task carried out for  reasons of public interest. 
  • 7.10 To the extent that the legal basis for our processing of your  personal data is consent, and such processing is carried out by  automated means, you have the right to receive your personal data from  us in a structured, commonly used and machine-readable format. However,  this right does not apply where it would adversely affect the rights and  freedoms of others. 
  • 7.11 I f you consider that our processing of your personal  information infringes data protection laws, you have a legal right to  lodge a complaint with a supervisory authority responsible for data  protection. You may do so in the EU member state of your habitual  residence, your place of work or the place of the alleged infringement. 
  • 7.12 To the extent that the legal basis for our processing of your  personal information is consent, you have the right to withdraw that  consent at any time. Withdrawal will not affect the lawfulness of  processing before the withdrawal. 
  • 7.13 You may exercise any of your rights in relation to your personal data by written notice to us. 


8. Acting as a data processor 

  • 8.1 If you use one of our contracted services or more advanced  communications products, we will enter into a contract with you/our  customer for those services; that contract will incorporate clauses  relating to our handling of your personal data. 
  • 8.2 In these circumstances, we will act as a processor with respect  to certain categories of your personal data: your account data (except  to the extent we process this for direct marketing purposes), your  set-up data, your company/support content data, your call/screen  recording data and your support data. 
  • 8.3 Insofar as we act as a processor rather than a controller, this  policy shall not apply, and if you wish to exercise any of the rights  described in Section 7 in relation to data with respect to which we act  as a processor, then you should contact the relevant data controller,  who may be your employer or principal. 


9. About cookies

  • 9.1 A cookie is a file containing an identifier (a string of letters  and numbers) that is sent by a web server to a web browser and is  stored by the browser. The identifier is then sent back to the server  each time the browser requests a page from the server. 
  • 9.2 Cookies may be either “persistent” cookies or “session” cookies:  a persistent cookie will be stored by a web browser and will remain  valid until its set expiry date, unless deleted by the user before the  expiry date; a session cookie, on the other hand, will expire at the end  of the user session, when the web browser is closed. 
  • 9.3 Cookies do not typically contain any information that personally  identifies a user, but personal information that we store about you may  be linked to the information stored in and obtained from cookies. 


10. Cookies on our Website

  • 10.1 We use cookies for the following purposes:
    If you use one of our contracted services or more advanced  communications products, we will enter into a contract with our  client/customer for those services; that contract will incorporate  clauses relating to our handling of your personal data.
    (a) status/authentication/personalisation – we use cookies to identify  you when you visit our website and as you navigate our website; to help  us to determine if you are logged into our website; to store information  about your preferences and to personalise the website for you;
    (b) security – we use cookies as an element of the security measures used to protect user
    accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;
    (c) analysis – we use cookies to help us to analyse the use and performance of our website
    and services; and
    (d) cookie consent – we use cookies to store your preferences in relation to the use of cookies
    more generally. 
  • 10.2 Our service providers also use cookies and those cookies may be stored on your computer when you visit our website. 
  • 10.3 We use Google Analytics to analyse the use of our website.  Google Analytics gathers information about website use by means of  cookies. The information gathered relating to our website is used to  create reports about the use of our website. Google’s privacy policy is  available at: https://www.google.com/policies/privacy. 
  • 10.4 We also use Hotjar to analyse the use of our website. Hotjar  gathers information about website use by means of cookies. The  information gathered relating to our website is used to create reports  about the use of our website. Hotjar’s privacy policy is available at:  https://www.hotjar.com/privacy. 


11. Managing cookies

  • 11.1 Most browsers allow you to refuse to accept cookies and to  delete cookies. The methods for doing so vary from browser to browser,  and from version to version. You can however obtain up-to-date  information about blocking and deleting cookies via these links:
    (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
    (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
        (Firefox);
    (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
    (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-
                cookies (Internet Explorer);
    (e) https://support.apple.com/kb/PH21411 (Safari); and
    (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge). 
  • 11.2 Blocking all cookies will have a negative impact upon the usability of many websites. 
  • 11.3 If you block cookies, you will not be able to use all the features on our website. 


12. Our details

  • 12.1 This website is owned and operated by Eva Technology Solutions Limited. 
  • 12.2 We are registered in England and Wales under registration  number 04744841 and our registered office is at 11/12 Hallmark Trading  Centre, Fourth Way, Wembley, Middlesex HA9 0LB. 
  • 12.3 Our principal place of business is also at 11/12 Hallmark Trading Centre, Fourth Way, Wembley, Middlesex HA9 0LB. 
  • 12.4 You can contact us:
    (a) by post, using the postal address given above;
    (b) using our website contact form;
    (c) by telephone, on the contact number published on our website; or
    (d) by email, using the email address published on our website.


13. Privacy officer

  • 13.1 Our privacy officer can be contacted at dataprotection@evatechnology.co.uk 


14. Cookie Declaration

  • Eva Technology Solutions uses cookies. Our site uses cookies to continuously improve your
    experience and provide you with a better service. By clicking on or navigating this site you agree to our cookie policy.
    Cookies are small text files that can be used by websites to make a  user’s experience more efficient. The law states that we can store  cookies on your device if they are necessary for the operation of this  site. For all other types of cookies we need your permission. This site  uses different types of cookies. Some cookies are placed by third party  services that appear on our pages. We currently are not actively using  any type of cookies for re-marketing or re-targeting purposes or any  other targeted marketing campaigns.