Privacy Notice
1. GENERAL INFORMATION
Evelors Limited (hereinafter Evelors) is dedicated to safeguarding the confidentiality and protection of your personal data. This privacy notice outlines our procedures for gathering and utilising your personal information in adherence to data protection legislation. We urge you to carefully review this notice.
According to data protection regulations, the personal data we possess regarding you must adhere to the following principles:
– Employed in a legal, equitable, and clear manner.
– Gathered solely for well-defined and explicitly communicated purposes, avoiding any incompatible usage.
– Pertinent to the disclosed purposes and restricted exclusively to those objectives.
– Precise and continually kept current.
– Retained solely for the duration required for the communicated purposes.
– Safeguarded securely.
Should you have any queries regarding this notification or our procedures for collecting and employing your personal data, please do not hesitate to reach out to us.
2. INFORMATION ABOUT US
1.1. We are Evelors Limited. Our registered office is at 18 Soho Square, W1D 3QL, London, England and our registered company number is 14526077.
1.2. If you have any questions, our contact details are:
18 Soho Square, W1D 3QL, London, England
+44.788.773.49.18
3. CONTRACT INFORMATION AND OTHER CORRESPONDENCE
3.1.When you engage in a contractual agreement with us (or someone does so on your behalf), certain personal information pertaining to that contract will be gathered. This information may include your name, contact details, contract specifics, delivery information, and any correspondence between you and us regarding the contract.
3.2. To effectively execute our contract with you, it is imperative that you furnish us with specific information. Failure to provide this information may hinder our ability to fulfill our contractual obligations. The mandatory data fields are typically outlined during the contract initiation. However, you are specifically required to provide the following information:
3.2.1. Your name and contact particulars.
3.2.2. Your designated delivery address.
3.2.3. Your payment details.
3.2.4. Information necessary for identity verification and other data needed for anti-money laundering assessments.
3.3. Any other form of correspondence or interaction, be it through email, telephone, postal mail, SMS, or our website, will also contain personal information, such as names and contact details. This may encompass inquiries, evaluations, follow-up remarks, complaints lodged by or against you, and disputes involving you or your organisation.
3.4. Telephone communication details, including the phone numbers used to contact our organization, as well as the date, time, and duration of these calls, may also be collected. Please note that we may record your calls to and from us for quality assurance and training purposes.
3.5. We will retain and utilize this information to fulfill our contractual obligations to you (if applicable), adhere to legal obligations requiring record-keeping or verifications, and/or pursue our legitimate interests in addressing complaints or inquiries, managing your (or your organization’s) account or orders, and providing any services we offer. Additionally, we may employ this information for the purpose of reviewing and enhancing our services, encompassing troubleshooting, data analysis, testing, research, statistical analysis, and surveys.
3.6. In the event that you are affiliated with one of our clients, suppliers, or business partners, the data we collect about you may encompass your contact information, employment particulars, and our business relationship with you. This information may be acquired directly from you or through your organization. Your organization should have informed you about the provision of your information to us and directed you to this policy. We utilize this data as necessary for our legitimate interests in managing our association with your organization. If we have an established business connection with you or your organisation, we may also receive information about you from your organisation.
3.7. If your information is associated with a contract, it will be retained for a duration of up to 7 years following the closure of your account. This retention allows us to address any post-sales inquiries or claims, meet tax-related obligations, and potentially store it in our archives for reference as long as it remains relevant to our business needs.
4. MARKETING
4.1. Evelors enterprises may gather your name and contact information (such as your email address, phone number, or physical address) either based on legitimate interests or your consent. This data is utilised to provide you with information about our products and services that align with your interests or that you have specifically requested to receive.
4.2. Evelors businesses will maintain your information on their marketing lists until you choose to “opt-out.” Upon opting out, your details are included in our suppression list, which we retain indefinitely to ensure compliance with legal obligations, preventing unintentional marketing communications.
4.3. Additional details regarding this procedure can be found in the privacy policy of each business available online. For any inquiries, please contact us at [email protected].
5. WEBSITE INFORMATION
5.1. We may gather data concerning you and your interactions with our website through technical methods like cookies, page counters, and other analytical tools. This practice is essential to serve our legitimate interests in managing and ensuring the effective and secure operation of our website.
5.2. For comprehensive information regarding the cookies we employ and their intended purposes, please refer to our Cookie Notice.
5.3. The information related to your website activity will be retained from the moment it’s collected until the respective cookie expires or until you choose to disable it.
5.4. Our website may occasionally include links to third-party websites, plugins, and applications. Clicking on these links or enabling these connections may enable third parties to collect or share information about you. We do not exercise control over these third-party websites and are not accountable for their privacy policies. When you exit our website, we recommend reviewing the privacy notice of each website you visit.
6. JOB APPLICANTS
6.1. We will gather and retain information regarding job applicants, encompassing data you submit to us in your application via email or our online platform, or information provided by recruitment agencies, as well as details from any referees you designate.
6.2. This information is utilized as necessary for the purpose of establishing an employment contract with you and to serve our legitimate interests in assessing candidates, documenting our recruitment procedures, and fulfilling our legal obligations and rights in employment matters.
6.3. If your application is successful, your data will be managed and retained in alignment with our internal privacy policy. If you are currently employed by us or have previously worked for us, you can request a copy of this policy from us. In cases where your application is not successful, your information will be retained for a period of up to 6 months following the conclusion of the relevant recruitment round.
6.4. To comprehensively evaluate your application, you are required to provide specific information such as your name, contact details, professional background, and educational history. In the event that you have not furnished all of this required information, we may contact you to request it. Refraining from providing this information may impede our ability to thoroughly consider your application.
6.5. If you are designated as a referee by an applicant, we will maintain your name, contact information, professional particulars (such as your employer and job title), and your relationship details with the applicant. We will use this data as necessary for our legitimate interests in assessing candidates and to fulfill our legal obligations and rights in employment matters. Your information will be retained alongside the applicant’s details.
6.6. If you are identified as an emergency contact by an individual working for us, we will retain your name, contact details, and information regarding your relationship with that employee. We will employ this information as required to communicate with you for the purpose of complying with employment laws, safeguarding the essential interests of the employee, and to serve our legitimate interests in managing our relationship with the employee. Your data will be kept until it is modified by the employee or is no longer needed for contact purposes after their employment with us has ceased.
7. LEGAL CLAIMS
7.1. If we perceive a potential risk of having to initiate or defend legal actions, we may retain your personal information for the purpose of safeguarding our legitimate interests in effectively pursuing or defending legal claims. Additionally, it may be necessary to share this information with our insurance providers or legal advisors. The duration for which we retain this information will be contingent upon the specific nature of the claim and our assessment of the ongoing risk associated with initiating or defending such claims.
8. INFORMATION WE RECEIVE FROM THIRD PARTIES
8.1. Furthermore, we may receive information pertaining to you from the subsequent origins:
8.1.1. Our service collaborators: We maintain close working relationships with third-party entities, including business associates, technical sub-contractors, payment and delivery service providers, advertising networks, analytics providers, search information sources, and credit reference agencies. These entities may furnish us with information concerning you, for the purposes outlined above.
8.1.2. Acquired businesses: In instances where we have procured another enterprise or substantially acquired its assets, and that entity initially possessed your information, we will handle and employ the data you provided to them or any information they possessed about you, in conformity with this privacy notice.
8.1.3. Alternate channels: This includes data we obtain about you when you utilize other websites operated by Evelors Limited businesses or engage with the additional services or products we offer. In such instances, we would have previously communicated our intentions regarding data sharing and the amalgamation of data collected on this website. We would have also specified the purposes for which we intend to share and combine your data.
8.1.4. Credit-related information: We may also gather credit-related information about you from third-party credit reference agencies.
9. WE ALSO USE YOUR INFORMATION FOR THE FOLLOWING PURPOSES
9.1. Our utilization of your personal information is contingent on legal permissions. While there might be certain situations where we employ your information with your explicit consent, our typical practice aligns with the principles articulated in this notice for the following reasons:
9.1.1. We are obligated to fulfill contractual agreements we have engaged in with you.
9.1.2. We are compelled to adhere to legal mandates.
9.1.3. It is essential for our legitimate interests (or those of a third party), and your interests and rights do not supersede these interests.
9.1.4. We are obligated to safeguard your interests (or those of others) or when it is in the public interest.
9.2. Modification of Purpose. We will solely employ your personal information for the originally specified purposes detailed in this notice. However, if we reasonably determine that there is a necessity to employ it for a different purpose that is compatible with the original intent, we will inform you and elucidate the legal grounds that permit such usage.
10. SHARING YOUR INFORMATION
10.1. In addition to the sharing practices mentioned earlier, we may also divulge your information to third parties, including third-party service providers and affiliated entities within our organization. These third parties are bound by obligations to safeguard the security of your personal data and handle it in compliance with legal requirements. It’s important to emphasise that we never engage in the sale of your data to third parties.
10.2. We share your personal information with third parties under various circumstances: when there is a legal duty to disclose or share your information, when it is necessary to enforce our agreements with you, when required to protect our rights, property, or the safety of us, our customers, or others, or when there exists a legitimate interest in doing so. This sharing may entail the exchange of information with other companies and organisations, serving purposes such as fraud prevention and risk reduction in credit transactions.
10.3. We may also find it necessary to share your personal information with third-party service providers, which may include contractors and designated agents, to facilitate their service delivery.
10.4. We may share your personal information with other entities within our corporate group for a variety of reasons. These include utilising shared customer relationship management, email marketing, and financial systems, conducting routine performance reporting, participating in business reorganisation or group restructuring initiatives, and offering support and data hosting for system maintenance.
10.5. All our third-party service providers and affiliated entities within our group are mandated to implement appropriate security measures to protect your personal information. When third parties process your personal data on our behalf as “data processors,” they are required to adhere strictly to our instructions, maintain the utmost confidentiality, and ensure the security of the data.
10.6. In specific situations, we may share your personal information with other third parties, such as during the potential sale or restructuring of our business when it is necessary for the purposes for which your information was initially collected. We may also share your personal information with regulatory authorities or to fulfill legal obligations.
11. WHERE WE STORE YOUR INFORMATION
11.1. Our main office is situated in London. In order to fulfill our contractual obligations to you or for broader business purposes, the data we possess about you may be transferred to and stored in a location outside both the UK and the EU. Additionally, it may be processed by personnel who operate outside the UK and the EU, whether they are our employees or employed by one of our service providers.
11.2. We will take all reasonable measures necessary to ensure that your personal information is handled securely and in accordance with the guidelines outlined in this privacy notice.
In certain cases, certain countries or organizations outside the UK and the EU to which we may transfer your data may have received an “adequacy decision” from the EU. This implies that the EU recognizes them as having an adequate data protection framework in place. These can be found on the European Commission’s website: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en.
11.3. In instances where we transfer data to countries or organizations outside the UK and the EU, which the EU does not deem to have an adequate data protection framework, we will ensure that appropriate safeguards are implemented, as required. These safeguards may include, for example, the use of model clauses endorsed by the EU or a data protection authority. To obtain more detailed information about these safeguards, please reach out to us.
12. DATA SECURITY
12.1. In addition to the measures outlined above regarding the sharing of your information, we have implemented internal security measures to prevent the accidental loss, unauthorized use or access, alteration, or disclosure of your personal information. Furthermore, we restrict access to your personal information to individuals such as employees, agents, contractors, and other third parties who have a legitimate business need to access it. These individuals will process your personal information solely based on our instructions, and they are bound by a confidentiality obligation.
12.2. We have established protocols to address any suspected breaches of data security and will inform you and any relevant regulatory authorities if a suspected breach occurs, as needed.
13. WE WILL RETAIN YOUR INFORMATION FOR A SPECIFIC DURATION
13.1. We have previously provided an overview of the typical duration for which we retain your information. However, in certain situations, it may be necessary to retain your information for a longer period to fulfill the purposes for which it was collected. This may include meeting legal, accounting, or reporting obligations.
13.2. To determine the appropriate retention period for personal information, we take into account factors such as the volume, nature, and sensitivity of the personal data, the potential risks associated with unauthorized use or disclosure, the purposes for which we process the data, the feasibility of achieving those purposes through alternative means, and the relevant legal requirements.
13.3. Under certain circumstances, we may anonymize your personal information, rendering it no longer attributable to you. In such cases, we may utilize this anonymized information without the need for further notification to you.
14. YOUR RIGHTS
14.1. Data protection laws grant you several rights concerning the personal information we have about you. Here are the key rights explained below. For more details about your rights, you can refer to the Information Commissioner’s Office (ICO). Under specific circumstances, you have the legal right to:
14.1.1. Be provided with clear, transparent, and easily understandable information about how we use your personal information and your rights. This is why we are presenting this information in this notice. If you need further clarification on how we use your personal information, please don’t hesitate to contact us.
14.1.2. Request access to your personal information, commonly referred to as a “data subject access request.” This allows you to obtain a copy of the personal information we hold about you and verify that we are processing it lawfully.
14.1.3. Request the correction of any personal information we hold about you. This enables you to rectify any incomplete or inaccurate information we have about you.
14.1.4. Request the deletion or removal of your personal information. You can ask us to delete or remove personal information when there is no valid reason for us to continue processing it (for instance, if we are obligated to retain your personal data to comply with legal obligations). You also have the right to request deletion if you have objected to the processing (see below).
14.1.5.Object to the processing of your personal information when we rely on a legitimate interest (or that of a third party) and there is something about your specific situation that makes you want to object to the use of your information for this purpose, provided we do not have a compelling legitimate reason that overrides your rights, interests, and freedoms. You also have the right to object when we process your personal information for direct marketing purposes.
14.1.6. Request a restriction on the processing of your personal information. This allows you to ask us to suspend the processing of your personal information, for example, if you want us to verify its accuracy or the reason for processing it.
14.1.7. Request the transfer of your personal information to another party when you provided it to us, and we are processing it based on your consent or to fulfill a contract with you, and we process it using automated means.
14.1.8. Withdraw your consent. In limited cases where we rely on your consent (instead of the other bases mentioned above) for the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we receive notice of your withdrawal, we will no longer process your information for the purpose(s) you initially agreed to, unless there is another legitimate reason to do so.
14.1.9. Lodge a complaint. If you believe that we are using your information in a way that breaches data protection law, you have the right to file a complaint with your national data protection supervisory authority. In the UK, this authority is the ICO.
If you wish to review, verify, correct, or request the deletion of your personal information, object to the processing of your personal information, withdraw your consent to the processing of your personal information, or request the transfer of a copy of your personal information to another party, please contact us at [email protected].
14.2. No fees typically required. You do not need to pay a fee to access your personal information or exercise any of your other rights. However, if your access request is clearly unfounded or excessive, we may charge a reasonable fee or refuse to comply with the request in such circumstances.
14.3. Information we may need from you. To assist us in understanding your request and to confirm your identity and your right to access the information (or exercise any other rights), we may need to request specific information from you. This is a necessary security measure to ensure that personal information is not disclosed to individuals who are not entitled to receive it.
14.4. Timelines. Please consider your request responsibly before submitting it. We will respond to your request as promptly as possible, usually within one month of receiving it. However, if the request is expected to take longer to address, we will inform you accordingly.
15. CHANGES TO THIS PRIVACY NOTICE
15.1. Any revisions to our privacy notice in the future will be published on this page and, when deemed suitable, communicated to you through email or other means. We encourage you to visit this page regularly to stay informed about any updates or modifications to our privacy notice.