Privacy Policy
Introduction
Evanya is committed to protecting the privacy and security of the personal information we collect, use, and share in the course of providing IT consulting services and resources to our clients. This Privacy Policy outlines our practices regarding data collection, use, and protection.
Scope
This policy applies to all personal information processed by Evanya, including information collected through our website, client engagements, and other interactions with our services.
Collected Information
Personal Identification Information: Names, addresses, email addresses, telephone numbers, and other contact details.
Professional Information: Job titles, employment history, educational background, and qualifications related to the provision of IT resources.
Technical Information: IP addresses, usage data, cookies, and other data collected through digital interactions.
Financial Information: Payment details, billing addresses, and other financial data necessary for processing transactions.
Use of Information
To Provide Services: We use personal information to fulfill our contractual obligations, including deploying IT resources and managing client relationships.
To Improve Services: Information is analyzed to enhance our service offerings and optimize client engagements.
For Communication: To keep clients informed about service updates, changes, and other relevant communications.
For Legal Compliance: We process information as required by law and to protect the rights and safety of our clients and ourselves.
Sharing of Information
With Service Providers: We may share information with third-party service providers that support our business operations (e.g., payment processors, IT service providers).
With Clients: Sharing necessary information with clients to facilitate the provision of contracted services.
Legal Obligations: We may disclose information where required by law or to respond to legal processes.
Data Security
We implement robust security measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These include encryption, access control, secure software development practices, and regular security assessments.
Data Retention
Personal information is retained only for as long as necessary to fulfill the purposes outlined in this policy, comply with our legal obligations, resolve disputes, and enforce our agreements.
Client Information: Personal information related to client engagements is retained for the duration of the contract and for [Insert Number] years thereafter to comply with legal and contractual obligations.
Financial Records: As required by law, financial records including billing information, invoices, and other transactional data are retained for [Insert Number] years for auditing and tax purposes.
Employee Data: Information related to employees and contractors is kept for the duration of their employment or contract plus [Insert Number] years in accordance with employment laws and for pension calculations.
Website and Application Data: Data collected via our digital platforms (e.g., IP addresses, usage logs) is retained for a shorter period of [Insert Number] months or years, sufficient to analyze trends and improve user experience.
Data Destruction
When personal data is no longer needed for the purposes for which it was collected, Evanya ensures it is securely destroyed or anonymized. Data destruction methods are as follows:
Paper Records: Secure shredding and disposal of documents containing sensitive or personal information.
Electronic Data: Use of certified data destruction software to securely erase data from storage devices, ensuring that the data cannot be reconstructed or retrieved.
Third-Party Data Processors: We require all third-party service providers to adhere to similar data destruction policies and verify their compliance regularly.
Data Anonymization
Where applicable, instead of data destruction, Evanya may choose to anonymize the data. This process involves removing or modifying personally identifiable information so that the data can no longer be linked back to an individual. Anonymized data may be used for statistical analysis and business planning.
Special Considerations
Legal Holds: In cases where legal proceedings are underway or anticipated, relevant data will be retained beyond the standard retention period until all legal mandates are satisfied.
Sensitive Information: Special categories of data, such as health-related information or racial/ethnic origins, are subject to stricter retention policies and are securely destroyed as soon as they are no longer required for the lawful purpose.
Monitoring and Review
The data privacy policy is monitored on an ongoing basis, with regular reviews at least annually to ensure compliance with changing laws and business needs. Adjustments are documented and communicated to all relevant staff.
Changes to This Policy
Evanya reserves the right to modify this privacy policy at any time. Changes will be effective immediately upon posting to our website. We encourage you to periodically review this page for the latest information on our privacy practices.
Your Rights
You have the right to access, correct, delete, or restrict the use of your personal data. You can also object to processing and request data portability where applicable. Please contact us to exercise these rights.
Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Email: admin@evanyaconsulting.com