At EvalySafe, we prioritize the privacy and protection of your personal data. This Privacy Policy outlines how we collect, use, store, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and other applicable laws.

1. Information We Collect

We collect the following types of personal data:

a. Information You Provide

• Full Name
• Email Address
• Phone Number
• Address
• Uploaded Documents (e.g., ID, proof of employment, financial documents)
• Working Status
• Financial Information

b. Automatically Collected Information

• IP Address
• Browser and Device Information
• Usage Data (e.g., pages visited, time spent on the platform)

2. How We Use Your Information

We process your data for the following purposes:

• Service Provision: To facilitate the document validation and scoring process, which is conducted by official evaluation agencies. EvalySafe acts as a platform and does not directly validate or score documents.
• User Communication: To send notifications, updates, and responses to inquiries.
• Compliance: To comply with legal obligations and regulatory requirements.
• Security: To ensure the security and integrity of our platform.
• Improvement: To analyze usage patterns and improve our services.

3. Legal Basis for Processing

We process your data based on the following legal grounds:

• Consent: Where you have provided explicit consent.
• Contractual Obligation: When processing is necessary for the performance of a contract.
• Legitimate Interest: For purposes such as fraud prevention and service improvement.

4. Data Sharing and Disclosure

We do not sell or share your personal data with third parties, except in the following cases:

• Service Providers: Trusted partners who perform essential services on our behalf (e.g., cloud hosting, payment processing). These providers are bound by Data Processing Agreements (DPAs).
• Legal Obligations: When required to comply with applicable laws, regulations, or legal proceedings.

5. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy. Specific retention periods include:

• Uploaded documents: Retained for the validity period of your score certificate. If your case is not submitted to evaluation and you delete your documents, they will be permanently deleted.
• Usage logs: Retained for 12 months.

After the retention period, data will be securely deleted or anonymized.

6. Your Rights

Under GDPR, you have the following rights:

• Access: Request a copy of your personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request the deletion of your data (“Right to be Forgotten”).
• Restriction: Limit the processing of your data.
• Portability: Receive your data in a machine-readable format.
• Objection: Object to data processing based on legitimate interests.

To exercise these rights, contact us at hi [@] EvalySafe.com.

7. Security Measures

We implement robust security measures to protect your data:

• Encryption of sensitive data (in transit and at rest).
• Secure storage with restricted access.
• Regular security audits and penetration testing.

8. Data Transfers

If your data is transferred outside the European Economic Area (EEA), we ensure adequate protection by using:

• Standard Contractual Clauses (SCCs).
• Binding Corporate Rules (BCRs).

9. Cookies and Tracking Technologies

We use cookies to enhance your experience and analyze platform usage. Types of cookies used:

• Essential Cookies: Required for platform functionality.
• Analytics Cookies: Help us understand user behavior.

You can manage cookie preferences through your browser settings.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via email or platform notifications. Please review this policy regularly for updates.

11. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

Email: hi [@] EvalySafe.com
Address: 3029AD, Galvanistraat 1807, Rotterdam, The Netherlands

Last Updated: 1/5/2025