Privacy Policy

At Evermind Digital, we understand the importance of your privacy and are committed to safeguarding your personal data. This Policy outlines how we handle and protect your information when collected through our websites, applications, digital assets (collectively, our "Sites") and through our consulting and development services (collectively, our "Services").

Data Controller

When we collect and process your personal data, we act in accordance with applicable privacy laws. This means we're responsible for how your personal data is collected, used, protected, disclosed, and disposed of.

If you are an employee of an Evermind Digital client, we may receive your personal data from your employer. Our use of your personal data is governed by our agreement with your employer.

If you are a resident of the United Kingdom or the European Economic Area (EEA), you have certain rights under the General Data Protection Regulation (GDPR) regarding your personal data. Evermind Digital is committed to ensuring that your rights are protected.

How We Collect Your Data

We gather personal data directly from you during our business activities, such as when you interact with our websites, sign up for newsletters, attend events, apply for a job, or communicate with us. We also collect personal information through our Services.

We may also receive information from third parties, like service providers and data vendors.

We may also collect sensitive personal data directly from you, for instance when you respond to a survey or panel discussion conducted by Evermind Digital and provide us with demographic or other personal data or when you provide information to permit us to accommodate your specific request at a conference or event. We use sensitive personal data only with your consent unless another legal basis exists (e.g., public health requirements).

Why and How We Use Your Data

We use your data for various purposes, such as managing our relationship with you, sending newsletters, organizing events, and ensuring legal compliance. We may combine data from different sources to achieve these goals.

The list below summarizes the purposes for which we process your personal data:

1. Managing Business Relationship:
   • Purpose: Providing information on services and solutions to Evermind Digital client employees.
   • Data Categories: Name, pronouns, email, location, job-related details.
   • Legal Basis: Legitimate interest in service provision.
   • Data Access: Evermind Digital and disclosed third-party service providers.
2. Newsletters and Alerts:
   • Purpose: Sending business-specific information.
   • Data Categories: User ID, pronouns, name, email, phone.
   • Legal Basis: Legitimate interest in service provision.
   • Data Access: Evermind Digital and disclosed third-party service providers.
3. Conferences and Events:
   • Purpose: Facilitating participation in events.
   • Data Categories: Name, pronouns, email, location, job-related details, dietary/health info.
   • Legal Basis: Legitimate interest in event provision.
   • Data Access: Evermind Digital and disclosed third-party service providers.
4. Public User Posts and Surveys:
   • Purpose: Engaging in public forums and surveys.
   • Data Categories: Personal preferences, user-provided info.
   • Legal Basis: Consent for participation.
   • Data Access: Evermind Digital and disclosed third-party service providers.
5. Legal Compliance and Actions:
   • Purpose: Ensuring legal compliance and defense.
   • Data Categories: Varies based on legal requirements.
   • Legal Basis: Compliance with regulations.
   • Data Access: Evermind Digital and disclosed third-party service providers.
6. Applications Security and Data Analytics:
   • Purpose: Improving app security and performance.
   • Data Categories: Aggregated usage data.
   • Legal Basis: Legitimate interest in data security.
   • Data Access: Evermind Digital and disclosed third-party service providers.
7. Marketing Communications:
   • Purpose: Sending updates based on user preferences.
   • Data Categories: Name, email, title, company.
   • Legal Basis: Consent for communication.
   • Data Access: Evermind Digital and disclosed third-party service providers.

We only process your data when it's justified, considering adequacy, proportionality, and legitimacy.

If you withdraw consent, it may affect our ability to provide full services and a good user experience.

How We Use Cookies

We use cookies and tracking technologies to manage our sites, gather analytics, and track interactions with our content. We use cookies or similar technologies to analyze trends, administer and track a user's movements when they visit our Site. A cookie is a small piece of data (text file) that a website asks your browser to store on your device to remember information about you, such as your language preference or login information, that can later be retrieved to identify you when you return to the Site or Services. The cookies that we set are called first-party cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts.

Some cookies last only for the duration of your web session and expire when you exit your browser (i.e., session cookies); other cookies may last for longer than your web session, including after you exit your browser, for example by remembering you when you return to our website (i.e., persistent cookies).

Most browsers are initially set to accept cookies. You can disable cookies by changing your browser settings. It may also be possible to configure your browser settings to enable acceptance of specific cookies or to notify you each time a new cookie is about to be stored on your computer, enabling you to decide whether to accept or reject the cookie.

There are various resources available to you to manage cookies. In most modern browsers, you can block or delete cookies by clicking Settings > Privacy > Cookies. Instructions for blocking or deleting cookies in other browsers may be available in each browser's privacy or help documentation. You can also disable or delete the stored data used by technology similar to cookies, such as Local Shared Objects or Flash cookies, by managing your browser's "add-on settings" or visiting the website of its manufacturer. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org.

Some of our cookies are necessary to access the essential features of the Site. We recommend that you leave cookies enabled. If cookies are disabled, it may mean that you experience reduced functionality, cannot sign in to use certain features, or preferences may be lost.

Data Transfer Personal data collected by Evermind Digital may be transferred to its entities, service providers, and third parties to achieve specific business objectives and comply with the law. Evermind Digital may transfer your data to:

• Evermind Digital's service providers and personnel
• Evermind Digital's legal and professional advisors
• Third parties in the following circumstances:
  • Legal Requirements: Mandated by law or legal process.
  • Safety and Security: To prevent harm or financial loss and investigate illegal activity.
  • Protection of Vital Interests: When necessary to protect an individual's vital interests.
  • Terms Enforcement: Enforcing our terms of use.
  • Corporate Protection: Safeguarding property, services, and legal rights.
  • Fraud Prevention: Protecting against fraudulent activities.
  • Security Incident Investigation: Assisting in the investigation of security breaches or policy violations.
  • Compliance: Ensuring compliance with applicable laws.
  • Business Transfers: In the event of reorganization, merger, sale, or other business transitions.

Data Security

Evermind Digital globally safeguards your personal data in compliance with relevant laws and this Privacy Notice. We employ widely accepted technical and operational security measures to mitigate risks such as accidental or unlawful loss, misuse, alteration, or destruction. Access to personal data is restricted to authorized personnel and service providers, who are obligated to maintain confidentiality. However, despite our precautions, Evermind Digital cannot guarantee immunity from unauthorized access to your personal data.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, in accordance with legal and contractual obligations. When those purposes no longer apply, we securely delete your data.

If you request that we delete your personal data, Evermind Digital will comply with applicable law and will make reasonable attempts to delete all instances of the personal data, subject to our right to keep a copy of such data for the purposes mentioned above.

Children's Privacy

Evermind Digital does not knowingly collect or retain personal data from individuals under the age of 16 through its Sites and business content. If any of our non-site business activities involve such collection or retention, it will only be done with the necessary legal consent from a parent, guardian, or individual, and in compliance with applicable law.

Your Data Protection Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Request information about the personal data we hold, including its usage and who has access to it.
• Request a copy of your personal data.
• Request portability of your data to another controller.
• Request correction or amendment of your personal data.
• Request deletion of your personal data.
• Request cessation, restriction, or limitation of processing your personal data.
• Withdraw consent to our processing of your personal data.
• Not be discriminated against for exercising your data protection rights.
• Request review by Evermind Digital's Data Protection Officer.
• Seek additional legal remedies by lodging a complaint with your data-protection authority or initiating a legal proceeding.

To exercise your rights, contact our Data Protection Officer at contact@evermind-digital.com.

Upon receiving your request, we'll acknowledge it and outline the next steps and timeline. We may verify your identity before proceeding. If you're using an authorized agent, we may ask for additional authorization evidence. Please note that certain laws may have exceptions, and if they apply, we'll explain why we may not fully comply with your request.

Changes to this Policy

This policy may be updated periodically, and any changes will be reflected in the "Last Updated" date above.