Welcome to Evolve Process Solutions (“we,” “us,” or “our”). We respect your privacy and are committed to protecting the personal data we handle.
This Privacy Policy explains how we collect, use, and protect your information when you visit our website (www.evolveprocesssolutions.com) or use our white-label property management and virtual assistant services.
1. Who We Are & Our Legal Roles
We are based in India and provide back-office operational support primarily to clients in the United Kingdom (UK). Depending on how we handle your data, we act in two ways:
- Data Controller: When we collect and decide how to use data for our own business (e.g., when you fill out a contact form, become a client, or apply for a job with us).
- Data Processor: When we manage data on behalf of our business clients (e.g., handling tenant details, landlord calls, maintenance requests, or client inboxes under your brand). In these cases, our client is the Data Controller, and we follow their strict instructions.
2. Information We Collect
We collect information in a few different ways:
A. Information You Give Us
- Contact Details: Name, business email, phone number, and company name when you request a quote or contact us.
- Billing Data: Invoicing addresses, payment records, and transaction history.
- Job Applicant Data: Resumes and contact information if you apply to work with us.
B. Information We Process for Our Clients
When working as your virtual assistant or property management team, we process data you share with us, such as:
- Tenant and landlord contact details and lease information.
- Property maintenance requests and contractor contact details.
- Customer databases, calendar entries, quotes, and emails processed under your brand.
C. Information Collected Automatically
Basic technical data like your IP address, browser type, and pages visited on our website (collected via cookies).
3. Why We Use Your Information (Lawful Basis)
Under UK data protection laws, we must have a valid legal reason to process your data:
- To Fulfill a Contract: To deliver the services you hired us for and manage billing.
- Legitimate Business Interests: To answer your inquiries, grow our business, and keep our website secure.
- Legal Obligations: To keep proper tax, accounting, and business records.
- Consent: When you agree to non-essential website cookies or opt-in to marketing.
Note: We never use our clients’ end-user data (such as tenant or customer lists) for our own marketing or commercial purposes.
4. International Data Transfers (UK to India)
Our team works out of operational offices in India, while our clients and their end-users are usually in the UK.
To ensure UK data remains fully protected when sent to India, we use official UK-approved data transfer agreements (such as the UK International Data Transfer Agreement or Addendum). We also apply strict password controls, data encryption, and access restrictions so that data is handled safely across borders.
5. Sharing Your Information
We do not sell, rent, or trade your personal data. We only share information with trusted third parties when necessary:
- Essential Service Providers: Cloud storage, email hosts, accounting software, and communication tools needed to run our business (e.g., Google Workspace, Microsoft 365, Xero).
- Vetted Contractors: In property management, we share tenant address/contact details with approved tradespeople solely to carry out property repairs you approved.
- Legal Reasons: If required by law, court order, or government regulation.
6. How We Keep Data Secure
We implement reasonable technical and organizational security measures to keep data safe, including:
- Restricting data access only to team members who need it to do their job.
- Requiring multi-factor authentication (MFA) and passwords on operational tools.
- Signing strict confidentiality and non-disclosure agreements (NDAs) with all staff.
- Encrypting data sent through our website and systems.
7. How Long We Keep Data
We only keep personal information for as long as necessary:
- Website Inquiries: Kept for up to 2 years if you do not become a client.
- Client Records & Contracts: Kept for the duration of our contract plus up to 6 years to satisfy legal requirements.
- Financial Records: Kept for up to 7 years for tax and accounting audits.
- Client Operational Data: Returned or securely deleted shortly after our service agreement ends.
8. Your Data Protection Rights (UK GDPR)
If you are located in the UK, you have clear rights regarding your personal data when we act as a Data Controller:
- Access: Ask for a copy of the personal data we hold about you.
- Correction: Ask us to fix incorrect or incomplete information.
- Deletion: Ask us to delete your personal data (where we don’t have a legal reason to keep it).
- Stop/Restrict Processing: Ask us to limit or stop using your data for certain purposes.
- Withdraw Consent: Take back your permission at any time where processing relies on consent.
To exercise any of these rights, email us at admin@evolveprocesssolutions.com. We aim to respond within 1 month.
Note: If you are a tenant or customer of one of our UK business clients, please contact that business directly, and we will assist them with your request.
9. Cookies
Our website uses basic cookies to function properly and analyze traffic. You can choose to accept or decline non-essential cookies via our website banner, or disable cookies in your browser settings.
10. Marketing
We may send occasional business updates or marketing emails to prospective business clients. You can opt out at any time by clicking the “Unsubscribe” link in any marketing email, or by emailing us directly.
11. Other Important Notes
- Automated Decisions: We do not use automated profiling or automated decision-making.
- Children’s Data: Our services are strictly business-to-business (B2B), and we do not knowingly collect data from anyone under 18.
12. Contact Us & Complaints
If you have questions about this policy or how your data is handled, please reach out to us:
Company Name: Evolve Process Solutions
Data Protection Contact: Compliance Team
Email: admin@evolveprocesssolutions.com
Address: Parbhani, Maharashtra, 431401, India
