EVOWARE is responsible for processing the personal data of its customers and/or potential customers who fill in their details and submit a request for consent. Following this request, EVOWARE may also pass on your personal data to certain contractual partners, who may use your data for the purposes indicated in the aforementioned request for consent.

Although this Policy describes the use of your personal data by EVOWARE’s partners, they may collect your data independently and should have their own privacy policies, which determine how they will use it. It is therefore important that you also read these privacy policies. You should contact the partner directly regarding any changes or questions relating to their use of your personal data.

Your personal data is collected and processed in the following situations:

If you fill in your personal data and submit the consent request for the indicated purpose.
If you express interest in a product/service from EVOWARE or its partner network.
If you purchase and/or use a product and/or service from EVOWARE.

The personal data collected by EVOWARE is:

• Contact information
• Name and contact details (email, telephone, mobile phone)
• Personal information
  • Function, position, opportunity records, requests for proposals, information and questions regarding EVOWARE products/services and its partners, data on services/projects carried out by EVOWARE.
• Identification data
  • Contract number, order number within the scope of a service/contract, username (access to the customer and project portal).
• Customer history
  • Customer satisfaction ratio; products and services purchased, including detailed product information; date of registration and validation of requests; date of proposal, date of order, date of delivery, price; warranty/maintenance and/or support information; history of proposals, services, projects; participation in events (location, company); history of complaints/suggestions.
• EVOWARE Services and Contracts Data
  • Contract and order history;
• Customer Portal Data
  • If you have registered on the Customer Portal, the following data may be used: details of how you used the Portal, the date and time and nature of your requests, service contract data.
• Website and social media data
  • On the Website, cookies, your IP address, data about the device you use to interact with the Portal.
• If you have registered or logged in to social media, data on your use of EVOWARE’s social media (e.g., visits and posts on forums).

In the context of providing a product/service, EVOWARE may have access to the personal data of its customers (employees, customers, suppliers, or partners). EVOWARE employees only access customer systems with their knowledge and explicit request (including periodic preventive maintenance). The data is only processed during the intervention or project and for the purpose requested by the customer.

If it is necessary to make a copy of personal data from our customer’s systems to EVOWARE’s systems for the purpose of testing or diagnosing an incident, EVOWARE employees request this authorization in writing (email) and undertake to use this data only within the scope and for the purpose of this intervention, as well as to delete it as soon as the intervention is completed.

The personal data provided to EVOWARE partners are:

Contact Information; Name and contact details (email, telephone, mobile phone); Personal Information; Position, job title; requests for proposals; requests for information, questions, and support requests regarding EVOWARE products/services; shipping/receiving and returning equipment related to EVOWARE products/services.

Your personal data will be collected and used for the purposes of Customer Service and Marketing (information about activities, events, and communication of commercial information about EVOWARE products/services), strictly in accordance with the terms you have selected in the consent requests.

Under current data protection legislation in the European Union (the General Data Protection Regulation), the use of personal data must be justified under at least one legal basis for the processing of personal data. You can find an explanation of the scope of each of these bases below*.

The legal basis for the collection and use of your personal data for customer service and marketing purposes is your consent.

*Legal grounds for processing personal data:

When you have given your consent to the processing of your personal data (for this purpose, you will be presented with a consent form for the use of your data, which consent may be withdrawn at a later date);
When processing is necessary to enter into a contract with you or to perform it;
When processing is necessary to comply with legal obligations to which EVOWARE is subject;
When processing is necessary to achieve a legitimate interest and our reasons for using your data outweigh your data protection rights;
When processing is necessary for us to assert, exercise, or defend a legal claim in a legal proceeding against you, us, or a third party.

EVOWARE stores your customer contact data internally and through one of its trusted partners, MICROSOFT. Both are protected and maintained in accordance with high security standards and in compliance with the GDPR and applicable privacy laws. You can consult the respective Privacy Policy.

Although data transmission over the internet or website cannot guarantee complete security against intrusions, we and our service providers and business partners make every effort to implement and maintain physical, electronic, and procedural security measures designed to protect your personal data in accordance with applicable data protection requirements. Among others, we have implemented the following:

Restricted personal access to your personal data based on a “need to know” basis and only within the scope of the purposes communicated;
Protection of information technology systems through firewalls and authentication mechanisms to prevent unauthorized access to your personal data;
Permanent monitoring of access to information technology systems in order to prevent, detect, and prevent the misuse of your personal data;

We only keep your data for as long as it’s needed for the purpose it was collected. Once the maximum retention period is reached, your personal data will be irreversibly anonymized (anonymized data may be retained) or securely destroyed.

For the purposes described in this Privacy Policy (customer service and marketing), your personal data will be retained for a maximum period of 60 months (5 years) from the date of your consent or the last contact made (whichever occurs last) and if, within this period, you have not withdrawn your consent.

However, if you wish, you can always request clarification from EVOWARE by submitting a request using our Data Privacy Rights Form.

EVOWARE does not disclose any personal data to third parties without your consent, except to companies within the RIS2048 Group, or when necessary for EVOWARE’s suppliers or business partners to provide a product or service or perform a function on behalf of EVOWARE, or when required or permitted by law.

Whenever EVOWARE discloses personal data, it will ensure compliance with the General Data Protection Regulation, in particular by providing for contractual provisions that ensure that the third party uses the data received only for the specified purposes (if there is a legal basis for this), otherwise it will only be provided after the data subject’s consent.

The provision complies with the purposes described in this Policy and makes use of appropriate security measures to protect your personal data against illegal or unauthorized processing, as well as against accidental loss, destruction, or other harmful actions.

By agreeing to this Privacy Policy, you are granting us permission to process your data for the purposes mentioned above.

You may change or withdraw your consent at any time, with future effect, here. Once you have completely withdrawn your consent, you will no longer be contacted or receive communications for the purposes described in this Policy.

Consent can be removed at any time by referring to the message sent during your first interaction with EVOWARE, or by clicking here and selecting the options available in the checkboxes according to your preferences. Alternatively, you can submit a request using our Privacy Rights Form.

The last request related to your Consent submitted to EVOWARE will prevail over all previous ones.

In accordance with the GDPR, your personal data will be subject to strict risk minimization measures in order to preserve the rights and freedoms of citizens, particularly against unauthorized access. In the event of any breach of privacy, you will be informed in accordance with EVOWARE’s Data Protection Policy.

If you are a registered user of EVOWARE’s service platforms, we remind you that you can update your personal data yourself. We provide a contact form for any questions related to the use of your personal data.

If you are not registered on EVOWARE’s service platforms and have any questions regarding our use of your personal data, you should first contact us using the Data Privacy Rights Form, indicating which right you wish to exercise.

Subject to certain conditions, you may have the right to ask us to:

provide you with additional information about our use of your personal data;
provide you with a copy of the personal data you have provided to us;
provide the personal data you have provided to us to another controller at your request;
update any inaccuracies in the personal data we hold;
delete personal data whose use is no longer legitimate;
restrict how we use your personal data until the complaint has been investigated.

Your exercise of these rights is subject to certain exceptions intended to safeguard the public interest (prevention or detection of crime) or our interest (maintenance of professional secrecy).
If you exercise any of these rights, we will review your request and respond within one month.

If you are dissatisfied with our use of your personal data or with our response after exercising any of these rights, you have the right to lodge a complaint with your Supervisory Authority (National Data Protection Commission – CNPD | Rua de São Bento, n.º 148, 3º, 1200-821 Lisbon | Tel: 351 213928400 | Fax: +351 213976832 | e-mail: geral@cnpd.pt

Contact details of EVOWARE’s Data Protection Officer

Phone line: +351 214 422 270, available from 9:00 a.m. to 6:00 p.m., Monday to Friday

Email: evo.privacy@evoware.pt