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This notice explains what information EVEN receives, why we use it and the choices available to you. We aim to collect only what is needed to provide and protect our services.
1. Who we are
EVEN is the controller of personal information covered by this notice. We operate from London, United Kingdom.
For privacy questions, rights requests or data-protection complaints, email info@iEven.org. Please write "Data protection" in the subject line so the request can be directed appropriately.
2. Information we may collect
The information we receive depends on how you use the site:
- Contact information: your name, email address, subject and message when you contact us.
- Newsletter information: your email address, subscription choice and any unsubscribe or suppression record.
- Application and participation information: details you submit through accreditation, challenge or other forms.
- Even Code information: identity references, optional skin-tone and eye-colour references, generated codes, codes submitted for decoding, search terms and selected search results.
- Technical and usage information: IP address or a shortened form of it, browser and device information, user agent, timestamps, requested pages, service errors and security events.
- Correspondence: records of requests, feedback, complaints and our responses.
Please do not include unnecessary personal information in free-text fields.
3. How and why we use information
UK data-protection law requires a lawful basis for each use of personal information. The basis depends on the context.
| Purpose | Information | Typical lawful basis |
|---|---|---|
| Respond to enquiries and discuss services | Contact details and correspondence | Legitimate interests; steps requested before entering a contract |
| Send newsletter updates | Email address and subscription records | Consent |
| Provide accreditation, challenge and participation processes | Information entered into the relevant form | Consent, legitimate interests or steps requested before a contract, depending on the form |
| Generate and decode Even Codes | Selected references and submitted or generated code | Providing the service you request; consent where required for personal or special-category information |
| Improve search quality and service usability | Search terms, selected results and limited technical data | Legitimate interests in improving a secure and useful service |
| Protect the website, investigate misuse and meet legal duties | Technical logs, correspondence and relevant account information | Legitimate interests and legal obligation |
Where we rely on legitimate interests, we consider whether the use is necessary and balance it against your rights. You may object to this processing in the circumstances described below.
4. Even Code and identity information
The public Even Code tool is designed for anonymous use and does not require a name, account or contact details to generate or decode a code. The service sends selected references to the EVEN API so it can return the requested code or decoded result.
Identity choices may reveal racial or ethnic origin and can be special-category information when they relate to an identifiable person. Only use the tool for your own information or where you have clear authority to act for someone else. Do not include names or other identifying details in the identity search field.
Search selections may be logged with the search term, chosen result, result position, timestamp, user agent and a shortened IP address. We use this limited information to improve result quality, diagnose problems and protect the service. We do not use the public Even Code tool to make decisions about you or create an advertising profile.
Generated codes can be copied, shared or placed in a link or QR code. Anyone who receives a valid code may be able to decode its contents, so treat it according to the sensitivity of the information it represents.
5. Contact, applications and embedded forms
When you contact us, we use the information supplied to answer your enquiry, keep an appropriate record and take any steps you request in relation to our services.
Some accreditation and participation forms are provided through Google Forms. Information entered into those forms is transmitted to Google and made available to EVEN. Google's own privacy terms also apply. The form should identify any additional information required for that specific activity.
If you provide information about another person, you must have authority to do so and should make this notice available to them.
9. How long we keep information
We keep information only for as long as needed for the purpose collected, taking account of legal, security and accountability requirements. Our usual approach is:
- newsletter records are kept until you unsubscribe, with a limited suppression record retained as necessary;
- enquiries and routine form submissions are generally kept for up to 24 months after the matter is closed;
- service-improvement and security logs are generally kept for no longer than 12 months unless an incident or legal requirement justifies longer retention;
- Even Code generation and decoding do not require a user account, and we do not intentionally build a named profile from those requests; and
- records connected with contracts, disputes, safeguarding or legal duties may be retained for the applicable limitation or statutory period.
Information may be anonymised and retained in aggregate form where it can no longer identify an individual.
10. Your data-protection rights
Depending on the circumstances, you may have the right to:
- be informed about how your information is used;
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information;
- ask us to restrict processing;
- receive certain information in a portable format;
- object to processing based on legitimate interests or to direct marketing; and
- withdraw consent at any time where consent is the basis used.
These rights are not absolute and exemptions may apply. To make a request, email info@iEven.org. We may ask for information needed to confirm identity and scope. We will normally respond within the period required by law.
11. Questions and complaints
Please contact us first at info@iEven.org if you have a concern about how we handle personal information. We will acknowledge and investigate a data-protection complaint in line with applicable requirements.
You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority. Visit the ICO data-protection complaints service for current details.
12. Security and children
We use proportionate technical and organisational measures intended to protect information. No internet service is completely secure, so please avoid sending confidential information through ordinary email or free-text fields unless necessary.
The public website is not designed to collect information directly from young children. If you believe a child has submitted personal information without appropriate involvement from a responsible adult, contact us so we can review it.
13. Changes to this policy
We may update this notice when our services, providers or legal obligations change. The latest version will remain available on this page and the date at the top will be revised.