Privacy Policy

EVIDENT takes the protection of personal data very seriously. Therefore, we process your personal data within the framework of the EU General Data Protection Regulation and the applicable national data protection law.

You can not just notify breaches to us in line with below policy but there are channels in each EU member country where you can launch a complaint with.

1. Data Controller

Entity responsible for processing personal data is:

Evident Europe GmbH
Caffamacherreihe 8-10
20355 Hamburg, Germany

You can reach the data protection officer of the data controller at: global-privacy@evidentscientific.com

2. Personal data

Depending on local laws, your anonymity options may vary. You have two options:

a)    Remain completely anonymous

You will not reveal your name or contact information to EVIDENT or to the supplier of this application, Convercent by OneTrust. Your identity is completely protected.

b)   Share your name and case information

If you don’t care about anonymity you can choose to reveal your name and identity to EVIDENT and Convercent by OneTrust.

Please note, that you have the option of setting up a protected mailbox in the EVIDENT integrity helpline system with an access number and a password of your own choice. In this way, you can send further information to the employee responsible for processing your report.

In the event that further personal data are collected in the course of the investigation carried out in response to your report, these data may also be processed via the EVIDENT integrity helpline. All contacts will be treated confidentially.

3. Purpose and legal basis of the processing

The EVIDENT integrity helpline is used to receive, process and manage information about certain (alleged) compliance violations against legal requirements and internal regulations from employees, distributors, customers, suppliers and other third parties.

The processing of personal data is carried out in accordance with Art. 6 para. 1 sentence 1 lit. f GDPR on the basis of a legitimate interest in the detection and prevention of legal violations and prevention of further damages. There is a legitimate interest of EVIDENT in the detection and prevention of legal violations and malpractices because, in addition to considerable economic damage, these can also lead to a major loss of reputation.

4. Technical implementation and security of your data

The EVIDENT integrity helpline includes an option for anonymous communication via an encrypted connection. When you use the reporting system, your IP address and your current location are not stored at any time. After sending a message, you will receive access data to the reporting system inbox so that you can continue to communicate with us in a secure manner.

We maintain appropriate technical measures to ensure data protection and confidentiality. The data you provide will be stored on a secure database in EU/EEA. All data stored on the database is encrypted using state-of-the-art technology.

5. Disclosure of personal data

The EVIDENT integrity helpline is operated by OneTrust Technology Limited, a private limited company incorporated in England and Wales under number 04156317 whose registered office is at 82 St. John Street, London, England, EC1M 4JN.

The case provided by you can only be inspected by authorised individuals within EVIDENT; these are mainly the compliance members. In order to fulfil the aforementioned purpose, it may also be necessary for us to transfer your personal data to external bodies such as law firms, criminal or competition authorities. Moreover, it might be necessary to involve respective departments in EVIDENT to investigate the case properly. We will at any time respect your privacy as much as possible in this context.

6. Will your data be transferred to a third country (outside the EU/EEA)?

No personal data is transferred to countries outside the EU/EEA. However, when processing a report or in the context of a special investigation, it may be necessary to pass certain information to others in EVIDENT based on where the case was reported and who shall conduct the internal investigation. We always ensure that the relevant data protection regulations are complied with when passing on information.

7. Duration of storage

Personal data will be stored for as long as is necessary for the clarification and final assessment of the information or if there is a justified interest of the company or if this is required by law.

8. What are your rights regarding your personal data:

The data protection laws in the jurisdiction in which you reside may entitle you to specific rights in relation to your personal data. Moreover, the persons named in the report have similar rights.

In particular, and subject to the legal requirements, you may be entitled to

• Obtain from us confirmation as to whether or not personal data concerning you are being processed, and where that is the case, access to the personal data;
• Obtain from us the correction of inaccurate personal data concerning you;
• Obtain from us the erasure of your personal data;
• Obtain from us restriction of processing regarding your personal data;
• Data portability concerning personal data, which you actively provided; and;
• Object, on grounds relating to your particular situation, to further processing of personal data concerning you.

If you wish to exercise these rights, please contact our Data Protection Officer by email at Global-privacy@evidentscientific.com or contact us in writing at the address provided above.

Moreover, you have the right to lodge a complaint with the supervisory authority at Der Hamburgische Beauftragte für Datenschutz und Informationsfreiheit, Ludwig-Erhard-Straße 22, 20459 Hamburg https://datenschutz-hamburg.de/