Privacy Notice

The purpose of this privacy notice is to explain how Evoke Systems Limited (“Evoke”) processes your personal data to fulfil our data protection responsibilities if you contact us through our website contact page or directly. This privacy notice also applies if you are contacting us as a representative acting on behalf of your organisation that is a client of Evoke. Separate notices are made available to our employees, job applicants, and specific groups of people where required.

The role of Evoke, in data protection terms, is that of a data controller where we determine the purpose and use of the personal data being processed. It is the responsibility of our Data Manager to ensure the processing of your personal data is in accordance with the relevant UK laws. The Data Manager is contactable using datamanager@evoke-systems.aero

The sort of personal data collected by Evoke will be your basic contact details sufficient to be able to respond to your general enquiries and possibly for sales purposes.

Evoke’s duty of confidentiality means that our staff will treat your personal data with due respect and confidence. It is only disclosed to others when absolutely required. We use appropriate organisational and technical measures to ensure your personal data is kept secure. We also expect the same duty of confidentiality of all third parties with whom we share your personal data.

In general, the processing of personal data takes place on-site and/or agreed off-site locations within the UK for which the associated servers are located in UK and the EU. For those occasions that staff are authorised to deploy temporarily outside the UK but continue to process personal data using the mobile devices to access Evoke’s operational systems, they are deemed to doing so as though they were still in the UK.

For those occasions where personal data is subject to international transfer to those countries not in the EU or the European Economic Area (EEA) or to those territories that do not have ‘adequacy’ status, as determined by the UK Government, they will be treated as restricted transfers, and the appropriate measures will be taken to ensure the lawful transfer of personal data.

The processing of personal data is processed in accordance with the principles of data protection and always against a lawful basis such as those below:

  • We will pursue our legitimate interests:
    • To respond to your general enquiries and stay in touch with you for marketing purposes, as appropriate
    • To liaise with you to administer our commercial obligations if you are a representative of one of Evoke’s clients
  • To comply with our legal obligations
  • When processing for a pre-defined purpose for which your consent will be sought prior to the processing commencing – please note that consent can be withdrawn at any time by contacting the Data Manager

Evoke will share your personal data but only when necessary, with some or all of the following:

  • Administrative support where personnel are bound by a data processing agreement and/or contractual arrangements
  • Appointed contractors for specific outsourced services who are subject to a data processing agreement or equivalent as bound by their contracts

These organisations are reviewed regularly, and the number is kept to a minimum.

Evoke follows a retention schedule to determine the length of time we hold different types of personal data. Contact data and routine correspondence are stored indefinitely unless a valid request to erasure has been received, in which case it will be given due consideration.

At the end of the retention period, Evoke will destroy or delete your personal data and any associated emails or relevant documentation for which Evoke has no lawful basis to justify its retention. If it is technically impractical to delete electronic copies of your personal data, it will be put beyond operational use. It should be noted that Evoke allows up to 3 months after the retention period has ended to complete this action.

The UK General Data Protection Regulation defines the rights that you have (although these do not apply in all situations) and these are summarised below:

  • Right to be informed as to how your personal data are being processed – this is done through this notice
  • Right to access personal data held by us; this is done by submitting a (Data) ‘Subject Access Request’, or SAR, to the Data Manager
  • Right to rectification of your personal data if we have collected it incorrectly or it needs to be updated
  • Right to erasure of your personal data for which we no longer have a legitimate purpose to process
  • Right to restrict processing under certain circumstances, during which your personal data will be taken out of operational use until the matter is resolved
  • Right to data portability of your personal data in a machine-readable version, but this only applies to data provided with your consent or under contract
  • Right to object to processing your personal data for which we do not have a legal or contractual obligation
  • Rights related to automated decision making and profiling, however, Evoke does not use these techniques in its decision making

Further details of all these rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.

Raising concerns, exercising rights, or making queries about our processing of your personal data can be done by contacting the Data Manager, preferably by email. Please be aware that Evoke may need to verify your identity before responding fully. For that reason, you may be asked for proof of identification that, in context, will enable Evoke to confirm your identity. You may also contact the ICO directly, using the details provided although you will be expected to direct your matter to us beforehand.

Product implemented

EFOS Training - the airline training management system designed to automate and centralise crew training delivery.

Before EFOS

Air Malta was struggling with a leave management process that was highly complex and labour intensive. Each leave request had to be processed manually, which meant pilots and cabin crew were forced to wait a long time to get confirmation of their leave.

 

After EFOS

EFOS Leave replicated the airline’s custom validation rules in the new digital platform. This made the transition smoother, as these rules were already accepted by both union representatives and crew members.

 

What they said

“The project was delivered very swiftly, enabling Air Malta’s team to quickly realise the benefits of the new software. The team at Evoke were committed and totally onboard for this project. The system was easy to understand, and help was always found along the project.”
Caroline Zammit

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