Privacy Policy

Evantra ("we", "us", "our") operates the Evantra staff management platform, available at evantra.co.uk and through the Evantra staff app. We provide tools for scheduling, clocking in and out, training, compliance, tasks, documents and internal communication.

For the personal data of staff members (employees and workers of the businesses that use Evantra), the business you work for is the data controller and Evantra acts as the data processor on their behalf. For data about the people who administer an Evantra account and for visitors to our website, Evantra is the data controller.

You can contact us about privacy at any time by emailing hello@evantra.co.uk.

Account and profile data: names, email addresses, phone numbers, job roles, profile photos and login credentials.

Employment and operational data: shift schedules, clock-in and clock-out times, breaks, time-off requests, pay rates, training records, compliance documents, task activity and performance notes — entered by your employer or generated as you use the platform.

Location data: when you clock in or out, we may record the location of the device, only where your employer has enabled location verification.

Photos and files: photos taken during checks and inspections, uploaded documents, and ID badge images.

Usage and device data: IP address, browser or app version, device type, and how you interact with the platform, used to keep the service secure and improve it.

Connected services: if your organisation connects a third-party service (for example Google Calendar), we access only the data needed to show that service inside Evantra, and only after you explicitly authorise it.

To provide the platform: showing rotas, recording attendance, delivering training, sending notifications and generating reports for your employer.

To keep accounts secure: authenticating sign-ins, preventing misuse and auditing changes.

To communicate with you: service updates, password resets and, for account administrators, occasional product news (you can unsubscribe at any time).

To improve the platform: analysing aggregated, de-identified usage patterns.

We do not sell personal data, and we do not use staff data for advertising.

Contract: processing needed to provide the service to your organisation and to you as a user.

Legitimate interests: keeping the platform secure, preventing fraud, and improving the service.

Legal obligation: where employment, tax or health-and-safety law requires records to be kept.

Consent: for optional features such as connecting third-party calendars or receiving marketing emails. You can withdraw consent at any time.

Your employer: staff data is visible to the authorised managers and administrators of the organisation you belong to.

Service providers: carefully vetted suppliers who host, store, send email, or provide infrastructure for us, each bound by data-processing agreements and only able to use data on our instructions.

Connected third-party services you choose: for example Google, only when you explicitly connect an account.

Authorities: where the law requires us to disclose data.

We never share one organisation's data with another organisation on the platform.

Data is stored on secure cloud infrastructure with encryption in transit and at rest. Access is limited to authorised personnel and protected by role-based permissions, audit logging and multi-tenant isolation.

No system is perfectly secure, but we maintain technical and organisational measures appropriate to the sensitivity of the data and review them regularly.

We keep personal data for as long as the organisation's account is active, and for a limited period afterwards so records can be exported or restored. Employers control how long staff records are retained within their account, in line with their own legal obligations.

When data is no longer needed, it is deleted or anonymised.

Under UK GDPR you have the right to access your data, correct it, request deletion, restrict or object to processing, and request a portable copy.

If your data is managed by your employer (for example shift or payroll records), please contact them first — they are the data controller. For anything else, or if you need help, email hello@evantra.co.uk and we will respond within one month.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

We use essential cookies and local storage to keep you signed in and remember your preferences. We do not use advertising or cross-site tracking cookies.

We may update this policy from time to time. Significant changes will be announced inside the platform or by email to account administrators. The "last updated" date at the top shows the current version.