Privacy & Data Information Handling
This page explains, in plain language, how inquiries and case-related information are handled during preliminary intake and (if engaged) during service delivery.
Key Points
- Email-first intake: Initial contact occurs via email or the intake form (which generates an email draft). No files are uploaded through the website.
- Minimize sensitive attachments: Do not send sensitive files until an appropriate secure transfer method is confirmed.
- Need-to-know access: Information is accessed only as required to evaluate scope, risk, and feasibility.
- Retention depends on engagement: Retention and deletion terms are set in writing if work is accepted.
Secure transfer: After preliminary screening and agreement on scope, secure transfer options are provided. Credentials are issued per matter and revoked after transfer.
Information Collected
During preliminary intake, you may provide:
- Contact details (name, email, role/organization)
- Matter reference name and deadlines
- High-level description of media and objectives
- Handling constraints and prior attempts
This site is intentionally designed to avoid collecting files directly through the web interface.
Recommended Transfer Methods
After screening, one of these options may be proposed depending on sensitivity and scope:
- Secure file transfer link (provided after review)
- Encrypted archive with separately shared passphrase
- Physical transfer/shipping under written handling terms
Legal Basis for Processing Personal Data
Data365 Evidence processes personal data only to the extent necessary to provide technical data acquisition, evidence preservation, documentation, and secure storage services requested by clients. We do not sell personal data and do not engage in advertising or behavioral profiling.
Where applicable under the EU General Data Protection Regulation (GDPR), our legal bases for processing include:
- Contractual necessity: Processing is required to perform requested services, including evidence acquisition, preservation, documentation, secure transfer, and storage.
- Legitimate interest: Processing is necessary to maintain evidentiary integrity, chain-of-custody records, audit logs, system security, and documentation and governance records.
- Legal obligation: Processing may be required to comply with applicable laws, court orders, subpoenas, preservation duties, or professional record-keeping requirements.
- Consent (where applicable): Where required, we rely on client-provided authorization or written engagement instructions before performing acquisition or preservation activities.
Data365 Evidence does not make automated decisions or engage in profiling.
Your Data Protection Rights
Depending on your jurisdiction, you may have the following rights regarding personal data processed by Data365 Evidence
Rights under GDPR (EU / EEA residents)
- Access to personal data we hold about you
- Correction of inaccurate or incomplete data
- Restriction of processing where applicable
- Deletion of personal data, where legally permitted
- Portability of data you provided to us
- Objection to processing based on legitimate interest
Where data is preserved as legal evidence, subject to legal hold, or required for chain-of-custody integrity, deletion or modification requests may be limited or denied to preserve evidentiary validity.
Rights under CCPA / CPRA (California residents)
- Disclosure of categories of personal information collected
- Disclosure of purposes for collection
- Access to specific pieces of personal information
- Deletion of personal information, subject to legal exceptions
- Correction of inaccurate personal information
- Limitation of use of sensitive personal information
Data365 Evidence does not sell personal information and does not share personal information for cross-context behavioral advertising. You will not be discriminated against for exercising your privacy rights.
Submitting Privacy Requests
Requests regarding personal data access, correction, or deletion may be submitted by email to:
We may require verification of identity and/or confirmation from the instructing client or legal counsel before fulfilling a request, particularly where evidence preservation or chain-of-custody obligations apply.
Jurisdiction Note
Data365 Evidence is based in the United States. Our services are offered by appointment and primarily serve legal, insurance, and corporate clients. Where international data is provided, handling practices follow GDPR-aligned documentation principles.
Website Analytics & Cookies
This site does not require cookies to function. If basic traffic analytics are enabled by the hosting platform, they may collect standard technical metadata (such as page views and browser type) for operational purposes.
This website does not use third-party tracking technologies
Legal Note
Data365 Evidence is not a law firm and does not provide legal advice. If attorney-client privilege or work-product considerations apply, coordinate with counsel before sharing materials. Formal confidentiality, retention, and scope terms are established separately in writing prior to engagement.