EVL.AI / EMPLOYEE PRIVACY

Your information.
Clear responsibilities.

How information is handled when you sign in to the employee portal or submit a support request.

Updated 9 September 2026

Who operates this portal

Evolution – Nadeem Khaled Ahmed Abbas Nadeem, operating as Evolution Holding, is the legal operator of this portal and operates shared employee services for Evolution Holding, Olven White and Evolution of Audio. The group office is at The GrEEK Campus West, Mall of Arabia, 6th of October City, Egypt. The company responsible for your employment remains responsible for its employment records.

Information we use and where it comes from

We use your verified Zoho account identity and an approved employee directory to check access. The directory contains your name, work email, company, employee identifier, access status and, where recorded, portal user identifier. Directory information comes from our staff records; sign-in information comes from Zoho.

When you submit a request, we receive its subject, description, category, urgency, optional requested date and any files you choose to attach. We also record a request reference, timestamps, delivery status and limited delivery diagnostics. Hosting and sign-in services process connection and security information needed to operate the service.

Why we use it

We use this information to verify employee access, respond to support requests, route work to Operations, prevent duplicate submissions and investigate delivery or security problems. The portal does not use request content for advertising or make employment decisions. Automated access checks compare your verified account with the approved directory; contact Shaimaa if a check prevents legitimate access.

Where GDPR applies, ordinary support and security processing is based on the legitimate interests of administering group services and protecting business systems, subject to your rights and the necessity of the processing. An employment contract or a specific legal obligation may provide the basis for a separate employment process where its requirements are met. Signing in is not blanket consent to unrelated processing. Special-category information requires a separate applicable condition and appropriate restricted handling.

What to provide

Your verified identity, company, request category, urgency, subject and description are needed to handle a portal request. Attachments and the requested date are optional. If you cannot use the portal, contact Shaimaa for help. Include only what is needed: do not upload passwords, access tokens, medical records, identity documents or unrelated personal information. Ask for a restricted channel for sensitive HR matters.

Who receives it

Requests are sent to the group Operations & Business Systems project in Odoo. They can be accessed by personnel authorized to work in that project and relevant administrators. Your displayed company identifies the originating business; it does not create a separate confidential HR inbox. Relevant business staff may receive information needed to resolve the request.

Zoho Catalyst provides portal hosting, authentication, private storage and mail delivery; Zoho provides the work-account sign-in service. Odoo and its hosting arrangements support request handling. These providers may use subprocessors to deliver their services. Request attachments are not published as public download links.

International processing

Our group operates in Egypt and uses cloud services. Processing locations depend on the service and account configuration. Contact Shaimaa for the locations, relevant providers and copies or details of applicable transfer safeguards. This notice does not represent that all data stays in the EU or that a particular transfer mechanism has been verified.

How long we keep it

Ordinary support requests: 12 months after final closure

Request content and related correspondence are reviewed for deletion or irreversible anonymization after the actual request is closed in Odoo.

Attachments: 90 days after final closure

Supporting files are reviewed for removal from operational copies in Catalyst, Odoo and controlled mail stores.

Open requests and exceptions

Open or reopened requests remain while needed for resolution. A documented legal obligation, dispute or investigation may require longer retention. Required official employment or financial records follow the relevant separate record requirements, rather than this ordinary support schedule.

Access records

Access should be disabled when no longer authorized. Personal directory and account fields are reviewed for removal within 30 days, except where still needed for unresolved requests, documented security needs or other applicable requirements.

Retention is administered through reviewed cleanup, not automatic deletion on submission age. A delivery confirmation does not mean the request has been closed. Minimal reference records may be retained to prevent replay of old submissions. Backup and provider copies follow their documented service cycles; contact us for the status of a specific deletion, including any remaining restrictions.

Your rights and how to exercise them

Contact shaimaa@evl.ai to request access, a copy, correction, deletion or restriction, or to object to processing based on legitimate interests. Where the legal conditions apply, you may request portability and withdraw consent for any separate consent-based processing without affecting its earlier lawfulness. These rights are subject to applicable law and are not unconditional.

Please include the request reference when available. We may ask for proportionate information to verify identity; do not send identity documents unless requested through an appropriate channel. Where GDPR applies, requests are handled without undue delay and within one month. If a permitted extension of up to two further months is needed because of complexity or the number of requests, we will explain it within the first month.

You may complain to Egypt’s Personal Data Protection Center. Where GDPR applies, you may also complain to the competent supervisory authority, including in the EU country of your habitual residence, workplace or the alleged infringement. Find an EU supervisory authority.

Cookies and browser storage

Sign-in uses session and security mechanisms provided by Zoho. The portal stores the current request reference in this tab’s session storage to recover its delivery status after a refresh. The portal application does not embed advertising, analytics or AI tracking scripts. This notice and the portal interface use local fonts and branding assets. External websites linked from this portal have their own notices.

Changes

We update this notice when our handling changes. The date above identifies this version. For the main company website, see its website privacy notice.