Privacy Policy

1. Who we are

Evidentize Ltd (“Evidentize”, “we”, “us”) is a company registered in England and Wales. We operate an assessment platform that enables partners — universities, training providers, coaching organisations and employers — to run human-assessed, evidence-based assessments and issue portable verified records to candidates.

Evidentize is the data controller for personal data processed through this website and the Evidentize platform. Where partners access candidate data through their white-label tenancy, they act as independent controllers for their own purposes.

2. Data we collect

We collect personal data in the following contexts:

Candidates

• Name, email address and identity verification information
• Assessment submissions — the work products you produce during an assessment
• Verdict records — the calibrated outcome assigned by the assessor panel
• Record access logs — when and by whom your verified record was accessed

Partners and their staff

• Organisation name, registered address, contact details
• Names and email addresses of administrators and cohort managers
• Billing information processed via our payment provider

Website visitors

• IP address and browser information (collected automatically)
• Pages visited and time on site
• Contact form submissions and demo request details

3. How we use it

We use personal data to:

• Deliver assessment services — matching candidates to scenarios, routing submissions to assessor panels, recording and issuing verdicts
• Issue and maintain portable verified records on behalf of candidates
• Enable partners to manage cohorts, view results and configure their tenancy
• Process billing and maintain commercial relationships with partners
• Respond to enquiries submitted through our website or by email
• Improve the platform, scenario library and assessor calibration
• Comply with legal obligations

We do not sell personal data to third parties. We do not use candidate submissions to train AI models. We do not use candidate data for advertising.

4. Legal basis for processing

Under UK GDPR, we rely on the following legal bases:

• Contract — processing necessary to deliver the assessment service a candidate or partner has agreed to receive
• Legitimate interests — improving the platform and scenario library; analysing aggregated assessment outcomes; communicating with existing partners about service updates
• Legal obligation — retaining records required by applicable law
• Consent — where we ask for specific consent (for example, for optional marketing communications), we will make this clear and you may withdraw consent at any time

5. Sharing data

We share personal data only where necessary:

• Assessor panels — candidate submissions are shared with trained human assessors who evaluate work against the marking framework. Assessors are bound by confidentiality obligations.
• Partners — a partner who manages a cohort can view the assessment outcomes and verdict records for candidates in their cohort. They cannot access submissions from other partners' cohorts.
• Verification requests — when a third party (such as an employer) verifies a candidate's record using a verification link, we confirm the record details and verdict. No additional personal data is shared without the candidate's consent.
• Service providers — we use third-party processors for hosting, payments and email delivery. These processors are bound by data processing agreements and may not use data for their own purposes.
• Legal requirements — we may disclose data where required by law or a court order.

6. Retention

Verified records are retained indefinitely. They are designed to be portable, permanent and trustworthy — their value depends on their permanence. Candidates may request that their record be made private (visible only to them), but permanent deletion of a verified record is not possible without invalidating it.

Assessment submissions are retained for 12 months following the verdict date, then deleted unless a dispute or appeal is open.

Partner account data is retained for the duration of the commercial relationship and for 7 years thereafter to meet statutory accounting requirements.

Website visitor data is retained for 13 months.

Enquiry and contact data is retained for 3 years from last contact.

7. Your rights

Under UK GDPR you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion in certain circumstances (subject to the retention policy above for verified records)
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Restriction — request that processing be restricted while a complaint is resolved

To exercise any of these rights, email hello@evidentize.io. We will respond within 30 days.

If you believe we have not handled your data lawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Cookies

We use a small number of cookies necessary for the platform to function — session authentication, CSRF protection and load balancing. We do not use third-party advertising or tracking cookies.

We use anonymised analytics to understand how pages are used. No personal data is shared with analytics providers and IP addresses are anonymised before processing.

You may disable cookies in your browser settings. This will prevent you from using authenticated features of the platform.

9. Contact

For privacy-related questions, data subject requests, or to report a concern:

We may update this policy from time to time. Where changes are material, we will notify partners by email and post a notice on this page. The “last updated” date at the top of this page will always reflect the current version.