1. Information About Us
eavolve Limited
Registered in England under company number 15678513
Registered address: Regency Court, 62-66 Deansgate, Manchester M3 2EN
eavolve Limited is registered with the Information Commissioner’s Office (ICO) as a data controller and pays the data protection fee.
Data protection contact: Lily Shippen, Founder
Email address: lily@eavolve.co.uk
Postal address: Regency Court, 62-66 Deansgate, Manchester M3 2EN
eavolve is the sister company of Lily Shippen Ltd, a recruitment business. The two companies are separate data controllers. We do not pass your personal data to Lily Shippen Ltd unless you ask us to, for example if you ask us to introduce you for recruitment support.
2. What Does This Notice Cover?
This privacy notice explains how we use your personal data: how it is collected, how it is held, how it is processed and how long we keep it. It also explains your rights under the law. It covers our website at eavolve.co.uk, our training programmes, coaching, assessments, events, the Secret Club membership and our marketing.
3. What Is Personal Data?
Personal data is defined by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 as any information relating to an identifiable person who can be directly or indirectly identified, in particular by reference to an identifier. In simpler terms, it is any information about you that enables you to be identified, from your name and contact details to less obvious information such as online identifiers.
4. What Are My Rights?
Under the UK GDPR you have the following rights, which we will always work to uphold:
- The right to be informed about how we collect and use your personal data. This notice is intended to do that, and you can contact us at any time to ask more.
- The right to access the personal data we hold about you. Part 11 explains how to make a subject access request.
- The right to have your personal data corrected if it is inaccurate or incomplete.
- The right to erasure, which means asking us to delete your personal data where there is no good reason for us to keep it.
- The right to restrict how we process your personal data.
- The right to object to our use of your personal data, including for direct marketing, which you can do at any time.
- The right to data portability, which means asking for a copy of data you have given us in a machine-readable format where we process it by automated means on the basis of consent or a contract.
- The right to withdraw consent at any time where consent is the basis on which we are using your data.
- Rights relating to automated decision-making and profiling. We do not make any decisions about you based solely on automated processing.
To exercise any of these rights, contact us using the details in Part 12. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, by phone on 0303 123 1113, or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
5. What Personal Data Do You Collect?
Depending on your relationship with us, we may collect some or all of the following:
- Name, job title, employer and the sector you work in
- Email address, telephone number and postal address
- Whether you manage EAs or PAs, and other information you give us about your role when you register interest in our events or community calls
- Career information you share with us for coaching, including your CV, LinkedIn profile and the goals you tell us about
- Responses and results from assessments you complete with us, such as the Chief of Staff Readiness Assessment
- Notes taken by your coach or facilitator during coaching sessions and training days, and the follow-up we prepare for you
- Dietary requirements and access needs for in-person training days. Some of this can be health information, which we only collect with your explicit consent and delete after the event
- Payment information. Payments are taken by Stripe, and we do not see or store your full card details
- Photographs, video and written testimonials, where you have agreed to us using them
- Survey responses, where you have chosen to take part in our research
- Information about how you use our website, collected through cookies and similar technologies, as explained in Part 10
- Records of our communications with you, including email, WhatsApp messages and enquiries made through our website forms
6. How Do You Use My Personal Data, and on What Basis?
Under the UK GDPR we must always have a lawful basis for using personal data. The bases we rely on are set out against each purpose below.
- To respond to an enquiry or discovery call request and to tell you about the programme you asked about. Lawful basis: our legitimate interest in responding to people who contact us.
- To deliver the training, coaching, assessment or membership you have booked, including sending joining instructions, materials and follow-up. Lawful basis: performance of a contract with you, or with your employer where they have booked on your behalf.
- To take payment and keep the financial records the law requires. Lawful basis: performance of a contract and compliance with our legal obligations.
- To tailor a training day or coaching programme to your role, including preparing follow-up notes on the pain points you raised. Lawful basis: performance of a contract.
- To cater for your dietary requirements and access needs at an in-person event. Lawful basis: your explicit consent.
- To send you news, dates, guides and insight for EA and PA professionals by email. Lawful basis: your consent where you have signed up, or our legitimate interest in keeping in touch with existing clients about similar services. Every marketing email includes an unsubscribe link, and you can opt out at any time.
- To invite you to EA Manager and EA Leaders calls and to shape that community with you, where you have registered interest. Lawful basis: your consent.
- To publish your success story, testimonial or photograph on our website and social media. Lawful basis: your consent, which you can withdraw at any time.
- To understand how our website is used and to improve it, and to measure the effectiveness of our advertising. Lawful basis: your consent, given through our cookie banner.
- To protect our website from spam and abuse, for example through Google reCAPTCHA on our forms. Lawful basis: our legitimate interest in keeping the site secure.
- To publish research, such as our surveys of the EA and PA profession. Survey results are only ever published in aggregated, anonymised form. Lawful basis: your consent to take part and our legitimate interest in understanding the profession we serve.
We use AI-assisted tools to help us prepare training materials, follow-up notes and content. These tools are used under contract as our processors. We do not make any decisions about you based solely on automated processing, and your personal data is never used to train a public AI model.
Where we rely on legitimate interests, we have considered the impact on you and are satisfied that your rights are not overridden. You can object at any time using the details in Part 12.
7. How Long Will You Keep My Personal Data?
We keep personal data only for as long as we need it for the purpose it was collected, and then we delete or anonymise it. Our standard retention periods are:
- Enquiries and discovery call bookings that do not lead to a booking: 24 months from our last contact with you
- Client, booking and attendance records: six years after the end of the financial year in which the booking took place, to meet our legal and accounting obligations
- Coaching notes, CVs and assessment responses: 24 months after your programme or assessment ends, unless you ask us to delete them sooner
- Dietary and access requirements: deleted within one month of the event
- Marketing preferences: until you unsubscribe, after which we keep only the minimum needed to make sure we do not contact you again
- Testimonials, photographs and video: for as long as you consent to their use
- Survey responses: 24 months after the report is published, then anonymised
- Website analytics data: as set by the relevant provider, currently up to 14 months for Google Analytics
8. Who Do You Share My Personal Data With?
We never sell your personal data. We share it only with the service providers who help us run eavolve, each of which acts under a contract that requires them to protect your data and use it only on our instructions:
- HubSpot, which hosts our website forms, our customer relationship management system and our email marketing. Our HubSpot account is hosted in the European Union.
- Stripe, which processes payments on our behalf.
- Google, for website analytics, advertising measurement and reCAPTCHA spam protection.
- Calendly, which handles discovery call bookings.
- CookieYes, which records your cookie choices.
- Meta, if you choose to contact us through WhatsApp.
- Our website hosting provider and the WordPress plugins that power our site, including the forms used on some pages.
- Microsoft, which provides our email and document storage.
- Video conferencing tools used for online coaching and sessions, such as Microsoft Teams or Zoom.
- The community platform we use for the Secret Club and our EA Leaders calls.
- Our associate trainers and coaches, who deliver programmes alongside Emily and Lily and are bound by confidentiality.
- Professional advisers such as our accountants, where needed to meet our legal obligations.
Where your employer has booked training for you, we may share attendance confirmation and a general summary of the programme with them. We do not share the detail of your coaching conversations or your individual assessment results with your employer unless you have agreed to that.
In limited circumstances we may be legally required to share personal data, for example if we are involved in legal proceedings or must comply with a court order or the instructions of a regulator.
9. Do You Transfer My Personal Data Outside the UK?
Some of the providers listed above store or process data outside the United Kingdom, including in the European Economic Area and the United States. Where this happens we make sure your data is protected to the standard required by UK law. Transfers to the EEA are covered by the UK’s adequacy regulations. Transfers to the United States are covered either by the UK-US Data Bridge, where the provider is certified under it, or by the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for more information about the safeguards we use.
10. Cookies and Similar Technologies
Our website uses cookies and similar technologies. When you first visit, a banner managed by CookieYes asks for your choices. Strictly necessary cookies are set without consent because the site cannot work without them. All other cookies are only set if you agree.
- Strictly necessary: cookies that keep the site secure, remember your cookie choices and allow forms to work.
- Analytics: Google Analytics, which helps us understand how visitors use the site so we can improve it.
- Marketing: Google Ads conversion measurement, which tells us whether our advertising is working.
- Functional: cookies set by embedded services such as HubSpot forms, Calendly booking and WhatsApp chat.
You can change or withdraw your choices at any time by selecting Cookie settings or by clearing cookies in your browser. Some third parties set their own cookies when you use their embedded services, and their privacy notices explain how they use them.
11. How Can I Access My Personal Data?
If you want to know what personal data we hold about you, you can ask us for details and a copy of it. This is known as a subject access request. Please make your request in writing to the email or postal address in Part 12, telling us who you are and what you would like to see. We will respond as soon as we can and in any case within one month. If your request is complex we may need up to two further months, and we will tell you if that is the case. There is normally no charge.
12. How Do I Contact You?
To contact us about anything to do with your personal data, including to exercise your rights or make a subject access request, please use the following details for the attention of Lily Shippen:
Email address: lily@eavolve.co.uk
Postal address: eavolve Limited, Regency Court, 62-66 Deansgate, Manchester M3 2EN
13. Children
Our services are designed for working professionals. We do not knowingly collect personal data from anyone under 18.
14. Changes to This Privacy Notice
We may update this privacy notice from time to time, for example if the law changes or if we change how we work in a way that affects your personal data. The date at the top of the notice tells you when it was last updated, and any changes will be posted on this page.
