Evolve IT Support Ltd (“Evolve IT”, “we”, “us”, “our”) is a private limited company registered in England and Wales (Company No. 08726053). Our registered office is Knowle House Farm, Reapsmoor, Buxton, Staffordshire, SK17 0LG.
We are the data controller for the personal information processed through this helpdesk portal. Where we process personal data on behalf of our business clients we act as a data processor under a separate Data Processing Agreement with that client.
To contact us about this notice or your data: hello@evolveitsupport.co.uk
We collect and use personal data for the purposes listed below. Our lawful basis under UK GDPR is shown in brackets.
| Category | Examples | Lawful basis |
|---|---|---|
| Account & identity | Name, email address, job title | Legitimate interests / contract |
| Authentication | Hashed password, MFA secret | Contract |
| Support ticket content | Subject, description, messages, attachments | Contract / legitimate interests |
| Contact details | Phone number, email address used when submitting a ticket | Contract |
| Usage data | Last login date/time, IP address (rate limiting only) | Legitimate interests |
| Communications | Emails sent and received via the helpdesk | Contract |
We do not collect special category data (health, biometric, financial account details, etc.) through this portal and ask that you do not include such information in support tickets.
When a support ticket is submitted, we send the ticket subject and a portion of its description to Anthropic’s Claude API to automatically suggest a priority level and category. This helps us respond to urgent issues faster.
Anthropic processes this data as a sub-processor under their API terms. Ticket content sent to the API is not used to train Anthropic’s models under their enterprise API terms. You can read Anthropic’s privacy policy at anthropic.com/privacy.
AI-suggested priorities are always reviewed by a human technician and do not result in automated decisions with legal effect.
We share personal data only where necessary:
We do not sell personal data or share it for advertising purposes.
This portal uses one strictly necessary cookie to keep you signed in:
| Cookie | Purpose | Duration | Type |
|---|---|---|---|
| authjs.session-token | Keeps you authenticated between page loads | 30 days (rolling) | Strictly necessary |
We do not use analytics, advertising, or tracking cookies. Because we only use strictly necessary cookies, we are not required to ask for your consent under the UK Privacy and Electronic Communications Regulations (PECR).
| Data | Retention period |
|---|---|
| Support tickets and comments | 3 years from ticket closure |
| User accounts (active) | For the duration of your organisation's contract with us |
| User accounts (deactivated) | 12 months after deactivation, then deleted |
| Email logs | 12 months |
| Database backups | 10 most recent backups (rolling) |
You have the right to:
To exercise any of these rights, email us at hello@evolveitsupport.co.uk. We will respond within one calendar month.
If you are unhappy with how we handle your data you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.
We protect personal data using industry-standard measures including encrypted connections (TLS), hashed passwords (bcrypt), signed authentication tokens, and access controls that limit which staff can see which data. Our servers are hosted in EU data centres operated by Hetzner.
We may update this notice from time to time. The “Last updated” date at the top will always reflect the most recent version. For significant changes we will notify users by email.
© 2026 Evolve IT Support Ltd · Company No. 08726053 · Registered in England and Wales