Privacy Notice & UK GDPR Policy
Last updated: October 2026
Introduction
This Privacy Notice explains how Evolve Advice Ltd and Elfandor Ltd, sister companies, collect, use and protect your personal data, in line with the UK GDPR, the Data Protection Act 2018 and other applicable laws. In this notice, “we”, “us” and “our” mean the company responsible for the service you use, as set out below. We are committed to handling your personal data fairly, lawfully and transparently.
Who We Are and What We Are Responsible For
Each company is a controller of the personal data it collects for its own services. Both companies share the same registered office and contact details, shown under “Contact” below.
Evolve Advice Ltd (registered in England & Wales, Company No. 10811635) is responsible for:
Our advisory services and subscriptions
Training, e-learning, events and the National Educational Visits Conference
Our website, shop and Tools for Schools
The EVA! AI assistant
Elfandor Ltd (registered in England & Wales, Company No. 17397954) is responsible for:
The EVC Magazine, including its print edition, theevcmagazine.com and [app name]
Triptelligence
The Loyalty Locker, at theloyaltylocker.co.uk
eduFOCUS Ltd provides the EVOLVE system for logging educational visits. Evolve Advice Ltd provides access to EVOLVE as a reseller.
What Data We Collect
Name, job title, and school, employer or company details
Contact details (email address, phone number, postal address)
Communication preferences and correspondence records
Information you give us through our websites, apps, forms, surveys, events and training
Account and login details for the systems and services we provide
Subscription details for The EVC Magazine
Contact details of advertisers and contributors
Data necessary to provide our services
We do not intentionally collect special category data (such as health information, racial or ethnic origin, political opinions or biometric data) for our advisory, training, marketing, magazine and survey activities. If it is ever needed, we will obtain your explicit consent or rely on another lawful condition, and apply additional safeguards.
Lawful Basis for Processing
Contract: to provide our services to you or take steps at your request before a contract.
Legitimate interests: for example improving our services, preventing fraud, managing client relationships and selling advertising, where your rights do not override these interests.
Consent: for direct marketing and optional services. You can withdraw consent at any time.
Legal obligation: for example financial and regulatory record-keeping.
How We Use Your Data
Providing and managing our services, systems, surveys and subscriptions
Communicating with you about services, updates, events and The EVC Magazine
Running The Loyalty Locker and Triptelligence
Record-keeping and meeting our legal obligations
Improving our services, websites and apps
Marketing communications, with your consent or as permitted by law
We do not make decisions based solely on automated processing that have legal or similarly significant effects. Where AI tools assist our analysis, a person is always involved in any significant decision.
Systems and Services
EVOLVE (eduFOCUS Ltd): we share your name, email address and the account details needed to set up and manage your access.
Triptelligence (Elfandor Ltd): intelligence and data surveys.
The Loyalty Locker (Elfandor Ltd): an exclusive rewards programme of offers and discounts for EVOLVE Advice clients. To create an account we use your name, email address, school or organisation, and the access code from your EVOLVE site. [If true: We do not share your details with the providers listed.]
The EVC Magazine and [app name] (Elfandor Ltd): the termly magazine for Educational Visits Coordinators, in print, online and in the app. If you subscribe, we use your name, email address, job title, school or organisation and, for print copies, your postal address to send you the magazine and related updates. Subscription is free. [Add any extra data the app collects.]
Data Sharing
We may share your data with:
Each other, where needed to give you access to our systems and services. Where one of us handles data on behalf of the other, we do so under a Data Processing Agreement.
Trusted service providers, such as hosting, cloud storage, analytics, CRM and email marketing platforms
Regulatory and legal authorities, where required
Partners or collaborators, in the context of legitimate business activities
AI tools (such as Microsoft Copilot, Google Gemini and, in limited cases, paid versions of ChatGPT or Claude) where necessary to support our services, ensuring no special category or sensitive data is shared
Our EVA! AI assistant is provided by Chatbase. Please do not enter personal or sensitive information when using it.
All our third-party processors are contractually bound to safeguard your data.
Marketing & Consent
If you opt in, we will send you relevant updates and information. For existing clients we may rely on the “soft opt-in” under PECR, where communications relate to similar services and you can unsubscribe easily. You can withdraw consent or opt out at any time using the “unsubscribe” link in our emails or by contacting info@evolveadvice.co.uk.
Data Retention
Client service data: typically up to 7 years after our last interaction, to meet legal and regulatory obligations.
Marketing, magazine subscriber and Loyalty Locker account data: until you withdraw consent, unsubscribe or close your account.
Survey data (Triptelligence): Indefinitely but personal data until you withdraw consent.
Financial records: a minimum of 7 years, in line with statutory requirements.
After these periods, data is securely deleted or anonymised.
Security
We use appropriate technical and organisational measures to protect your data, including encryption, secure backups, access controls, staff training and regular reviews of our security practices.
Your Rights
Under UK GDPR you have the right to:
Access the personal data we hold about you
Have inaccurate or incomplete data corrected
Have your data erased (“right to be forgotten”)
Restrict or object to processing in certain circumstances
Data portability, where applicable
Withdraw consent at any time
We will respond to rights requests within one month. You can contact either company, and we will make sure your request reaches the right one. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.
International Transfers
Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as adequacy decisions or Standard Contractual Clauses.
Cookies
Our websites and apps use cookies and similar technologies. See the Cookies Policy below.
Changes to this Policy
We may update this notice from time to time. Changes will be posted on this page and, where appropriate, sent to you by email.
Governing Law
This notice is governed by the laws of England & Wales.
Contact
If you have any questions or want to exercise your rights, please contact:
Information Governance Team
Evolve Advice Ltd (Company No. 10811635) and Elfandor Ltd (Company No. 17397954)
21 Market Place, Long Buckby, NN6 7RR
Email: info@evolveadvice.co.uk
Telephone: 01327 588488
Cookies Policy
Last updated: October 2026
This policy explains how Evolve Advice Ltd and Elfandor Ltd use cookies and similar technologies on our websites and apps.
What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help us remember your preferences, improve your experience and provide anonymised usage data to third-party applications.
Types of Cookies We Use
Strictly necessary: needed for the sites to work, such as security and log-in sessions.
Performance: collect anonymous information about how visitors use our sites, such as pages visited, to help us improve them.
Functionality: remember your preferences and settings, such as language and form inputs.
Targeting and advertising: used to deliver relevant adverts or measure marketing effectiveness, where used.
Managing Cookies
On your first visit you will see a cookies banner where you can accept or decline non-essential cookies. You can also manage cookies in your browser settings at any time. Blocking some cookies may affect how our sites work.
Third-Party Cookies
We use trusted third-party services, such as Google Analytics and email marketing tools, which may set their own cookies for analytics, performance and marketing.
Updates
We may update this policy from time to time. Changes will be posted on this page.
Website Disclaimer
Last updated: October 2026
The information on this website is provided by Evolve Advice Ltd and Elfandor Ltd for general information only. We aim to keep it accurate and up to date, but we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability of the website or the information, products, services or related graphics on it. Any reliance you place on this information is at your own risk.
We are not liable for any loss or damage, including indirect or consequential loss, arising from your use of this website or from loss of data or profits, whether due to negligence or otherwise.
This website may link to other websites that we do not control. We have no control over their content or availability, and a link does not mean we recommend or endorse them.
We work to keep the website running smoothly but are not responsible if it is temporarily unavailable due to technical issues beyond our control.
Cookies Policy
Last updated: October 2025
This Cookies Policy explains how Evolve Advice Ltd uses cookies and similar technologies on our website.
What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help us improve your browsing experience by remembering your preferences and providing anonymised tracking data to third-party applications.
Types of Cookies We Use
Strictly necessary cookies — required for the website to function (e.g. security, log-in sessions).
Performance cookies — collect anonymous information about how visitors use our site (e.g. pages visited, time spent) to help us improve.
Functionality cookies — remember your preferences and settings (e.g. language, form inputs).
Targeting / advertising cookies — used to deliver relevant adverts or measure marketing effectiveness (if used).
Managing Cookies
When you visit our website for the first time, you will see a cookies banner. You can choose to accept or decline non-essential cookies.
You can also manage cookies through your browser settings at any time. Most browsers allow you to block or delete cookies, though some site functionality may be affected if you do so.
Third-Party Cookies
We may use trusted third-party services (such as Google Analytics or email marketing tools) that also set cookies when you interact with our site. These are used for analytics, performance tracking, and marketing purposes.
Updates
We may update this Cookies Policy from time to time. Any changes will be posted on this page.
Website Disclaimer
Last updated: October 2025
The information contained on this website is provided by Evolve Advice Ltd for general information purposes only. While we endeavour to keep the information up to date and accurate, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability, or availability of the website or the information, products, services, or related graphics contained on the website for any purpose.
Any reliance you place on such information is strictly at your own risk.
In no event will Evolve Advice Ltd be liable for any loss or damage, including indirect or consequential loss or damage, arising from use of this website, or from loss of data or profits, whether due to negligence or otherwise.
Through this website, you may link to other websites which are not under the control of Evolve Advice Ltd. We have no control over the nature, content, and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.
We make every effort to keep the website up and running smoothly. However, Evolve Advice Ltd takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.