Eva Data Privacy & Security Policy
Last updated: 11 January 2021
For the purposes of this Privacy & Security Policy:
The terms “We”, “Us” or “Our” shall mean Qdesq Realtech Private Limited.
The term “Visitor” shall mean any person entering the office space upon invitation from an occupant or an operator availing the Visitor Management System (VMS) service.
The terms “You”, or “Your” shall mean a User or a Visitor.
The term “Services” shall mean and include the services provided to users in the app, namely, visitor management (VMS), meeting room bookings (RB), events, feedback management (FMS), polling, community posts (CP), issue management system (IMS), public service announcements (PSA), any future functionality integrated into the app, and other 3rd party services integrated with the app.
The term “Operator” shall mean the group of individuals using the Eva app involved in the running & management of the coworking space
The term “Occupant” shall mean the group of individuals using the Eva app who are clients of an operator, who have been allowed to access the operator’s workspace against a trial or non-trial basis, for commercial or personal reasons
The term “User” shall be used to refer to both occupants and operators accessing, browsing through and/or using the App and/or its Services
When you use our Services or The Eva Concierge app, we may collect some information or receive information about you from you. We are committed to protecting the security of your information and safeguarding your privacy while you avail our services and this privacy & security policy sets out the manner in which we collect information from you and use the information that we have collected or received about you.
The privacy & security policy will inform you about:
What information we collect and why we collect it
How we use that information including how we share the information with third parties
How we secure the information
We may revise the privacy & security policy from time to time. Any such changes will become effective immediately upon being posted to our website/app. If you use our app or avail our services thereafter, you will be deemed to have read and accepted the revisions. We may not be able to separately notify you of the revisions each time that we make them. We encourage you to check the Eva privacy & security policy page (https://www.eva-spaces.com/privacy-policy) periodically for modifications or revisions to the privacy & security policy to understand how it affects the use of your information. We will not be responsible for your failure to remain informed about such changes.
The Information That We Collect and Purposes of Collection
We may collect information from you in the following ways:
If you are a User:
(i) We will collect your name, mobile number, email address to verify your identity when you avail services of the app
(ii) We will collect information about you when you complete any customer survey on the App
(iii) We may also collect your app usage information by using cookies to enable analytics, performance improvement, and to guide future product decisions
If a user uses the visitor management module:
(i) We will collect the name, company name, phone number, email address, and any id authentication details necessitated by the workspace (PAN, Aadhar, drivers license, passport number etc) for visitor (s) from either the user who invited the visitor (s) to the office space, or from the visitor (s) directly, to create an entry pass for the visitor (s).
(ii) We collect data on the date, in & out time for the visit, and whether visitor parking is available or not at the workspace to enable workspaces to manage visitor flows and their operations better, and to create visibility within the workspace on the flow of visitors.
(ii) All info collected as a part of the visitor management module will be analysed to enable performance analytics and operations improvements and benchmarking for workspaces
If a user uses the issue management module to raise tickets:
(i) The workspace team will receive the information entered by the user along with location data (company name, seat / cabin #). This is required for quantifying, optimizing, and maintaining service levels within the workspace premises.
(ii) Additionally, the app also collects data on the creation timestamp for issues, the assignment history for the issue, resolution timestamps, to enable performance workspace level, department level & individual level analytics
(ii) All info collected as a part of the issue management module will be analysed to enable performance analytics and operations improvements and benchmarking for workspaces
If you use the community posts module:
(i) Community posts are moderated by the community manager and can be removed if the post is found to be offensive, inappropriate, irrelevant, subject to the subjective standards employed by the admin of the workspace. The operator staff reserves the right to exercise their discretion in approving or rejecting any community posts as they deem fit
(ii) Eva app may show other users information such as the name, profile picture, company name of the user of the community posts module, all photographic and textual content provided within the substance of the community post, and any like(s), comment(s), shares, total views of the community post.
(iii) The Eva app only provides a platform that enables community interactions. Use of the Eva app indemnifies Qdesq Realtech Pvt Ltd from any disputes, concerns, unlawful activities emerging from the use of the app, specifically the community post modules and the announcements feature set. Qdesq Realtech Pvt Ltd cannot be held accountable for any concerns, issues, defamation, slander arising out of the nature of the content posted using the community posts or announcements feature set.
(iv) All info collected as a part of the community posting module will be analysed to enable community quality analytics and benchmarking for workspaces
If you use the feedback management module to provide feedback:
(i) The app will collect data on the user name, center, 5 star rating provided, the details of the feedback provided (variable name and whether agreed / disagreed with the variable), timestamp
(ii) All info collected as a part of the feedback management module will be analysed to enable performance analytics, improved client retention, operations improvements, benchmarking, improved digital profile creation, improved digital search & discovery and lead generation for workspaces
If you use the meeting room management module:
(i) The app will collect data on the date, start time, duration, name & company name of the user, fitout requests, number of attendees, whether IT support is requested or not, and pass this to the admin team to enable them to take action on room booking requests.
(ii) All info collected as a part of the room booking management module will be analysed to enable performance analytics and operations improvements and benchmarking for workspaces
If you create, update, manage announcements:
(i) The app will collect data on the type of announcement, the date and time at which the announcement was posted, the expiry date and time of the announcement, and the actual subject / content for the announcement.
(ii) All info collected as a part of the announcements management module will be analysed to enable performance analytics and operations improvements and benchmarking for workspaces
If you create, distribute, or RSVP for events:
(i) The app will collect data on the title, date, time, location of the event, name and company name of RSVP’s, to enable visibility within the workspace on the specifics of the event (i.e. what is the event about, who all are attending etc.)
(ii) All info collected as a part of the event management module will be analysed to enable performance analytics and operations improvements and benchmarking for workspaces
Additional data collected:
Usage of the app may entail the collection of data on the below parameters to facilitate in-app analytics
(i) Application state, events and usage statistics
(ii) Reader interaction logs (including reader identifiers and technical reader information)
(iii) Error logs
Uses of Information
User Information: We will use user information to provide the aforementioned services to our users. By continuing to use the app, you understand and accept that the information outlined apriori is accessible to us, our personnel, and is made available to the workspace team and other users in order to enable the app to provide the services listed earlier.
We may communicate with you through the app, email or short message service using the information provided by you to bring you notifications regarding the services availed by you on the app.
Visitor Information: We will use visitor information to facilitate easy entry into a workspace. You understand and accept that we may make your information accessible to us, our personnel, the workspace and the user who invited you. We will also maintain logs of your visit including your information, which we may have to share with third parties such as the building management, office space security and law enforcement agencies (if formally requested).
Disclosures to third parties: In the course of providing the services listed earlier, we may share the strictest universe of user information possible with third parties engaged by us to the extent necessary to enable them to provide services contractually obligated by the law. You may choose to withdraw your consent for disclosure of any sensitive personal information by informing us in writing although this may impact our ability to provide services of interest to the user.
We collect user data to:
(i) Provide you with software updates and support
(ii) Improve and develop new products and services
(iii) Communicate with you regarding our services
(iv) Fulfill our legal and administrative obligations
(v) Protect the rights, property & safety of us & our users
Listed out below are specific, common scenarios that outline how user information may or may not be used:
The use of occupant contact details (mobile, email id) for running promotional, marketing, branding campaigns for Eva, Qdesq, or a third party is expressly forbidden
The use of occupant level and company level feedback data for a particular operator in order to inform the Qdesq sales / transactions team targeting & lead generation is expressly forbidden under the terms of this privacy & security policy
The integration of center level feedback data by Qdesq and Eva with the digital workspace profiles of the workspace on the Qdesq and Eva websites to facilitate improved digital search, discovery, & lead generation is approved under the terms and conditions of this privacy & security policy.
Resale of / providing access to, any / all data generated in the process of using services provided by the Eva app to third parties for promotional, marketing, branding, outreach purposes is expressly forbidden under the terms and conditions of this privacy & security policy.
Providing access to third parties to user data generated in the process of using the Eva app is approved under the terms and conditions of this privacy & security policy for the sole purpose of enabling the app to deliver more / better services to its users. The Eva team may enable third party integrations for future versions of the product and reserves the right to enable sharing of the smallest set of operator / occupant variables necessary with the third party to enable this value creation and capture for users
The use of operator contact details (name, mobile, email id) for the purpose of facilitating communication by the Eva team regarding Eva features, product updates, marketing activities, offers, branding is approved under the terms and conditions of this privacy & security policy
We base our right to collect your data on the need of your data in order to provide you with the licensed material and services, as stated above. To the extent that your data is used to improve and develop new products and services. We base our use of your data on our legitimate interest to perform such actions. Legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience.
We may be obligated to share your personal information or sensitive personal information if we are compelled to do so to comply with a legal requirement or request from a law enforcement agency or in order to establish, exercise or defend our legal rights (including providing information to others for the purpose of fraud prevention). Doing so will not constitute a breach of this privacy & security policy
Security and Confidentiality
We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We store all the personal information you provide on password and firewall protected servers. We use independent servers and databases for storing all data generated through and as a result of the use of the Eva app.
You acknowledge however that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are also responsible for keeping the password you currently use or may use in the future for accessing our app confidential; we will not ask you for your password (except when you log in to our app).
Access to Your Information
You have a right to request a copy of the information we hold about you at any time. Please send an email to firstname.lastname@example.org to request the same. There will be a small charge for processing this request.