Privacy Notice

1. Who we are

[Legal entity name and registered address] (we, us) runs the Expert Evidentia website and application. For privacy requests contact [Contact email for legal and privacy requests].

2. What we collect

What we hold depends on how you use the Service.

• Website inquiries: your name, email, optional phone, firm or organisation, and the message and case summary you write. Please keep these non-confidential.
• Account holders: name, email, a password (stored only as a one-way hash), country, and sign-in session records.
• Expert applicants and experts: professional headline and bio, field, countries, topics, languages, current position and organisation, years of experience, credentials, publications, testimony history, disclosures about conflicts and discipline, availability, fees, CV, and a public page that confirms who you are. Optional details include phone, time zone, website, photo and references.
• Firm users: name, email, firm, role, and the cases, documents and notes you create. For uploaded documents we keep the extracted text, not the original file.
• Activity records: an audit trail of edits, approvals and state changes in cases and applications.
• Technical data: your IP address and request details, used to keep the Service secure and to limit abuse of our forms.

3. What we never collect

We do not ask for, and do not want, any of the following:

• Images of identity documents, such as a passport or driving licence.
• Social Security or tax ID numbers.
• Date of birth or home address.
• Bank or payout details.
• Race or ethnicity, religion, political opinions, or union membership.
• Your citizenship, immigration status or national origin.
• Criminal record, marital or family status, or income.
• Names, A-numbers or case numbers of past asylum applicants, or a self-reported win rate.

4. How we use information

We use information to:

• Review expert applications and decide on approval.
• Match experts to cases and let firms and experts work together.
• Provide drafting, source and fact-checking tools, and keep the audit trail.
• Send service messages about your account, offers and applications.
• Secure the Service, prevent abuse and meet legal obligations.
• Send product news only to people who opt in.

5. Who sees what

Before an expert accepts an offer, a firm sees an anonymous profile: headline, countries, fields and a summary. After acceptance the expert's name, employer and CV are shared with that firm.

Case files are visible to the firm that owns the case and the expert engaged on it. Our moderators and administrators see application details to review and support users. [Staff access controls to be confirmed.]

During review, we may confirm an expert's details with institutions, publishers or the public page they supplied.

6. AI and service providers

To run the Service we use providers that process data on our behalf: hosting, database, email delivery, error monitoring, and AI model and fact-checking providers. Text entered into drafting and fact-checking tools is sent to those AI providers to produce a result. [List of providers, locations and data processing terms to be confirmed.]

We do not sell personal information. The marketing site uses no advertising trackers.

7. Cookies

The application sets one essential session cookie to keep you signed in. The marketing site does not use analytics or advertising cookies. [Confirm before adding any analytics.]

8. Retention

We keep information for as long as your account is active and as needed for the purposes above, then delete or anonymise it. [Retention periods by data type, including audit records, to be confirmed.]

9. Your choices and rights

You can view and update your profile in the application. You can ask us to access, correct, export or delete your information, or to stop optional emails, by writing to the contact below. [Rights and response times by jurisdiction, such as GDPR and CCPA, to be confirmed.]

10. Security

Passwords are stored as one-way hashes. Uploaded files are checked for unsafe content before they are read. State changes are recorded in an audit trail. No system is perfectly secure, so please avoid sending sensitive material through the public forms.

11. International transfers

Experts and firms may be in different countries, and our providers may process data outside your country. [Transfer mechanisms and hosting regions to be confirmed.]

12. Children

The Service is for professionals and is not directed at anyone under 18.

13. Changes and contact

We will post updates here with a new effective date. Effective date: [Date]. Contact: [Contact email for legal and privacy requests].