Privacy & Data Information Handling
This page explains how Data365 handles inquiries and case information during preliminary intake and, if services are accepted, during service delivery.
For additional information on intake and scope review, see the intake planning guide.
Privacy and intake controls
- Initial intake: First contact occurs by email or through the intake page. No files are uploaded through the website.
- Sensitive attachments: Do not send sensitive files until Data365 confirms a secure transfer method.
- Limited access: Data365 accesses information only as needed for intake review, scope evaluation, and secure transfer coordination.
- Retention terms: Written engagement terms define retention, return, or deletion.
Secure transfer: After preliminary screening and agreement on scope, Data365 provides secure transfer options. Data365 issues matter-specific credentials and revokes them after transfer.
Information Collected
During preliminary intake, Data365 Evidence may collect:
- Contact details, including name, email, role, and organization
- Matter reference name, deadlines, and intake context
- High-level description of sources, media, and preservation objectives
- Handling constraints, access limitations, and prior preservation or collection attempts
This website does not support file uploads. Data365 arranges secure transfer after confirming scope and handling requirements.
Recommended Transfer Methods
Depending on sensitivity and scope, Data365 may propose one of these options:
- Secure file transfer link (provided after review)
- Encrypted archive with separately shared passphrase
- Physical transfer/shipping under written handling terms
Legal Basis for Processing Personal Data
Data365 Evidence processes personal data only to the extent necessary to provide technical data acquisition, evidence preservation, documentation, and secure storage services requested by clients. We do not sell personal data and do not engage in advertising or behavioral profiling.
If the EU General Data Protection Regulation (GDPR) applies, our legal bases for processing include:
- Contractual necessity: Processing is required to perform requested services, including evidence acquisition, preservation, documentation, secure transfer, and storage.
- Legitimate interest: Processing is necessary to maintain evidentiary integrity, chain-of-custody records, audit logs, system security, and documentation and governance records.
- Legal obligation: Processing may be required to comply with applicable laws, court orders, subpoenas, preservation duties, or professional record-keeping requirements.
- Consent (when required): Where required, we rely on client-provided authorization or written engagement instructions before performing acquisition or preservation activities.
Data365 Evidence does not make automated decisions or engage in profiling.
Your Data Protection Rights
Depending on your jurisdiction, you may have the following rights regarding personal data processed by Data365 Evidence:
Rights under GDPR (EU / EEA residents)
- Access to personal data we hold about you
- Correction of inaccurate or incomplete data
- Restriction of processing when allowed by law
- Deletion of personal data, where legally permitted
- Portability of data you provided to us
- Objection to processing based on legitimate interest
Where data is preserved as legal evidence, subject to legal hold, or required for chain-of-custody integrity, deletion or modification requests may be limited or denied to preserve evidentiary validity.
Rights under CCPA / CPRA (California residents)
- Disclosure of categories of personal information collected
- Disclosure of purposes for collection
- Access to specific pieces of personal information
- Deletion of personal information, subject to legal exceptions
- Correction of inaccurate personal information
- Limitation of use of sensitive personal information
Data365 Evidence does not sell personal information and does not share personal information for cross-context behavioral advertising. You will not be discriminated against for exercising your privacy rights.
Submitting Privacy Requests
Submit requests regarding personal data access, correction, or deletion by email to:
We may require verification of identity and/or confirmation from the instructing client or legal counsel before fulfilling a request, particularly where evidence preservation or chain-of-custody obligations apply.
Jurisdiction Note
Data365 Evidence is based in the United States and serves legal, insurance, and corporate clients by appointment. Where international data is provided, handling practices follow GDPR-aligned documentation principles.
Website Analytics & Cookies
This site does not require cookies to function. If basic traffic analytics are enabled by the hosting platform, they may collect standard technical metadata (such as page views and browser type) for operational purposes.
This website does not use third-party tracking technologies.
Legal Note
Data365 Evidence is not a law firm and does not provide legal advice. If attorney-client privilege or related protection doctrines may apply, coordinate with counsel before sharing materials. Written engagement terms establish confidentiality, retention, and related handling requirements.