Effective Date: [23 February 23, 2026]
Evox is a workplace grievance management and employee engagement application developed
and operated by Evolve (“we”, “our”, or “us”).
This Privacy Policy explains how we collect, use, process, store, and protect information when
users access and use the Evox mobile application and related services (the “Platform”).
Evox is designed for organizational use by employers and their authorized personnel.
1. Information We Collect
1.1 Account & Identity Information
When users are registered within their organization, we may collect:
• Full name
• Email address
• Phone number
• Employee ID
• Job title / designation
• Department
• Organization name
• Assigned user role (e.g., Employee, Administrator, Mediator, Resolution Officer)
Authentication and account management are handled using Supabase authentication services.
1.2 Workplace & Grievance Data
We collect and process information submitted through the Platform, including:
• Grievance submissions
• Complaint descriptions and attachments
• Case updates and resolution records
• Survey responses
• Policy acknowledgments
• Feedback submissions
• AI chat interactions
This data is used strictly for workplace management and organizational reporting purposes.
1.3 Anonymous Grievances
If enabled by an organization, Evox supports anonymous grievance submissions.
When anonymous reporting is used:
• Users are required to create a non-recoverable PIN to track grievance updates.
• The identity of the user associated with that grievance is cryptographically hashed.
• Identifying information is not visible to administrators reviewing the grievance.
• Even in the event of unauthorized database access, hashed identity data cannot be reversed to reveal the user’s identity.
Anonymous grievance records are logically separated from standard account identification mechanisms to enhance confidentiality.
1.4 AI-Powered Features (Optional)
Evox includes an optional AI-powered assistant feature built using OpenAI models.
Use of the AI assistant is voluntary.
When users interact with the AI assistant:
• Text inputs may be processed by OpenAI services to generate responses.
• AI conversations may be stored within the organization’s database to maintain continuity
and record-keeping.
• AI data is used solely to provide in-app functionality.
• AI data is not used for advertising, marketing, or profiling.
1.5 Audio Data (Optional Voice Interaction)
If users choose to enable voice interaction with the AI assistant:
• Microphone access is requested only when the user activates voice functionality.
• Voice recordings are transmitted for AI processing.
• Voice recordings and/or transcriptions may be stored permanently in the organization’s
database as part of conversation history.
• Audio data is retained according to organizational data retention policies.
Microphone access is not required to use the core grievance or engagement features of the
Platform.
1.6 Files, Photos & Attachments
Users may upload images, documents, or other files as part of grievance submissions or case
management.
Uploaded files are stored securely within the organization’s database infrastructure and are
accessible only to authorized personnel.
Files are not used for advertising or external distribution.
1.7 Device & Technical Information
We collect limited technical data, including:
• Device type
• Operating system version
• IP address
• Log data and session activity
We do not collect precise GPS location data.
Technical information is used to maintain security, prevent misuse, and improve system
performance.
2. How We Use Information
We use collected information to:
• Provide grievance and case management functionality
• Authenticate and authorize users securely
• Enable anonymous reporting mechanisms
• Deliver AI-powered assistance
• Maintain conversation history
• Generate organizational dashboards and reports
• Improve system performance and reliability
• Ensure platform security
• Comply with applicable legal and regulatory obligations
We do not sell personal data.
We do not use personal data for advertising purposes.
3. Data Sharing and Disclosure
We may share information:
• With the user’s employing organization
• With authorized organizational administrators
• With infrastructure and service providers, including:
o Supabase (authentication and database services)
o Contabo (hosting infrastructure)
o OpenAI (AI processing services)
• When required by law, regulation, or legal process
We do not share personal data for commercial resale or advertising.
4. Data Storage & Security
Evox data is stored using:
• Supabase (database and authentication services)
• Contabo-hosted infrastructure (application hosting)
We implement appropriate technical and organizational safeguards, including:
• Encrypted data transmission (HTTPS/TLS)
• Secure authentication mechanisms
• Role-based access controls
• Cryptographic hashing for anonymous grievance identity
• Server-level security protections
While we take reasonable measures to protect data, no system can guarantee absolute security.
5. Data Retention
Data is retained:
• For the duration of the organization’s service agreement
• As required by organizational policy
• As required by applicable laws
Users may request deletion of their personal data, subject to organizational policies and legal
requirements.
6. User Rights
Subject to applicable laws, users may:
• Request access to their personal data
• Request correction of inaccurate information
• Request deletion (subject to organizational requirements)
• Withdraw consent where applicable
Requests may be directed through the employing organization or by contacting us.
7. International Data Processing
Depending on hosting infrastructure and service providers, data may be processed in jurisdictions
outside the user’s country.
8. Children's Privacy
Evox is intended for professional workplace use and is not directed toward individuals under 18
years of age.
9. Changes to This Policy
We may update this Privacy Policy periodically. The revised version will be posted with an
updated effective date.
10. Contact Information
For privacy-related inquiries:
Evolve
Email: evox-support@evolvebitx.com
Website: https://evolvebitx.com