Evergen Systems Ltd and its division Evergen Air values the privacy of those who provide Personal Data to it and recognises the importance of protecting Confidential Information.  This privacy and confidentiality policy (the “Policy”) describes how and why we collect, store and use Personal Data and Confidential Information, and provides information about individuals’ rights.

This Policy applies to both Personal Data supplied to Evergen Air either by an individual or by others and to Confidential Information supplied by clients or prospective clients. We may use Personal Data and Confidential Information supplied to us for any of the purposes as set out in this Policy, or as otherwise disclosed at the point of collection.

This Policy is an important document. We recommend that you read it carefully and retain a copy for your future reference.

In this Policy, we use the terms:

“Confidential Information” refers to information supplied to an Evergen Air by a customer or prospective customer, which is identified as being confidential at the time of disclosure or would be regarded as confidential by a reasonable person or is protected by a regulatory obligation of confidentiality.

“Personal Data” has the meaning set out in EU Regulation 2016/679 (the “GDPR”). This includes any information about an individual from which that person can be identified.

“we”, “us”, and “our” (and other similar terms) refer to – as the relevant context dictates – When dealing with Personal Data, Evergen Systems will be the data controller as prescribed (the “Data Controller”);

“you” and “your” (and other similar terms) refer to – as the relevant context dictates – our clients, individuals associated with our clients, contacts, suppliers, job applicants, staff and visitors to the Evergen Air website, www.evergenair.com

Your rights in relation to Personal Data and how to exercise them

 Under certain circumstances you have the following rights:

To exercise such rights and if you have any questions about how we collect, store and use Personal Data, then please contact us using the details as set out in the “Data Controller contact information” section below.

What basis do we have for processing your Personal Information?

We will only process Personal Data where we have a lawful reason for doing so.  The lawful basis for processing Personal Data by us will be one of the following:

What Personal Data do we collect and process?

We aim to be transparent about why and how we collect and process Personal Data.  For further information on our processing activities please review the relevant section below:

Business contacts


Evergen Systems of which Evergen Air is a division process Personal Data about contacts using client relationship management tools (we currently use “Salesforce” ‘Mailchimp’ amongst others).  Personal Data that is collected, added to and processed includes:  name, email address, job title, telephone number, area of business, job role, jurisdiction, language, seniority, other business contact information, and information relating to the strength of your business relationship with our people.  The Personal Data may also be collected via staff, via your communications with us, or by virtue of us providing our services to you or at a networking event.  In addition Personal Data may also be collected via the Evergen Air www.evergenair.com  We may cross-reference our marketing records against publicly available information, including LinkedIn and professional profiles published on your organisation’s website, to ensure that the records we hold remain accurate and up to date.



Personal Data is retained on Salesforce for as long as it is necessary for the purposes set out above (being the length of the business relationship).  If a business contact requests to be forgotten their contact details will be deleted from Salesforce.  If a business contact opts out of receiving marketing materials or otherwise objects to any processing carried out for marketing purposes their details will be deleted and marketing materials will no longer be sent, the processing that is subject to the objection will cease.

Customers and end-users


We request that our customers only provide Personal Data which is necessary for us to carry out our services.

If we need Personal Data in respect of individuals associated with customers in order to provide air cleaning services we ask our clients to provide this Policy to the data subjects.

In the majority of circumstances we will collect Personal Data from our clients or from third parties acting on behalf of our clients.


Job applicants

Please refer to information made available when applying online for further details as to how Personal Data is collected, processed and how long it is retained for.



Personal Data, including name, email address, telephone number and other business contact information, may be collected from PR agencies or from databases that we subscribe to.



Personal Data will be retained for as long as it is necessary for the purposes of the above, or if you advise us you no longer wish to be contacted your Personal Data will be removed from our contact lists.

Suppliers (including individual contractors)


Personal Data, including name, email address, telephone number and other business contact information, is collected to receive services from suppliers, to manage the relationship with the supplier, and for the provision of services to our clients.



A general retention period of 13 years will be applied unless there are any legal and or regulatory exceptions which may require documentation to be held for shorter or longer periods.  If you require further information please contact us using the details as set out in the “Data Controller contact information” section below.


Personal Data in relation to staff will be held on various internal systems and applications. A privacy notice which sets out the purposes for which Personal Data will be processed and contains information on data subject rights is provided to staff at the commencement of employment. If further information is required please contact Human Resources / Mr Ricky Singh

Visitors to the Evergen Air website


We do not routinely monitor IP addresses for visitors to our website.Personal Data will be collected if you sign up to attend any of our events and/or to receive our marketing literature.


Who else may have access to your Personal Data?

On occasion, we may need to share your Personal Data with third parties.  We will only share Personal Data where we are legally permitted to do so.

Where you supply us with Personal Data as a client, we will assume, unless you instruct us otherwise in writing, that we can disclose your Personal Data in such manner as we believe is reasonably necessary to provide our services (including as described in this Policy), or as is required under applicable law. This might be because, for example, we may pass your Personal Data to third parties such as:

How we look after your Personal Data and Confidential Information

We have in place appropriate technical and organisational security measures to protect your Personal Data against unauthorised or unlawful use, and against accidental loss, damage or destruction.

Links to other websites

The Evergen Air website, www.evergenair.com may link to other, unaffiliated third-party websites.  Please note that Evergen Systems and its division Evergen Air is not, and cannot, control or be responsible for the content or privacy and confidentiality practices of any third-party websites.

This Policy was last updated in September2021.  Please check back regularly to keep informed of updates to this Policy.

While we hope that you will not need to, if you want to complain about our use of Personal Data please send an email detailing your complaint to the Evergen Data Office, Mr Ricky Singh at hello@evergensystems.com if you prefer to write to us, please do so at Evergen Air, Unit 3, Business Park, 48 Bell St, Maidenhead SL6 IBR