Privacy notice

Evendraft is a trading name of Madhvan Sharma, based in India, who is the controller of the personal data described here. Contact: sharma01madhvan@gmail.com.

Evendraft has not appointed a data protection officer. Evendraft has not yet appointed a representative in the UK under Article 27 of the UK GDPR; if one is appointed, their details will be added here.

You can object at any time to your data being used for direct marketing, and Evendraft will stop. Reply “no thanks” to any email, or write to sharma01madhvan@gmail.com with “Unsubscribe” in the subject. Objections are actioned the same working day. Your email address and company number are then kept on a suppression list, only so that you are not contacted again.

Evendraft emails limited companies, LLPs and similar bodies that bid for public contracts, about one named, public tender. It does not email sole traders or ordinary partnerships for marketing.

What is collected

Your name and job role, if your company publishes them; a business email address; your company’s name, number, type, status, region and website; the public contract award, job advert or tender that made the email relevant; and a record of what was sent and any reply.

Where it comes from

Publicly accessible sources: Find a Tender, Contracts Finder, Sell2Wales and Public Contracts Scotland notices; the Companies House register; your company’s own website; and job listings on Reed.co.uk. The source of each email address is recorded.

Why, and the lawful basis

To offer bid-writing services relevant to a tender your company may bid for. The lawful basis is legitimate interests: Evendraft’s interest in finding clients, and your company’s interest in hearing about relevant tenders. The processing is limited to business contact details, used at work, about public-sector bidding your company has made public. At most four emails are sent about one tender, over about two weeks, in plain text, with no tracking pixels and no attachments, and each one explains how to opt out.

Evendraft uses the contact details of the people it works with to deliver the work (lawful basis: contract), and keeps invoices and order records to meet tax and accounting rules (legal obligation).

For personal data inside your bid material, such as CVs and the names of staff or referees, your company is the controller and Evendraft is its processor, under a data processing agreement. That data is used only for your bid and is deleted 30 days after the tender deadline unless you ask in writing for an answer library to be kept.

Personal data is not sold, and not shared with anyone for their own marketing. It is handled by service providers acting for Evendraft:

• Google (Gmail, Google Drive, Google Sheets and Google Meet), for email, files, records and calls.
• Anthropic (Claude), an AI tool used for research and drafting.
• The payment provider and bank named on the invoice, and an accountant in India, for client payments and tax records.

Evendraft operates from India, which has no UK adequacy regulations, and some of the providers above process data in other countries, including the United States. Data is protected by the providers’ data protection terms, and for client bid material by an International Data Transfer Agreement or the UK Addendum to standard contractual clauses, as appropriate. Ask for a copy of the relevant safeguard at any time.

• Prospects who do not reply: deleted 6 months after the last contact.
• The suppression list: kept for as long as Evendraft sends business emails, so that objections are respected.
• Client contact details, invoices and order records: for the length of the work and then for as long as tax and accounting law requires.
• Client bid files: deleted 30 days after the tender deadline, unless an answer library is kept at your written request.

You can ask for a copy of your data, and ask for it to be corrected, deleted or restricted, or to be given it in a portable form where that applies. You can object to processing based on legitimate interests, and the right to object to direct marketing is absolute. Write to sharma01madhvan@gmail.com; you will get an answer within one month. There is no automated decision-making with legal or similarly significant effects.

Please raise any concern with Evendraft first, at the address above; you will get a written acknowledgement. You also have the right to complain to the UK data protection regulator, the Information Commission (still known as the ICO), at ico.org.uk.

Accounts are protected with two-factor authentication, each client has a separate folder, and client files are not kept on shared or unencrypted devices.

This notice is reviewed at least every three months. The date at the top shows when it last changed.