Privacy policy
Last updated 28 September 2026
This policy explains what personal information Evalon Digital Media collects, how we use it, who we share it with, how long we keep it and the rights you have. It covers our website, Sebastian (our AI assistant, by chat and by voice), our free tools, the way we contact businesses, and the work we do for clients.
The short version
- We collect only what we need to answer you, work with you and run our business.
- We never sell your information.
- Sebastian is an AI and always tells you so. Section 3 explains exactly what happens to your conversations.
- You can ask us to see, correct or delete your information at any time.
1. Who we are
Evalon Digital Media Limited is a company registered in Ireland, company number 746065. Our registered office is 26-27 Upper Pembroke Street, Dublin 2, Ireland. In this policy, "we" and "us" means Evalon Digital Media Limited.
We are the data controller for the information this policy describes. That means we decide how it is used and we are responsible for it. Section 8 explains the different rules for work we do on behalf of our clients.
Our founders handle every privacy question directly. Email info@evalondigitalmedia.com, call +353 83 382 59 73, or write to us at the address above.
2. What we collect and why
| When | What we collect | Why we use it | Legal basis |
|---|---|---|---|
| You visit our website | Your IP address, browser and device type, and the pages you visit | To keep the site secure and working. With your permission, to measure how people use it | Our legitimate interest in running a secure website. Your consent for analytics cookies |
| You chat with Sebastian | Your messages, the page you are on, and any details you choose to share, such as your name, email, phone, company or website | To answer your questions, check a website you ask about and build you a plan | Our legitimate interest in answering your questions. Your consent when you ask us to follow up |
| You talk to Sebastian by voice | Your voice while the conversation is open, the text transcript of the conversation, and any details you share | To answer you, follow up if you ask us to, and improve Sebastian's answers | Our legitimate interest in answering your questions. Your consent when you ask us to follow up |
| You use our free audit or price tools | The website address you enter, your answers in the price builder, and your name and email if you ask for your report or proposal | To run the check, build your proposal and send it to you | Our legitimate interest in providing the tools. Steps you ask for before a possible contract |
| You contact us or book a call | Your name, email, phone, company, message and the time you booked | To reply to you and prepare a proposal | Steps you ask for before a possible contract |
| We contact your business | Business contact details, such as name, job title, work email, business phone and company, and public information about the business's website and online presence | To offer services that could help the business | Our legitimate interest in promoting our services to businesses |
| You become a client | Contact details, billing details, contracts, project information, messages and any logins you give us | To do the work, invoice you and keep proper records | Our contract with you. Our legal duty to keep tax and company records |
| You follow or message us on social media | Your public profile and the messages you send | To reply to you and run our pages | Our legitimate interest in talking to people who contact us |
You can use our website and talk to Sebastian without telling us who you are. We only need your contact details if you want us to get back to you.
When we contact a business, we collect details from public sources, such as company websites, Google Business Profiles, the Companies Registration Office, business directories and LinkedIn, and from business data providers.
3. How we use AI
Sebastian, our AI assistant
- Sebastian is an AI. Both the chat and the voice assistant tell you so at the start of every conversation.
- The chat runs on Claude, made by Anthropic. Your messages travel over our secure connection at Cloudflare to Anthropic, which writes each reply. Anthropic's commercial terms forbid it from training its models on your messages. Anthropic deletes them from its systems within 30 days. It keeps a conversation for up to two years only if its safety systems flag it for breaking Anthropic's usage rules.
- The voice assistant runs on ElevenLabs. ElevenLabs turns your speech into text, an AI language model writes the reply, and ElevenLabs turns the reply back into speech. Your browser asks for permission before it uses your microphone, and the microphone is only used while the voice conversation is open. We keep the written transcript for 30 days and then it is deleted automatically. We keep no audio recordings.
- Website checks. If you give Sebastian a website address, it reads that website's public pages to give you feedback. It reads nothing behind a login.
- What we keep. We store a chat only when you ask us to follow up. In that case we save your contact details and the conversation in our customer records, so our team knows what you discussed. Until then, the chat stays in your browser tab and disappears when you close it.
- A person makes the decisions. Sebastian makes no decisions about you that have legal or similar effects. It gives guide prices and plans. A person on our team reviews every enquiry, and the price you pay is the one in our written proposal.
- Keep private details out of the chat. Please share no health information, bank or card details, or passwords with Sebastian. It needs none of them to help you.
- AI can make mistakes. Please check anything important with our team before you rely on it.
AI in our own work
- We use AI tools to help us research, write, analyse data and build software. A person at Evalon checks the work before it reaches you.
- When client information goes into an AI tool, we use business accounts whose terms forbid the provider from training on it, and we include only the information the task needs.
- We never use your personal information to train AI models.
AI we build for our clients
When we build a chat assistant, voice agent or other AI system for a client, the client decides how it is used and is responsible for the personal information it handles. Section 8 explains this.
4. Who we share it with
We never sell your information. We share it only with the companies that help us run our business, and each one gets only what it needs.
| Company | What it does for us | Where it keeps data |
|---|---|---|
| HubSpot | Our customer records, forms and call bookings, and website analytics if you allow them | European Union |
| Anthropic | Writes Sebastian's chat replies, and powers AI tools we use in our work | United States |
| ElevenLabs | Runs Sebastian's voice assistant | United States |
| Cloudflare | Runs the secure connections behind Sebastian and our free tools | Worldwide network |
| Google Analytics if you allow it, reCAPTCHA spam protection on our forms, and the speed test in our audit tool | United States and European Union | |
| Bluehost | Hosts our website and our business email | United States |
| Notion | Holds our internal project notes | United States |
| Trustindex | Shows our Google reviews on the website | European Union |
Each of these companies acts on our instructions under a data processing agreement. We also share information with our accountant, legal advisers, Revenue and other authorities when the law requires it, and with a buyer if we ever sell our business, who would have to follow this policy.
5. Transfers outside the EU
Some of the companies above are based in the United States. When your information leaves the European Economic Area, it is protected by the EU-US Data Privacy Framework where the company is certified, or by the European Commission's Standard Contractual Clauses. Email us for details of the safeguard that applies.
6. How long we keep it
| Information | How long we keep it |
|---|---|
| Sebastian chats with no follow-up | We store none of it. The chat stays in your browser tab until you close it, and Anthropic deletes its copy within 30 days |
| Voice conversation transcripts | 30 days, then deleted automatically. We keep no audio recordings |
| Enquiries from the chat, voice assistant, forms, email or booked calls | Two years after we last spoke, then deleted |
| Business contacts who did not reply to us | 12 months after our last message, then deleted |
| Client records, contracts and invoices | Six years after the end of the year they relate to, as Irish tax and company law require |
| Your request to receive no marketing | For as long as we market our services, so we keep respecting your choice |
| Cookies | As listed in our cookie policy |
7. Marketing and contacting businesses
We send marketing emails to people who agreed to receive them, and to our clients about services similar to the ones they bought. We also contact businesses about our services by email, phone or LinkedIn, using business contact details, as Irish law allows.
Every message makes it easy to say no. Reply "stop", use the unsubscribe link or email us, and we stop straight away.
8. Work we do for clients
When we build or run a website, booking system, chat assistant, voice agent, customer records system or ad campaign for a client, we may handle personal information about that client's own customers. For that information, our client is the data controller and we are its data processor. We use the information only to do the work our client asked for, under the data processing terms in our terms and conditions.
If you are a customer of one of our clients, their privacy policy applies to you. Please send your request to them first. We will help them answer it.
9. Your rights
Under data protection law, you can ask us to:
- give you a copy of the information we hold about you;
- correct anything that is wrong or incomplete;
- delete your information;
- limit how we use it;
- send it to you or to another company in a common file format;
- stop using it for our legitimate interests;
- stop all marketing to you, which we always do when asked;
- have a person review any decision made about you by automated means.
Where we rely on your consent, you can withdraw it at any time. Send any request to info@evalondigitalmedia.com. It is free, and we will reply within one month. If a request is complex, we may need up to two more months, and we will tell you why. We may ask you to confirm who you are before we share or delete anything.
You also have the right to complain to the Data Protection Commission, Ireland's data protection authority, at dataprotection.ie or 21 Fitzwilliam Square South, Dublin 2, D02 RD28. We would welcome the chance to put things right first, so please contact us.
10. Keeping it safe
We use encrypted connections across our website, Sebastian and our tools. Only the people at Evalon who need your information can reach it, and we protect our accounts with strong login security. The secret keys that connect our systems are stored in secure vaults and never appear in our website's code.
If a data breach puts your information at risk, we report it to the Data Protection Commission within 72 hours where the law requires, and we tell you directly when the risk to you is high.
11. Cookies
We use essential cookies to run the website, and analytics cookies only if you allow them. You can change your choice at any time through the cookie settings on our site. Our cookie policy lists every cookie we use.
12. Children
Our website and services are for businesses. We do not knowingly collect information from anyone under 16. If you think a child has shared information with us, email us and we will delete it.
13. Changes to this policy
When we change how we use your information, we update this page and the date at the top. If a change affects our clients, we tell them by email before it takes effect.
Evalon Digital Media Limited, company number 746065, 26-27 Upper Pembroke Street, Dublin 2, Ireland.