Data Processing Agreement

Evalgist BV acts as processor for customer-provided candidate documents in Evalgist Shortlist. Customers remain responsible for the lawful basis, notices, and decisions made from the evaluation.

The subject matter is the provision of an AI-assisted document evaluation workflow in Evalgist Shortlist. The duration is the customer's use of Shortlist plus the retention periods needed for recovery, support, billing, legal, and audit records.

Processing is limited to authentication, file upload and storage, parsing, AI-assisted evidence extraction, scoring support, exports, audit logging, retention, deletion, support, abuse prevention, and billing. Candidate categories may include applicants, employees, contractors, reviewers, and other people named in customer-provided documents.

Evalgist processes personal data only on documented customer instructions, unless Union or Member State law requires otherwise. Evalgist maintains appropriate technical and organisational measures and restricts staff and provider access. Evalgist assists with data subject requests where reasonably possible, and notifies the customer without undue delay after becoming aware of a personal-data breach affecting customer documents.

Extracted document text is deleted after analysis. Original uploaded files are retained for up to 14 days for recovery and support, and can be deleted earlier from the product. Evidence-backed results, quotes, notes, and exports remain until the customer deletes the job, account, or relevant record.

The customer gives general authorisation for the subprocessors listed in the subprocessor register. Evalgist will keep that register current and use subprocessors only under written terms that protect customer personal data.

When the customer stops using Shortlist or deletes its account, Evalgist will delete customer-provided documents and derived retained records according to the product retention policy, except where continued retention is required for billing, security, legal, or dispute records.