Legal

Privacy Policy

Last Updated: July 24, 2026

Evolvia Systems, Inc. ("Evolvia," "we," "us") respects your privacy. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the rights you have over it. By using https://www.evolviasystems.com or opting in to our communications, you agree to this policy.

1. Information We Collect

Personal information you provide: When you fill out our booking form, contact us, or subscribe to updates, we collect information such as your name, email address, phone number, company name, and any details you include in your message.

Information collected automatically: When you visit our website, we automatically collect certain information such as your IP address, browser type, operating system, device information, pages viewed, and access times.

Communications processed through our services: When we provide services on behalf of a client community or organization, we process the contents of calls, text messages, web chats, and forms directed to that client in order to deliver the service, for example, answering inquiries, scheduling tours and appointments, and producing summaries.

2. How We Use Your Information

  • Operate, maintain, and improve our website and services;
  • Respond to your inquiries, booking requests, and customer service needs;
  • Send administrative information such as confirmations and account notices;
  • Send SMS/text messages, such as appointment confirmations, reminders, and replies to requested information, only to individuals who have expressly opted in as described in Section 4;
  • Produce summaries, reports, and de-identified insights for the clients we serve;
  • Analyze website usage to improve user experience.

3. Call Recordings, Transcripts, and Sensitive Information

Our services are privacy-first by design. Call audio is processed by our voice infrastructure provider under a business associate agreement and is not stored in our application systems. Call transcripts are retained in encrypted, access-restricted archival storage, separate from our application systems, for service integrity and quality purposes, for up to three years (or a shorter period where a client agreement requires), after which they are automatically deleted. Our application systems, reports, and client-facing tools use structured summaries rather than transcripts, and insights shared beyond an individual client are de-identified and aggregated. Evolvia does not provide, and its services are not designed to communicate, individual resident health updates, care plans, or clinical details; those remain with each community's care team. Where a client requires a business associate agreement (BAA), our handling of applicable information is governed by that agreement.

4. SMS/Text Messaging Opt-In (Verbal Consent Program)

How consent works: Consent to receive text messages is collected verbally, during a phone call with a community's virtual receptionist. The receptionist asks whether you would like text updates, explains that message and data rates may apply and that you can reply STOP at any time, and only proceeds if you agree. You will then receive a single confirmation message and must reply YES before any further messages are sent (double opt-in). No other opt-in channels are used for this program.

Messages include tour appointment confirmations, reminders, and replies to information you requested. Message frequency varies. Msg & data rates may apply. You can opt out at any time by replying STOP to any message, or reply HELP for assistance. The full program description, including the verbal consent script, is published at evolviasystems.com/sms-consent, and full program terms are available in our Terms & Conditions.

5. Mobile Information Sharing: No Sharing of SMS Opt-In Data

We do not sell, rent, or trade your personal information to third parties. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; text messaging originator opt-in data and consent will not be shared with any third parties. We may share information with third-party service providers (such as website hosting providers) who perform services on our behalf, provided those parties agree to keep this information confidential and do not use mobile opt-in data for their own purposes.

6. Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies (such as web beacons and analytics tools) to operate the site, remember preferences, and understand how visitors use our pages. Cookies are small data files stored on your device. You can control or disable cookies through your browser settings; disabling cookies may affect some site functionality. We do not use cookies to collect SMS consent or share mobile information with advertisers.

7. Data Retention

We retain personal information only as long as needed for the purposes described in this policy, subject to the retention and deletion practices described in Section 3 and to any longer periods required by law or by our agreements with clients. When a client relationship ends, that client's data is returned or destroyed in accordance with our agreement with the client.

8. Data Security

We use administrative, technical, and physical security measures to protect your personal information, including secure (HTTPS/TLS) transmission, encryption of stored data, access controls limiting data access to authorized personnel, and reputable cloud infrastructure providers. While no method of transmission or storage is 100% secure, we work to protect your information against unauthorized access, alteration, disclosure, or destruction.

9. Your Rights

  • Access the personal information we hold about you;
  • Correct or update inaccurate or incomplete information;
  • Request deletion of your personal information;
  • Unsubscribe from email communications at any time using the link in any email;
  • Opt out of SMS messages at any time by replying STOP to any text message;
  • Object to or restrict certain processing of your information.

To exercise any of these rights, contact us at info@evolviasystems.com and we will respond promptly.

10. Children

Our website and services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information from children under 13.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date.

12. Contact Us

Evolvia Systems, Inc.
32531 N Scottsdale Rd, Ste 105-515, Scottsdale, AZ 85266
Email: info@evolviasystems.com ยท Phone: (202) 972-6684