Privacy Policy
Last updated: July 13, 2026
Cyphia Solutions (“Cyphia,” “we,” “us”) operates Evidence Core, a platform that helps nonprofit organizations capture and organize records of their programs and services. This policy explains what information we collect, how we use it, and the choices you have. Questions: info@cyphiasoft.com.
1. Who this policy covers
Evidence Core is used by staff and authorized volunteers of the nonprofit organizations we serve (“client organizations”). Information captured through the platform belongs to the client organization; Cyphia processes it on their behalf.
2. Information we collect
- Account information — name, email address, and role of people given accounts.
- Contact channels — email addresses and mobile phone numbers that staff and volunteers register in order to submit material to their organization.
- Submitted content — the photos, notes, voice memos, files, and messages users submit, and information extracted from them.
- Technical information — log data such as IP address and device/browser type, used to operate and secure the service.
3. Text messaging (SMS/MMS)
When a staff member or volunteer registers a mobile number, we send a one-time verification code, and thereafter automated messages confirming that submitted material was filed, along with occasional service notifications.
Message frequency varies and depends on how often you submit material; you will generally receive a message in response to items you send, plus occasional notifications.
Message and data rates may apply, depending on your mobile carrier and plan.
Reply HELP for help or STOP to opt out at any time. After you send STOP we will not send further messages except to confirm your opt-out.
We do not sell your mobile number, and we do not share mobile phone numbers or SMS opt-in / consent information with any third parties or affiliates for their marketing or promotional purposes.
4. How we use information
To operate the platform, route submitted material to the right organization, send the transactional messages described above, secure the service, and comply with law.
5. How we share information
We share information only with: the client organization the information belongs to; service providers that help us run the platform (such as hosting, database, storage, email, SMS, and AI processing providers) under contract and only as needed to provide the service; and where required by law. We do not sell personal information, and — as stated above — we do not share mobile numbers or SMS consent for third-party marketing.
6. Automated (AI) processing
Submitted text and media may be processed by automated systems, including third-party AI providers, to help organize and structure the material. These providers process the data on our instructions and do not use it to train their models except as permitted by our agreements with them. Nothing is published or acted on without a human at the organization reviewing and confirming it.
7. Data retention
We retain information for as long as the client organization maintains its account and as needed to provide the service, then delete or de-identify it in accordance with our agreements and applicable law. Organizations may export their data at any time.
8. Security
We use technical and organizational measures to protect information, including encryption in transit, access controls, and isolation of each organization’s data. No system is perfectly secure, but we work to protect information appropriately to its sensitivity.
9. Children’s privacy
Some client organizations serve minors. Where a program involves minors, consent for participation and for the use of any photos or stories is obtained from a parent or guardian through the organization. The platform is not directed to children for their own account use.
10. Your choices and rights
You may opt out of text messages at any time by replying STOP. For access to, correction of, or deletion of information held about you, contact the client organization that collected it, or us at info@cyphiasoft.com and we will route your request appropriately.
11. Changes
We may update this policy from time to time; we will post the updated version here with a new date.
12. Contact
Cyphia Solutions — info@cyphiasoft.com