Who we are
Epic Portal is the client portal of Full Demo. It is operated by Full Demo ("Full Demo", "we", "us").
We are the data controller for the personal data described in this policy. You can reach us about privacy at ozankurt@epicalgorithms.com.
Who runs this portal
Full Demo runs this portal on Epic Portal, a service of EpicAlgorithms. EpicAlgorithms hosts the portal and processes the personal data in it on behalf of Full Demo and on its instructions, under a data processing agreement. Full Demo decides what the portal is used for and remains responsible for the personal data in it.
The data processing agreement is at https://epicportal.space/dpa, and the companies EpicAlgorithms uses to run the service (its sub-processors) are listed at https://epicportal.space/subprocessors.
What this policy covers
This policy covers Epic Portal at full-demo.epicportal.space: the client accounts our clients' staff use, the support requests they send us by email or through the portal, the sign-in options the portal offers, including Google and Microsoft, and the calendars our own staff can connect so that meetings can be booked with them. Where your company has a separate agreement with Full Demo, that agreement also governs how we handle data we process on its behalf.
Data we collect
Account information
- Your name, work email address, phone number and job title, as entered by you, your company's portal admin or our team.
- Your company, your role in the portal and any extra permissions you were given.
- A profile photo, if you upload one. We re-encode it and drop any embedded metadata such as location.
Sign-in information
- Your password, stored only as a one-way hash, and your two-factor authentication settings if you turn them on.
- When you sign in with Google or Microsoft: your name, email address, whether the provider has verified that address, and the provider's identifier for your account. See Signing in with Google or Microsoft.
Calendar connections (our staff only)
- When a member of our staff connects their Google or Microsoft calendar for meeting booking: the connected account's email address, the access tokens the provider issues, and the identifiers of the meeting events the portal writes into that calendar. Client accounts never connect a calendar.
- When you book a meeting with our staff: your name, email address and answers to the booking questions, which go into the meeting event in the staff member's calendar.
Support communications
- The emails you send to our support addresses and the replies you write in the portal, including attachments.
- The addresses of people copied on those emails, so replies can reach them too.
- The status and history of each ticket, and who opened it.
Security and usage records
- Sign-in events, including the time, IP address and browser, and changes to who can access the portal.
- Technical error reports when something in the portal goes wrong.
Cookies and analytics
Epic Portal only uses strictly necessary cookies. The Cookie Policy lists every one of them.
How we use it
- To create and run your account and let you sign in securely.
- To match you to the invitation or account your company set up.
- To receive, track and answer your support requests, and to email you and the people copied about their progress.
- To show your name and photo to the people working on your requests, on your side and ours.
- To keep the portal secure: detect misuse, investigate incidents and keep an audit trail of access changes.
- To meet our legal obligations.
We do not sell personal data, use it for advertising, or build marketing profiles from it.
Signing in with Google or Microsoft
If you sign in with Google or Microsoft, or connect a calendar, the request goes through Epic Portal's connection service, run by EpicAlgorithms, which hands your sign-in to this portal and keeps none of it. This portal receives only your name, email address and account identifier, and for a connected calendar what it needs to show your availability and create meetings. You can remove its access at any time in your Google or Microsoft account. More in Epic Portal's privacy policy.
Legal bases
Under the EU and UK General Data Protection Regulation and Türkiye's Personal Data Protection Law No. 6698 (KVKK), we rely on:
- Contract: to provide the portal and support under our agreement with your company.
- Legitimate interests: to keep the portal secure, keep records of support work and improve our service, balanced against your rights.
- Legal obligation: where the law requires us to keep or disclose information.
- Consent: for optional choices such as signing in with Google or Microsoft and connecting a calendar, which you can withdraw by disconnecting them, and for analytics cookies, which you can switch off under Cookie settings.
Who we share it with
We share personal data only with EpicAlgorithms, which runs this portal for us, and with the sub-processors it uses, listed at https://epicportal.space/subprocessors; and with Google or Microsoft when you choose to sign in with them.
People at your company with the right role in the portal can see your profile and the tickets shared with them. We may also disclose information when the law requires it.
International transfers
The country this portal's data is kept in is chosen when the portal is set up. The sub-processors at https://epicportal.space/subprocessors show where each of them works and the safeguards for any transfer outside that country.
How long we keep it
- Account information: while your account is active, and for a reasonable period after it is closed or your company stops being a client.
- Support communications: for as long as we provide services to your company, and afterwards as long as needed for legal, accounting or dispute purposes.
- Sign-in identifiers from Google or Microsoft: until you disconnect the provider or your account is deleted.
- Calendar connection tokens and account email: until the staff member disconnects the calendar or their account is deleted. Busy and free times: a few minutes at most.
- Security records and error reports: for a limited period, long enough to investigate problems.
Security
The portal is served only over HTTPS. Passwords are hashed, two-factor authentication is available, access inside the portal follows each person's role, files are served through signed, expiring links, and our team's access is limited to people who need it. No system is perfectly secure, so please keep your password private and tell us at ozankurt@epicalgorithms.com if you suspect misuse of your account.
Your rights
Depending on where you live, you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or receive it in a portable format. You can withdraw consent at any time without affecting what happened before. Under KVKK you also have the rights listed in its Article 11.
To use these rights, email ozankurt@epicalgorithms.com. We answer within 30 days. Where we process data on behalf of your company, we may pass your request to them. You can also complain to your data protection authority, in Türkiye the Personal Data Protection Authority (KVKK).
Children
Epic Portal is a business tool for our clients' staff. It is not meant for children under 16, and we do not knowingly collect their data.
Changes
We will update this policy when the portal or the law changes, and change the date at the top. If a change materially affects how we use your data, we will let you know in the portal or by email before it takes effect.
Contact
Full Demo
Email: ozankurt@epicalgorithms.com