Here is information on this policy in a nutshell.
1.3 In order to fully understand how Personal Data is Processed, Data Subjects should review privacy notices shared with the Users by Verify365 and privacy policies of those Clients’, for whose services they are getting verified for.
1.5.3 Our main privacy principles
1.5.4 The content of Personal Data we Process
1.5.5 Purpose of processing and legal ground of processing for provision of our services
1.5.6 Service process (automated processing)
1.5.7 Data Subject’s rights in relation to Personal Data
1.5.8 Disclosure and transfer of Personal Data
1.5.9 Security of Personal Data
1.5.10 Retention of Personal Data
1.5.11 Children's Personal Data
1.5.12 Jurisdiction specific notices
1.5.13 Veriff’s Demo app and testing Verify365's session flow
1.5.14 Important documents, guidelines and procedures 1.5.15 Contact details and information
Here you can find the meanings of the most important terms in this
- Agreement - service agreement concluded with the Client.
- Data Providers – these are third-party service providers or public authorities who we use to collect additional information for verification. For example, we may check the User-provided info against official public registry.
- Data Controller - a legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the Processing of Personal Data and gives instructions regarding processing activities to Verify365.
- Data Processor – Verify365 Processes Personal Data on behalf of the Data Controller.
- Data Subject / you – a natural person about whom we have information or data enabling the identification of the natural person. Data Subjects are our Client’s representatives, Users, our (potential) employees and Visitors.
- Demo app - App owned by Veriff, which can be downloaded in App Store or Google Play, which allows to test verification flows as a natural person.
- EEA - European Economic Area (the European Union Member States, Norway, Iceland and Liechtenstein).
- GDPR - EU General Data Protection Regulation no 2016/679.
- Client - the legal entity to whom we provide our Services under the Agreement.
- Personal Data - any information relating to an identified or identifiable natural person (the Data Subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
- Processing - any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. Processing may be done manually or using automated systems.
- Processor / our / us / we – Lawtech 365 Limited t/a Verify365, registration number 13107185, Regus Building, Advantage Consulting, Solihull, West Midlands, B90 8AG, UK, e-mail: firstname.lastname@example.org and our data protection officer email@example.com.
- Service(s) - personal identity verification service and connected services provided by us.
- User - the natural person regarding whom we provide the Service at the request of the Client and natural person who contacts us as the representative of Client prior to conclusion of the Agreement.
- Visitor - is any person using the Verify365 Website.
- Politically exposed person (PEP) – politically exposed person including their family members and close associates in accordance with the applicable legal acts regards to prevention of money laundering or terrorist financing (such as a natural person who is or who has been entrusted with prominent public functions, e.g member of parliament or of a similar legislative body, a member of a governing body of a political party, a member of a supreme court).
- Website - https://www.verify365.co.uk
3. Our main privacy principles
Here you can find the privacy principles we follow when Processing Personal Data.
We follow what we call the “Fundamental Six”, that is, six principles regarding Verify365’s data Processing activities:
- First, we Process Personal Data in a reliable and confidential way. We respect each person's right to the protection of their Personal Data and we shall do our best to ensure that Personal Data collected by us is well protected. We regularly evaluate the risks associated with the Processing of Personal Data and shall apply appropriate mitigation strategies to hedge risks.
- Third, we Process Personal Data lawfully and purposefully. We set clear goals for the Processing of Personal Data and Process Personal Data for these purposes only. We do not collect or Process the data that we do not need. Verify365 has the right to delete/blur or make other ways unreadable data/documents presented in the session that are not necessary for Verify365’s service provision. This also means we never sell Personal Data – all transfers of Personal Data must have a valid legal basis.
- Fourth, we Process Personal Data in a transparent and fair way. We ensure an appropriate secure, honest and lawful manner of processing the Personal Data to prevent the unauthorised disclosure or inappropriate use of Personal Data. We also work to eliminate the possibility of discrimination or bias in our Service.
- Fifth, we shall store Personal Data only for as long as the retention of data is required by law or a contract or is necessary for the provision of our Services. At the end of the retention period, we shall permanently erase the Personal Data or anonymise it.
- Sixth, we do our best to make sure that the Personal Data we Process is accurate and limited to what is necessary.
4. The content of Personal Data we process
Here you can find what Personal Data we Process about Users, Client's representatives and Visitors.
- personal information of User, such as name, sex, personal identification code, BSN number, date of birth, legal capacity, nationality and citizenship, as well as the historic data of that User that may have been stored with us during previous interactions within the retention periods;
- document details, such as the name of the document, issuing country, number, expiry date, information embedded to document barcodes (may vary depending on the document) and security features;
- facial recognition data, such as photos, videos and sound recording, photographs taken from you and your document and video and sound recording of the verification process;
- contact details, such as address, e-mail address, telephone numbers, IP address;
- technical data (Device Signature), including but not limited to information about the date, time and your activity in the Services, your IP address and domain name, your software and hardware attributes as well as your general geographic location (g. city, country);
- biometrical data, such as facial identifiers;
- publicly available relevant data, e.g. information about being politically exposed person (PEP) and checks in public sanction lists.
- How we obtain User’s Personal Data. We may obtain Personal Data directly from you as well as from the Client. Based on an authorisation we receive from the Client, we also collect your Personal Data independently from Data Providers, e.g. to offer our Services within a trust-based relationship and to prevent fraud. For example, if we need to verify the validity of your identification document, we may inquire for additional information from the appropriate registrar.
- Client may have access to your Personal Data. We may share your Personal Data, foremost the biometric data and facial recognition data with the Client through which you used our identity verification service.
- Please note that providing your Personal Data is voluntary. However, the decision not to do so may mean that we are not able to verify your identity.
- Personal Data we Process about the representative of the Client. To enter into the Agreement, to provide our Service, to communicate with the representative of our client and for other lawful reasons we need to Process the data of Client’s representative. This means we may Process, among other information, the following Personal Data of the representative of the Client:
- personal information of the representative of the Client, such as name, job title, position, and contact information;
- personal information in connection of provision of the Service, such as data from communication with us;
- technical data (Device Signature), including but not limited to information about, the date, time and your activity in the Services, your IP address and domain name, and your software and hardware attributes as well as your general geographic location (g. city, country);
- publicly available relevant data.
- How we obtain Client’s representative’s Personal Data. We collect this data either from you directly when you communicate with us directly, e.g. by sending us an email, providing us with your Personal Data on the phone or through our customer support tools. We may also collect some of your Personal Data in the course of provision of Service to your employer. We also check information about the Client (incl. about relevant representatives of the Client) from publicly available sources. We only gather relevant and necessary data in order to validate the right of representation e.g. this may include verification of your identity, Processing of your Personal Data for introducing the Service (demo) etc.
- Please note, the provision of Personal Data is voluntary. However, if you do not provide your Personal Data, the Client may not be able to make use of the full range of our Services.
- personal information, such as IP address, time, and location;
- information on usage of the Website and/or Service and other web log data, such as the pages you visit on the Website, the date and time of your visit, the files that you download and the URLs from the websites you visit before and after navigating to the Website;
- technical data (Device Signature), including but not limited to information about your IP address and domain name, your software and hardware attributes (including device IDs) and your general geographic location (e.g. city, country);
- e-mail addresses, when you subscribe to Verify365's newsletters or download Verify365's content.
4.9 Personal Data we Process related to responsible disclosure. If You decide to contact Verify365 related to reporting an issue mentioned in our responsible disclosure policy, we only process the the following personal data about You:
4.11 Personal Data we Process related to the Demo App and testing
5. Purpose of processing and legal ground for provision of Services
Here you may read why and on what grounds we Process your Personal Data.
5.1 Regarding the User information we only have one aim for processing – to verify your identity, and for this purpose we capture photos and video (if applicable) of the verification session as well as the document provided for verification. In addition, for verification, we conduct fraud prevention checks that are integral part of our Service. Identification process results are categorised as “Approved”, “Resubmission needed” or “Declined”.
5.2 We or our Client may ask you to grant us consent for Processing. Please note that we cannot provide the Service in respect of an anonymous User, and therefore the use of our Service is subject to the disclosure of Personal Data to us and consenting to the Processing of Personal Data by the Client and us. However, giving consent is voluntary, but failure to do so may mean that we may not be able to provide you with the Service. For example, we will not be able to verify your identity. In some circumstances, e.g. for purpose of automated decision-making, you may be asked to provide us with explicit consent. If you have granted the Client and/or us a consent to Process Personal Data, the details of such processes and purposes thereof will be outlined in the consent itself.
5.3 Your consent is the legal basis for processing Personal Data when You share Your findings related to responsible disclosure. Please note that giving consent is voluntary and you have the opportunity to withdraw your consent at any time. Publishing your name and/or picture on our website is done only with your express permission. More about responsible disclosure can be read here.
5.4 Verify365 asks Client representative's consent before recording audio and video of the Client representative call. The recording is used solely for Verify365's analytical purposes and improvement of Verify365's services and processes. Please note that giving consent is voluntary and you have the opportunity to withdraw your consent at any time.
5.5 If you would like to download and use Veriff’s demo app, Veriff asks consent before we verify your identity. This is for the purpose of testing Verify365’s verification flow. Please note that giving consent is voluntary and you have the opportunity to withdraw your consent at any time. More information about Veriff’s Demo app can be found in chapter 13.
5.6 We mainly Process your Personal Data as a Processor for the benefit of the Client in order to fulfil the Agreement concluded with the Client for:
- performance of the Agreement (including for the provision of the Service);
- for performance of the obligations arising from the Agreement (including the realisation of rights arising from the provision of the Service).
- we also Process your Personal Data if Processing is necessary for compliance with our legal obligation and provision of our Service for realisation of rights arising from the Agreement;
- for the purpose of realisation of rights and fulfilment of obligations deriving from legal acts;
- for processing your inquiries and requests.
5.7 We also Process your Personal Data if Processing is necessary in our legitimate interests, meaning our interest in the management and direction of our business in order to be able to offer the best possible services on the market. For our legitimate interest, we may Process data for the following purposes:
- for analysing the use of our Service, and using research and analysis results, among other methods, for carrying out satisfaction surveys, feedback questionnaires and developing our products and services, including development of autonomous and automated decision-making processes;
- for the transmission of information about our Service;
- for sending out newsletters, for marketing and developing and promoting our Services, for organisation of campaigns, including personalised and targeted campaigns, and measuring the effectiveness of the performed marketing activities. Please note that for sending out newsletters, we only Process your contact details;
- for ensuring a trust-based relationship with Clients and Users, for example, Personal Data Processing that is strictly necessary to determine the ultimate beneficiaries, being PEP and/or to prevent fraud, e.g. and checks in public sanction lists or our own Service history;
- for administration and analysing of the client base to improve the availability, selection and quality of Services and products, and to make more personalised and the best Services;
- for the analysis of identifiers and Personal Data collected upon the use of websites, mobile applications and other Services. We shall use the collected data for web analysis or for the analysis of mobile and information society services, for ensuring and improving functioning, for statistical purposes and for analysing the behaviour and using the experience of Visitors and Client representative’s and for providing better and more personalised Services;
- for monitoring the Services. We may record the messages and instructions given in our premises or by means of communication (e-mail, telephone, etc.), as well as information and other operations carried out by us, and shall use those recordings as needed to evidence instructions or other operations;
- for network, information and cyber security considerations, for example, for fighting against piracy and for ensuring the security of the Websites and Service, as well as for the measures taken for making and storing backup copies;
- for the establishment, exercise or defence of legal claims.
- In addition, we may provide status information on our web pages and Service with the help of a third party service provider.
- Pursuant to our “Fundamental Six” principles for data Processing, we only Process Personal Data on this legal basis (legitimate interest) after careful assessment in order to ascertain that the legitimate interest is in compliance with the interests and rights of a Data Subject (after carrying out the so-called three-step test).
- Processing for a new purpose.When Personal Data Processing is carried out for a new purpose different from those for which the Personal Data were originally collected or is not based on the consent given by the Data Subject, we shall carefully assess the permissibility of such new Processing. In order to determine whether the Processing for the new purpose follows the purpose for which the Personal Data were originally collected, Verify365 shall take into consideration, inter alia, the following:
- any link between the old and new purposes for which the Personal Data were collected and the intended further purposes of Processing;
- the context of collecting the Personal Data, in particular regarding the relationship between the Data Subject and us;
- the nature of the Personal Data, in particular whether any special categories of Personal Data are processed;
- possible consequences of the intended further Processing for the Data Subjects;
- existence of appropriate protection measures which may consist in, for example, encryption and pseudonymization.
5.11 More about disclosure of your Personal Data can be found on chapter 8.
6. Service Process (Automated processing)
To verify your identity in a secure and less error-prone way, we use automatic algorithms in our Service. Read about it in this section.
6.1 The verification process is either automated, semi-automated or done by a human:
- Semi-automated verification process. A human will be involved if automated verification tool (the Robot) is not able to reach a decision on its own. This could happen, when the picture is blurry or the Robot runs into some other difficulty in analysing the verification session. Robot is constantly learning to correctly give meaning to information, detect identification fraud or theft, and does its best to make sure you are you even in the online world. We hope that together with the combined power of the Robot and humans, we can make your identification and verification process as easy and safe as possible.
- In the case of fully automated decision-making, where the decision has a significant effect on you, we will be transparent about such processing. Meaning our Client asks for your explicit consent and informs you of automated processing. In some cases, where Client has other legal grounds for such Processing e.g. obligation under applicable law – consent may not be needed. You have the right to ask for information and explanation regarding the logic behind the decision Robot has made; at any time, you will have the right to request human intervention or object to the decision made on grounds relating to your particular situation.
- We may have different solutions of Processing with different Clients, e.g. in some cases the verification session will only be analysed by a human.
6.2 We would like to point out that the decision on whether Client provides its service to the User is made by the Client. Meaning, usually, even if the verification flow has been fully automated, the verification result will be taken into account by the Client for the decision on whether to provide its service or not. The verification results itself- “Approved”, “Resubmission needed” or “Declined”, is not a decision deciding the outcome regards the service applied for the User.
7. Data Subject’s rights in relation to Personal Data
Here you can find read about your rights under GDPR.
7.2 You as a Data Subject have the following rights in relation to your Personal Data:
- Right of access to Personal Data - you have the right to know which of your Personal Data we store and how we Process it, including the right to know the purpose of the Processing, the persons to whom we will disclose your Personal Data, information about automated decision-making and the right to receive copies of Personal Data.
- Right to rectification of Personal Data - you have the right to request the rectification of inadequate, incomplete and/or misleading Personal Data.
- Right to withdraw the consent given for the Processing of Personal Data - you have the right at any time to withdraw the consent given to us for the Processing of Personal Data. Please note that withdrawal of your consent shall not affect the legality of the Processing that was made on the basis of consent before the withdrawal.
- Right to erasure of Personal Data (“right to be forgotten”) - you have the right to request that we erase your Personal Data (for example, if you take back consent for the Processing of Personal Data, or if Personal Data is no longer needed for the purpose for which it was collected). We have the right to refuse the erasure of Personal Data if the Processing of Personal Data is necessary for the fulfilment of our legal obligation, to exercise the right to freedom of expression and information, for the preparation, presentation and protection of legal claims, or in the public interest.
- Right to restriction of Processing - in certain cases, you have the right to prohibit or restrict Processing of your Personal Data for a certain period of time (e.g., if you have filed an objection to Personal Data Processing).
- Right to object - you have the right to file an objection if your Personal Data Processing takes place on the basis of our legitimate interest or public interest. You shall have the right to object at any time to Processing of Personal Data for direct marketing purposes, and we shall respond immediately. If we perform automated decision-making (including profiling) that will produce legal effects for you or have a significant effect on you, then you may file an objection and require human intervention in the decision-making process.
- Right to data portability - If your Personal Data Processing is based on your consent and Personal Data is Processed automatically, you shall be entitled to receive Personal Data about you that you submitted to us as the Data Controller, in a structured, commonly used and machine-readable format, and you shall have the right to transmit or request us to transfer this Personal Data to another Data Controller, where technically feasible and the personal data has not been deleted by that time.
- Submission of complaint - If you find that your rights have been breached, you have the right to complain to the UK Information Commissioner ico.org.uk
8. Disclosure and transfer of Personal Data
In this section you will find information about possible disclosure and transfer of your Personal Data.
8.1 Disclosure of Personal Data to authorities. Please note that due to legal requirements, we may be obliged to disclose or grant access to your Personal Data to the authorities and the supervisory authority (e.g. a court or a government agency).
8.2 Disclosure to Data Controllers and Data Processors. We may disclose your Personal Data to Data Controllers for whom we are Data Processors (e.g. Clients) and to our authorised processors (sub-processors), as well as to persons who are legally entitled to receive your Personal Data. For example, User's personal data can be shared with such authorised sub-processors who are providing identity
verification core services to Verify365, our IT partners; Client representative's personal data could be shared with our our advertising and marketing partners, companies carrying out satisfaction surveys, debt collection agencies, credit registers, authorities and organisations intermediating or providing (electronic) mail, compliance or payment services and the like, provided that:
- the respective purpose and the Processing are lawful;
- we have diligently assessed that the authorised processor will comply with the data protection requirements;
- the Personal Data Processing is carried out in accordance with our guidelines and on the basis of a valid agreement.
If you have questions about our authorised processors, please contact us at firstname.lastname@example.org.
- Please note, that User's personal data can only be shared with Verify365's subprocessors as well as to persons who are legally entitled to receive your Personal data, if there is a valid legal basis.
- Transfer of Personal Data. We Process your Personal Data within the EEA. In the event that we need to transmit your Personal Data outside the EEA, the transmission shall be in accordance with the requirements of the GDPR.
9. Security of Personal Data
Security is of utmost importance to us. We do our best to protect Personal Data in our hands.
9.1 We apply various measures (physical, technical, organisational) to protect your Personal Data from unauthorised or arbitrary modifications, disclosure, acquisition, destruction, loss or unauthorised access.
9.2 However, please note that electronic transmission or storage of information is not always 100% secure. Therefore, despite the security measures that we have put in place to protect Personal Data about you, we cannot guarantee that loss, misuse, or alteration of data will never occur. If you have any information about an actual or suspected data breach, please inform us immediately at email@example.com. We will deal with the issue immediately and inform the Data Protection Inspectorate (if applicable).
10. Retention of Personal Data
Here you can find our data retention principles that is the length of period for which we keep Personal Data.
10.1 To determine the appropriate retention period, we consider the amount, nature and sensitivity of the Personal Data and the purposes for which we Process it. We must also consider periods for which we may need to retain Personal Data in order to meet our legal obligations or to deal with complaints or queries and to protect our legal rights in the event of claims being made.
10.3 We store the data of Users during the period set forth in the Agreement (we may have different data retention periods agreed upon with the Client lasting up to 3 years) or as long as it is necessary for possible establishment, exercise or defence of legal claims of Users, Clients or ourselves.
10.4 We may store your Personal Data, for a longer period than the Agreement duration if we have a lawful basis do to so, e.g. you have given us consent to use your Personal Data for the development of our Services or we have assessed that we have legitimate aim to do so, e.g. in pseudonymized form or for the purpose of the Service history log.
10.5 Personal data processed via Veriff’s Demo app is stored for up to 1 day. More information about Verify365’s Demo app and testing Verify365’s session flow can be found in chapter 13.
10.6 After the expiration of the Personal Data storage period, we shall anonymise or permanently erase your Personal Data.
11. Children's Personal Data
Here you can find information on how we deal with children's personal data.
We may Process the Personal Data of children (i.e. persons under 16* years of age; *depending on jurisdiction), the Data Controller shall take steps to ensure that there is a consent for such Processing from a guardian of that child. If we learn that we have collected the Personal Data of a child without guardian’s consent, we will take steps to delete the information as soon as possible.
12. Jurisdiction specific notices
You may have different rights depending on where you reside. Read about them in this section.
12.1 High quality Services are provided to Users all around the world by Verify365.
12.2 Notice to Individuals Who are Residents of the State of California
- Personal information about a User may be collected from the following categories:name, address, or identification number; information about your employment, financial relationships, real estate, personal property, business, employment, education, or health; biometric data; GPS and electronic location data; information about electronic devices; and conclusions based on information provided.Information collected is determined by the client and may not be collected from all categories.
- As regarding to the Data Subject Rights, California law permits California residents to request information about the categories of personal information, specific personal information collected and the business purpose for collecting this information by contacting firstname.lastname@example.org or submitting it online;
- Verify365 does not disclose any of your information or the validation of your identity to any other party.
12.3 Notice to Individuals Who are Residents of the State of Illinois
(1) Biometric Information Notice for Illinois Residents:
Verify365 may collect certain biometric information during the identity verification process. Collection of this information is required to verify your identity based on instructions from Verify365’s client (client). This information is only retained for the period required for the verification process or the period required by the client, but this data will not be retained for more than three (3) years after your last interaction with Verify365. By selecting the option to continue with the verification process, you consent to providing Verify365 with biometric information and for Verify365 to use and store that information for the purpose of verifying your identity and as required by the client.
13. Veriff’s Demo app and testing Verify365's session flow
13.1 Veriff’s demo app allows to test and experience Verify365’s verification flow as an end user. The flow provides the experience End Users will get when Verify365’s Client is integrated with Verify365.
13.2 Data processing categories, which are processed by Veriff through the Demo app, are mentioned in clause 4.11, data processing purposes are mentioned in clause 5.5 and data retention conditions are explained is clause 10.5.
14. Important documents, guidelines and procedures
Here we set out all the documents, procedures and Registers, through which you will be able to exercise your rights in the best way, and know how we store and Process your Personal Data.
- Register of processing operations which sets out the purposes and manners of
Personal Data Processing, types and categories of the Personal Data being Processed, and the respective bases for Processing;
- Processing specifics for our (Potential) Employees sets forth privacy principles for recruits and employees. If you are a (potential) employee, please read about your rights and our principles;
- Policy of the organisational and technical measures which sets out various measures taken by Us to always maintain the confidentiality and security of Personal Data;
- Responsible Disclosure sets forth our principles regards to security vulnerabilities.
14.2 In case you have questions about these, please contact us.
15. Contact details and information
Here you find our contact details.
16.3 You are advised to review this Policy periodically for any changes. Changes to this Policy are effective when they are posted on this page.
- Valid from: 16 April 2021
- Last update: 16 April 2021