Protecting your Personal Information is our priority. This Privacy Notice applies to the www.verifyonline.co.uk website trading as Verify Online Ltd and governs data collection and usage. For the purposes of this Privacy Notice unless otherwise noted, all references to Verify Online includes Verify Online Ltd and www.verifyonline.co.uk. The www.verifyonline.co.uk website (the “Site”) is a website through which Verify Online Ltd provides a document authentication and verification service. Verify Online Ltd is the data controller for the purposes of The United Kingdom General Data Protection Regulation (UK-GDPR) & The Data Protection Act 2018.
COLLECTION OF YOUR PERSONAL INFORMATION
Personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Verify Online may collect, use, store and transfer different kinds of personal data about you. These are determined by the documents that you verify but include:
- Identity Data includes, first name, middle names, maiden name, last name, marital status, title, date of birth, gender, national insurance number, driving licence details, national entitlement card number, passport number.
- Contact Data includes, current and previous addresses, email address and telephone numbers.
- Financial Data includes, bank statements (credit card, mortgage), government tax statement.
- Transaction Data includes, details of products and services you have engaged us for.
- Technical Data includes, internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Usage Data includes, information about how you use our website, products and services.
- Marketing and Communications Data includes, your preferences in receiving marketing from us and our third parties and your communication preferences.
Verify Online also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
Verify Online do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Verify Online may on occasion, collect but not store information about criminal convictions and offences. However you might include Special Categories & Criminal Convictions information in documents that you upload.
USE OF YOUR PERSONAL INFORMATION
Verify Online will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract, we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where Verify Online need to comply with a legal or regulatory obligation.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
| To register you as a new customer | (a) Identity (b) Contact | Performance of a contract with you |
| To process and deliver your service to you including: (a) verification of documents (b) provide online dashboard/account to view/add/edit orders (c) providing you with the PDF verification certificate when a document passes the verification process | (a) Identity (b) Contact (c) Financial (d) Transactional (e) Special Category (f) Criminal | Performance of a contract with you |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy notice (b) Asking you to leave a review or take a customer satisfaction survey | (a) Identity (b) Contact (c) Profile (d) Marketing and Communications | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity (b) Contact (c) Technical | (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical | Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships and experiences | (a) Technical (b) Usage | Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile | Necessary for our legitimate interests (to develop our products/services and grow our business) |
SHARING YOUR PERSONAL DATA
Verify Online may have to share your personal data with the parties set out below for the purposes set out in the table and paragraph below. These companies will not use your information to contact you. Selected third parties will be subject to obligations to process your personal information in compliance with the same safeguards that we deploy.
Verify Online work carefully with selected data processing companies such as:
| Company Name | Company Details | Processing Activity |
| Verify Online. | Controller & Processor | Processing application details to provide you with the service |
| Elucidate Contractor Services (ECS) Ltd. | Processor | Processing application details to provide you with the service |
| BuzzPoint Limited | Software Provider | Provision of software for our Customer Relationship Management (CRM) |
Verify Online may also disclose your information with:
- Accountants, Solicitors, Compliance Consultants and other services.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.
Verify Online require all third parties to respect the security of your personal data and to treat it in accordance with the law. Verify Online do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
TRANSFERS OUTSIDE THE UK
Verify Online may transfer your data outside of the UK. Verify Online rely upon the basis the transfer of data which is necessary for the performance of a contract between you and us and/or for pre-contractual steps taken at your request and our legitimate interests.
Verify Online have implemented contractual relationships with our third-party processors which stipulate the safeguards they must put in place regarding the security of your data.
Verify Online require all third parties to respect the security of your personal data and to treat it in accordance with the law. Verify Online do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
YOUR DATA RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances, including for example for marketing purposes.
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we usually have one month to respond to you.
REQUESTING A COPY OF YOUR PERSONAL DATA
You will not usually have to pay a fee to access your personal data. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. We may also charge a further administrative fee when you request for us to provide further copies of the information already provided to you.
We will respond to your request within one month of receiving your request.
If you wish to exercise any of the rights set out above, please see the contact details below.
USE OF COOKIES
The site may use “cookies” to help you personalise your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Text-based Cookies (i.e. non-executable text files) cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you. We may in some cases also use web beacons in order to track the opening web pages or emails specific to individual customers and/or visitors. Please see our COOKIES POLICY for more information.
SECURITY OF YOUR PERSONAL INFORMATION
Verify Online secures your personal information from unauthorised access, use or disclosure. We also allow employ access controls to your Personal Information to ensure only those employees who have a business need can view such data.
RETENTION OF YOUR PERSONAL INFORMATION
Verify Online will only retain your personal data for as long as necessary to fulfil the purposes Verify Online collected it for including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, Verify Online consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether Verify Online can achieve those purposes through other means, and the applicable legal requirements.
CHILDREN UNDER SIXTEEN
The site is not directed to children under the age of 16 however, and Verify Online does not knowingly collect Personal Information from children under the age of 16. If you are under the age of 16, it must be stressed and made clear that you are not permitted to use the site
CHANGES TO THIS PRIVACY NOTICE
This version was last updated on the date indicated at the top of this page.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
If you have any concerns about our processing of your personal information, please contact our Data Protection Officer;
The DPO Office [email protected]
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
DATA CONTROLLER CONTACT INFORMATION
verifyonline.co.uk – Verify Online Ltd, 124 City Road, London, EC1V 2NX.
Email Address: [email protected]
Telephone number: 0333 300 0007