This Privacy Policy applies if your organisation is established in the United Kingdom or anywhere outside the EU/EEA. If you are based in the EU/EEA, please read our EU Privacy Policy.
Last updated: 30 July 2025
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Owner and Data Controller
Mailchain Limited (trading as Vidos), 9th Floor, 107 Cheapside, London EC2V 6DN, United Kingdom
Owner contact email: privacy@vidos.id
Supervisory authority: You have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).
This section applies when you interact directly with Vidos through QR codes or verification requests.
When you scan a QR code or receive a verification request:
Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Usage Data; Trackers; various types of Data; name; email address; phone number; calendar information; IP address; device information; browser information; operating systems; city; ZIP/Postal code; state; county; country; latitude (of city); longitude (of city); metro area; geography/region.
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection.
Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Website.
Unless specified otherwise, all Data requested by this Website is mandatory and failure to provide this Data may make it impossible for this Website to provide its services. In cases where this Website specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.
Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools — by this Website or by the owners of third-party services used by this Website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy.
Users are responsible for any third-party Personal Data obtained, published or shared through this Website.
The Owner takes appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organisational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located.
Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
We engage certain third-party processors ("subprocessors") to assist with providing our services. The current list of subprocessors, including their locations and purposes, is maintained at https://trust.vidos.id/subprocessors.
We will inform you if we intend to replace a subprocessor or engage other subprocessors by updating the list at least 30 days prior to appointing a new subprocessor. It is your responsibility to monitor the list of subprocessors. If you object to the appointment of a new subprocessor you must inform us in writing at least 14 days prior to the date on which the subprocessor will be appointed. If we cannot agree on a resolution to your objection, you may terminate your agreement with us on written notice.
All subprocessors are bound by written contracts containing data protection clauses equivalent to those imposed on us under applicable data protection legislation. We remain fully liable for the performance of any subprocessor's obligations.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
We host and process all personal data on servers located within the EEA. Where personal data is transferred outside the United Kingdom we rely on:
The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: Analytics, Platform services and hosting, Displaying content from external platforms, Contacting the User, Handling activities related to productivity, Collection of privacy-related preferences, Traffic optimisation and distribution, Managing data collection and online surveys, Interaction with data collection platforms and other third parties, and Identity verification services for relying party organizations.
For specific information about the Personal Data used for each purpose, the User may refer to the section "Detailed information on the processing of Personal Data".
Personal Data is collected for the following purposes and using the following services:
The services contained in this section enable the Owner to monitor and analyse web traffic and can be used to keep track of User behaviour.
Fathom Analytics (Conva Ventures Inc.) Fathom Analytics is an anonymized analytics service provided by Conva Ventures Inc. that gives the Owner insight into the use of this Website by Users without needing to identify them. Data collected is anonymized by making use of hashing techniques. Further information may be found here and within the service's privacy policy.
Personal Data processed: Usage Data. Place of processing: Canada – Privacy Policy.
This type of service allows this Website to collect and store Users' preferences related to the collection, use, and processing of their personal information, as requested by the applicable privacy legislation.
Cookie Consent Management (this Website) We collect and store your preferences related to the processing of personal information and in particular to the use of Cookies and other Trackers on this Website through our consent management system.
Personal Data processed: IP address; Trackers. Place of processing: EEA.
Contact form (this Website) By filling in the contact form with their Data, the User authorises this Website to use these details to reply to requests for information, quotes or any other kind of request as indicated by the form's header.
Personal Data processed: various types of Data.
This type of service allows you to view content hosted on external platforms directly from the pages of this Website and interact with them. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.
Google Fonts (Google Ireland Limited) Google Fonts is a typeface visualisation service provided by Google Ireland Limited that allows this Website to incorporate content of this kind on its pages.
Personal Data processed: Trackers; Usage Data. Place of processing: Ireland – Privacy Policy.
Calendly widget (Calendly, LLC) Calendly widget is a calendar content visualisation service provided by Calendly, LLC that allows this Website to incorporate content of this kind on its pages.
Personal Data processed: calendar information; email address; name; phone number. Place of processing: United States – Privacy Policy.
This type of service helps the Owner to manage tasks, collaboration and, in general, activities related to productivity. In using this type of service, Data of Users will be processed and may be retained, depending on the purpose of the activity in question. These services may be integrated with a wide range of third-party services disclosed within this privacy policy to enable the Owner to import or export Data needed for the relative activity.
Calendly (Calendly, LLC) Calendly is a service provided by Calendly, LLC, that facilitates online scheduling of appointments.
Personal Data processed: calendar information; email address; name; phone number. Place of processing: United States – Privacy Policy.
This type of service allows Users to interact with data collection platforms or other services directly from the pages of this Website for the purpose of saving and reusing data. If one of these services is installed, it may collect browsing and Usage Data in the pages where it is installed, even if the Users do not actively use the service.
JotForm widget (JotForm Inc.) The JotForm widget is a service for interacting with the JotForm data collection platform provided by JotForm Inc.
Personal Data processed: Trackers; Usage Data. Place of processing: Germany – Privacy Policy.
This type of service allows this Website to manage the creation, deployment, administration, distribution and analysis of online forms and surveys in order to collect, save and reuse Data from any responding Users. The Personal Data collected depend on the information asked and provided by the Users in the corresponding online form.
These services may be integrated with a wide range of third-party services to enable the Owner to take subsequent steps with the Data processed - e.g. managing contacts, sending messages, analytics, advertising and payment processing.
JotForm (JotForm Inc.) JotForm is a form builder and data collection platform provided by JotForm Inc.
Personal Data processed: email address; Trackers; Usage Data. Place of processing: Germany – Privacy Policy.
These services have the purpose of hosting and running key components of this Website, therefore allowing the provision of this Website from within a unified platform. Such platforms provide a wide range of tools to the Owner – e.g. analytics, user registration, commenting, database management, e-commerce, payment processing – that imply the collection and handling of Personal Data. Some of these services work through geographically distributed servers, making it difficult to determine the actual location where the Personal Data are stored.
Webflow (Webflow, Inc.) Webflow is a platform provided by Webflow, Inc. that allows the Owner to build, run and host this Website. Webflow is highly customisable and can host websites from simple blogs to complex e-commerce platforms.
Personal Data processed: various types of Data as specified in the privacy policy of the service. Place of processing: United States – Privacy Policy – Opt out.
This type of service allows this Website to distribute their content using servers located across different countries and to optimise their performance. Which Personal Data are processed depends on the characteristics and the way these services are implemented. Their function is to filter communications between this Website and the User's browser. Considering the widespread distribution of this system, it is difficult to determine the locations to which the contents that may contain Personal Information of the User are transferred.
Amazon CloudFront (Amazon Web Services, Inc.) Amazon CloudFront is a traffic optimisation and distribution service provided by Amazon Web Services, Inc.
Personal Data processed: browser information; city; country; county; device information; geography/region; IP address; latitude (of city); longitude (of city); metro area; operating systems; state; Usage Data; ZIP/Postal code. Place of processing: Ireland – Privacy Policy.
Google Hosted Libraries (Google LLC) Google Hosted Libraries is a traffic optimisation and distribution service provided by Google LLC.
Personal Data processed: Trackers; Usage Data. Place of processing: United States – Privacy Policy.
Vidos Verification Service This service verifies digital credentials at the request of organizations you interact with. We process only the specific attributes needed for each transaction.
Personal Data processed: Identity attributes from digital credentials; verification timestamps; consent confirmations. Place of processing: United Kingdom Legal basis: Contract performance and consent
The Owner may process Personal Data relating to Users if one of the following applies:
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following, to the extent permitted by law:
Users are also entitled to learn about the legal basis of Data transfers to a country outside the United Kingdom or to any international organisation governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or enquire with the Owner using the information provided in the contact section.
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users' request, the Owner will inform them about those recipients.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfil a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) or use other Personal Data (such as the IP Address) for this purpose.
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
This Website uses Trackers. Below is detailed information about the cookies and tracking technologies we use:
Cookies are small sets of data stored in the User's browser.
Trackers indicate any technology - e.g. Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting - that enables the tracking of Users, for example by accessing or storing information on the User's device.
This Website uses Cookies and Trackers for the following purposes:
Analytics and Performance
Privacy Preference Management
External Content and Services
Website Functionality
You can control cookies through your browser settings. Most browsers allow you to:
Note that blocking certain cookies may impact website functionality.
You can also manage your preferences through the cookie consent banner that appears when you first visit our website.
The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Website and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User's consent, the Owner shall collect new consent from the User, where required.
Any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.
Information collected automatically through this Website (or third-party services employed in this Website), which can include: the IP addresses or domain names of the computers utilised by the Users who use this Website, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilised to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the country of origin, the features of the browser and the operating system utilised by the User, the various time details per visit (e.g., the time spent on each page within the Application) and the details about the path followed within the Application with special reference to the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.
The individual using this Website who, unless otherwise specified, coincides with the Data Subject.
The natural person to whom the Personal Data refers.
The natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller, as described in this privacy policy.
The natural or 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, including the security measures concerning the operation and use of this Website. The Data Controller, unless otherwise specified, is the Owner of this Website.
The means by which the Personal Data of the User is collected and processed.
The service provided by this Website as described in the relative terms (if available) and on this site/application.
Unless otherwise specified, all references made within this document to the United Kingdom include England, Wales, Scotland, and Northern Ireland.
Cookies are Trackers consisting of small sets of data stored in the User's browser.
Tracker indicates any technology - e.g Cookies, unique identifiers, web beacons, embedded scripts, e-tags and fingerprinting - that enables the tracking of Users, for example by accessing or storing information on the User's device.
This privacy policy relates solely to this Website, if not stated otherwise within this document.
This Policy is governed by the laws of England and Wales and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Latest update: 30 July 2025