VirtualSignature is a digital onboarding platform that is used by professional organisations to carryout various online processes including; electronic signature exchange, Identity verification and anti-fraud protection. We take privacy very seriously and always strive to protect your personal information as required under the Data Protection Act 2018 and General Data Protection Regulation (GDPR) Articles 14(1)(e)and 14(2)(f).
Please read this privacy notice very carefully.
VirtualSignature offers numerous services. We must hold the details of the people who have requested the service to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an effortless way of doing this. We may use your data for the following purposes:
Under GDPR rules, SiNERIX (DTMS) Limited is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, you can do so by emailing us at firstname.lastname@example.org
All the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements where necessary.
We will not share any of the information you provide during the process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. We will use the contact details you provide to us to contact you to progress your application.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. You may be asked to digitally upload the following information via a secure portal for our ID verification and Face Recognition process to be completed:
As a data processor, we will not divulge any personal data or information about you to a third-party without your prior written consent and any information we hold will only be retained for the purposes of the validation process. Any information obtained will not be held by us for more than 6 months from the beginning of the process.
When someone visits virtualasignature.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be open about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
When you send a document through our electronic document exchange or connect to the world wide web, we keep a record of each transaction (including the IP address, date and time) to enable us to create a unique digital fingerprint and provide a complete audit trail and certificate.
We retain information about your use of our electronic document delivery, eSignature and personal identity service, which is used to manage our electronic document exchange, security and for accounting purposes. We may also use this information to help us enhance and improve our products and services to you.
We do not store credit card details, nor do we track your visits to any other websites or supply third party marketing agencies with your data.
Cookies are not unsafe or in themselves a threat to your online privacy but recent legislation requires that website owners give as much information as possible about cookies used on a website and clear instructions how to refuse them, should you so choose. If you do choose not to allow cookies, please be aware that this site may not be fully functional.
Our search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either SiNERIX (DTMS) Limited or any third party.
The data that we collect from you is stored within the European Economic Area ("EEA"). It may also be processed by staff, operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.
We may from time to time use a third-party provider to deliver updates and e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.
VirtualSignature uses a third-party service to help maintain the security and performance of the VirtualSignature website. To deliver this service it processes the IP addresses of visitors to the VirtualSignature website.
If you send us a private or direct message via social media the message will be stored by the third-party media company. Any such messages will not be divulged by us to any other media or sales organisations.
When you call VirtualSignature we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
We use industry standard encryption and protocol methods to protect email traffic. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the 'need to know' principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Under the Data Protection Act 2018 we have identified 'Legitimate Interests' and the performance of a Contract as our lawful bases for processing your data
You have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
VirtualSignature tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'subject access request' under the Data Protection Act 2018. If we do hold information about you we will:
To make a request about any personal information we may hold or if we do hold information about you that may be incorrect, you can may write to us addressing it to: The Data Controller, Sinerix (DTMS) Limited, Level 18, 40 Bank Street, Canary Wharf, London, E14 5NR.
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
We keep our privacy notice under regular review. This privacy notice was last updated in March 2021.
© Sinerix–VirtualSignature 2021