Last updated: 30 October 2026
1. Who we are
The controller of the personal data described in this Policy is IDVIA Ltd, a company registered in England and Wales under number 16622570, with its registered office at Building 3, Chiswick Park, 566 Chiswick High Road, London W4 5YA, United Kingdom (“IDVIA”, “we” or “us”). IDVIA Ltd is a subsidiary of IDVIA Inc.
We have appointed a Data Protection Officer. You can reach them at dpo@idvia.com or by post at the address above, marked for the attention of the Data Protection Officer.
This Policy was last updated on 30 October 2026. It explains how we collect, use and share personal data when you visit idvia.com, when you use IDVIA Rooms, where we share materials about our products, and when you or your organisation interact with IDVIA in a business-to-business capacity.
2. Scope and definitions
This Policy applies to:
- Visitors to idvia.com (“you” or “visitors”).
- Individuals who work for a current or prospective client, partner or supplier of IDVIA and whose contact details we hold in that capacity (“business contacts”).
- Individuals who use IDVIA Rooms, whether they work for a client, a prospective client or a partner of IDVIA (“IDVIA Rooms users”). We give you access by registering your email address, or your company’s domain, and we let you know by email. You can also request access on the Resources page, and a member of our team will contact you. With access, you can enter the general resources room and any room we prepare for you, for several people or for your whole company.
“Services” means the IDVIA website, IDVIA Rooms and the IDVIA products described on the website (IDVIA Insights, IDVIA Flow Finder, IDVIA Platform and IDVIA Agent).
“Customer” means an organisation that has entered into a contract with IDVIA for the Services. Where a Customer uses the Services to process personal data of its own end users, IDVIA acts as that Customer’s processor, and that processing is governed by the data processing agreement between IDVIA and the Customer, not by this Policy.
3. Information we collect
We collect the following categories of personal data:
- Identity data: first name, last name, job title and employer.
- Contact data: business email address, business phone number, business postal address.
- Business relationship data: records of meetings, correspondence, proposals and contracts with your organisation.
- Technical data: IP address, browser type, operating system, device type and similar identifiers collected when you visit the website.
- Usage data: pages visited and, for IDVIA Rooms users, which materials you open, when, and for how long they stay on your screen.
- Marketing data: your preferences about receiving communications from IDVIA.
- Form data: the information you enter in our contact, whitepaper and demo request forms.
- IDVIA Rooms data: the email address you sign in with and, if you request access, your name, company, job title and the topics you are interested in.
We collect this data directly from you when you fill in a form, request access to IDVIA Rooms, sign in to it or correspond with us; from our team when it registers your email address to give you access to IDVIA Rooms; from your organisation when it provides your details as a business contact; and automatically through cookies and similar technologies as described in our Cookies Policy.
Where a Customer or partner provides us with personal data of its own staff or contacts, it is responsible for having a lawful basis to share that data with us.
We do not knowingly collect personal data of children, and we do not collect special categories of personal data through the website.
4. Purposes and legal bases
| Purpose | Data used | Legal basis |
|---|---|---|
| Operate and secure the website, including spam protection on our forms | Technical data, form data | Legitimate interest in running a secure website |
| Respond to your enquiries, whitepaper and demo requests | Identity, contact, form data | Steps taken at your request before entering into a contract, or legitimate interest in responding to business enquiries |
| Manage our relationship with Customers, partners and suppliers | Identity, contact, business relationship data | Performance of a contract with your organisation, or legitimate interest in managing that relationship |
| Give you access to IDVIA Rooms and keep you signed in | Identity, contact, IDVIA Rooms data | Steps taken at your request before entering into a contract, if you requested access; otherwise, legitimate interest in sharing information about our products with your organisation, or performance of a contract with it |
| Record which materials you open in IDVIA Rooms and for how long, let the IDVIA team member who looks after you know, follow up on your interest and improve our materials | Identity, contact, usage data | Legitimate interest in following up on our business relationship with your organisation and in improving our materials |
| Measure how visitors use the website (Google Analytics) | Technical data, usage data | Your consent, given through the cookie banner |
| Send you information about our products, events and updates | Identity, contact, marketing data | Your consent, or legitimate interest in marketing to existing business contacts, with the right to opt out at any time |
| Prevent fraud and misuse and enforce our terms | Technical data, usage data | Legitimate interest in protecting IDVIA and its users |
| Comply with legal and regulatory obligations | Any of the above, as required | Legal obligation |
| Support a merger, acquisition or sale of assets involving IDVIA | Any of the above, as required | Legitimate interest in conducting corporate transactions |
Where we rely on legitimate interests, we have assessed that our interest does not override your rights and freedoms. You can ask us for details of that assessment at dpo@idvia.com.
We also use aggregated, anonymised data that cannot identify you for internal analysis and service improvement.
5. Who we share your data with
We share personal data only with the following recipients, and only to the extent needed for the purposes in section 4:
- IDVIA Inc., our parent company in the United States, for group management, reporting and shared business systems.
- Service providers acting on our instructions: hosting of the website and of IDVIA Rooms, email delivery, email and office software, and customer relationship management.
- Google LLC, which provides Google Analytics and YouTube embedded video. Google acts as our processor for Google Analytics, and as an independent controller for YouTube under the Google Privacy Policy.
- Professional advisers such as lawyers, auditors and insurers, where needed to obtain their advice or cover.
- Courts, regulators and public authorities, where the law requires it or where we need to establish, exercise or defend legal claims.
- A buyer or successor, if IDVIA is involved in a merger, acquisition or sale of assets, in which case your data would be transferred to the new owner on the same terms as this Policy.
Within IDVIA, your IDVIA Rooms usage data is seen only by the team member who gave you access or looks after you and by the managers of that team.
We do not sell personal data.
6. International transfers
We are based in the United Kingdom. Personal data of visitors from the European Economic Area is therefore transferred to the United Kingdom, which the European Commission has recognised as providing an adequate level of protection.
We transfer personal data outside the United Kingdom and the European Economic Area in the following cases:
| Recipient | Country | Safeguard |
|---|---|---|
| IDVIA Inc. | United States | Intra-group agreement incorporating the EU Standard Contractual Clauses and the UK International Data Transfer Addendum |
| Google LLC (Analytics, YouTube) | United States | Google’s certification under the EU-US Data Privacy Framework and its UK Extension, and the EU Standard Contractual Clauses and UK Addendum in Google’s data processing terms |
| Other service providers listed in section 5 | United States or European Economic Area, depending on the provider | EU Standard Contractual Clauses with the UK Addendum, or an adequacy decision where one applies |
You can ask us for a copy of the relevant safeguards at dpo@idvia.com.
7. How long we keep your data
We keep personal data only for as long as needed for the purpose it was collected for, and then delete or anonymise it. The periods we apply are:
| Data | Retention period |
|---|---|
| Enquiries, whitepaper and demo requests that do not lead to a business relationship | 24 months from our last contact with you |
| Business contact and relationship data of Customers, partners and suppliers | For the life of the relationship and 6 years after it ends, to meet accounting and limitation-period requirements |
| IDVIA Rooms access data (email address and, if you requested access, the details of your request) | 12 months from your last sign-in or, if you never signed in, from when you were given access or made your request |
| IDVIA Rooms usage data (which materials you open, when, and for how long) | 12 months from the date each use is recorded |
| Marketing preferences | Until you withdraw consent or object; a record of your objection is kept so we can honour it |
| Google Analytics data | Event data 2 months; user-level data 14 months from the visitor’s last activity, as set in our Google Analytics configuration |
| Technical logs for website security | 12 months |
Backup copies of IDVIA Rooms are deleted after 30 days, so data we delete also disappears from them within that time.
We may keep data for longer where the law requires it or where it is needed to establish, exercise or defend legal claims.
8. Security
We apply technical and organisational measures appropriate to the risk, including encryption of data in transit, access controls based on role, and contractual security obligations on our service providers. No system is completely secure, and we cannot guarantee that unauthorised access will never occur. If a personal data breach is likely to result in a high risk to you, we will inform you as the law requires.
9. Your rights
You have the right to:
- Access the personal data we hold about you and receive a copy.
- Have inaccurate data corrected and incomplete data completed.
- Have your data erased, where there is no longer a lawful reason for us to keep it.
- Restrict how we use your data in certain circumstances.
- Receive the data you gave us in a structured, machine-readable format and have it transmitted to another controller, where processing is based on consent or contract.
- Object to processing based on legitimate interests, and object at any time to direct marketing.
- Withdraw consent at any time where processing is based on consent, without affecting processing carried out before withdrawal.
To exercise any of these rights, write to dpo@idvia.com. We will respond within one month, which we may extend by two further months for complex requests. We may ask you to verify your identity before acting on a request. There is no fee unless a request is manifestly unfounded or excessive.
You also have the right to lodge a complaint with a supervisory authority. In the United Kingdom this is the Information Commissioner’s Office (ico.org.uk). In the European Union you may complain to the authority of the country where you live or work, for example the Agencia Española de Protección de Datos in Spain (aepd.es), the Comissão Nacional de Proteção de Dados in Portugal (cnpd.pt) or the Commission Nationale de l’Informatique et des Libertés in France (cnil.fr). We would welcome the chance to address your concern first, so please contact us before you do.
We do not make decisions about you based solely on automated processing that produce legal or similarly significant effects.
10. Third-party websites and cookies
Our website contains links to third-party websites, including YouTube and LinkedIn. We are not responsible for their privacy practices, and this Policy does not apply to them.
We use cookies and similar technologies to operate the website, measure how it is used and display embedded videos. Analytics and video cookies are set only with your consent. The cookies we use, their purposes and retention periods, and how to change your choices are set out in our Cookies Policy.
11. Changes to this Policy and contact
We may update this Policy to reflect changes in our practices or in the law. The date at the top shows when it was last revised. If a change materially affects how we use your data, we will post a notice on the website before it takes effect and, where we hold your email address as a business contact or IDVIA Rooms user, email you.
Questions about this Policy go to dpo@idvia.com or to IDVIA Ltd, Building 3, Chiswick Park, 566 Chiswick High Road, London W4 5YA, United Kingdom.