VIX Verify collects images of ID documents, such as identity cards, driver's licences and passports, for the purpose of testing our verification software. These document documents are collated into our ID Document Library .You may have volunteered your ID documents, or you may have been asked by a VIX Verify representative to do so. and used as the basis for testing updates and improvements to our greenID verification software and also software developed by our ultimate Parent entity, GB Group PLC. You should specifically note that your documents may be used for testing outside of Australia and/or New Zealand.

Images are collected on a voluntary basis and VIX understands that individuals volunteer their documents in good faith with an expectation that they will be treated with due care and not used inappropriately.  The following is a summary of what VIX and the GB Group PLC will and will not do in relation to the identity document images it holds.

In respect to the VIX Verify ID Document Library

VIX Verify WILL:

1. Ask you to email the documents to operations@vixverify.com with the subject 'ID Document Library'. By doing so, you authorise VIX Verify to use your ID Documents for testing greenID software. 
   
2. Documents should be photographed or scanned and saved as JPG format.
3. Attach documents to the email in an encrypted zip file.
4. To ensure the security of your documents, the password to the encrypted file should be provided to your VIX Verify independently from your documents (such as in person, over the phone, or via text message).
Please provide your full name and contact details within the body of the email. Package your image into a an encrypted zip file before transmitting it to the operations team in Canberra and/or to the GB Group PLC and/or one or more of their other controlled and owned entities.
5. Ensure that the password for the encrypted zip file is forwarded to the relevant operation team via a  separate medium.
6. Never store the password and the encrypted file together.
7. Acknowledge receipt of your ID Documents along with a reminder of the agreement you entered into.
8. Retain your documents until you tell us otherwise. If you would like to delete your documents please send an email to operations@vixverify.com with the subject 'ID Document Library: Delete Documents' and include the full name and contact details from your original email. We will then  cease using your documents for testing and will erase your documents from the ID Document Library. 
9. Use the documents solely for testing the functionality of greenID greenID and/or other GB Group PLC software.
10. Store your documents in encrypted form at rest. Transmit your documents via encrypted channels.
11. Restrict access to the documents to a limited set of VIX Verify Verify and/or other GB Group PLC staff who are involved in testing. All VIX Verify and GB Group PLC staff undergo background checks prior to employment and agree to protect confidential data.
12. Ensure staff with access to the documents only work from machines with encrypted hard drives.
13. Remain responsible for the collection and holding of your ID document on behalf of the GB Group PLC and/or one or more of their other controlled and owned entities.
14. Ask you to sign a deed of permission to Deed of Permission (PDF, 93KB) to use your documents.

VIX Verify WILL NOT:

1. Distribute your ID documents to staff who do not have are not involved in testing greenID and/or other GB Group PLC Software or to other third parties.
2. Allow access to the ID Document Library to staff not involved in testing greenID and/or other GB Group PLC Software or to any other third parties.
3. Use your documents for any other purpose than testing the functionality of greenID SoftwaregreenID and/or other GB Group PLC Software.

Getting Documents Removed from the VIX Verify ID Document Library

If you would like to your documents removed from our testing library please send an email to greenid.support@gbgplc.com with the subject 'ID Document Library: Delete Documents' and include the full name and contact details provided when you originally supplied the documents. We will then cease using your documents for testing and will erase your documents from the ID Document Library. This will also include removal from any other GB Group PLC document library. You will receive an email from us once the deletion is complete.