Privacy policy
Last updated: 10 September 2026 · Controller: ID of Life Ltd.
This policy describes how ID of Life Ltd. collects, uses and protects your personal data under the EU General Data Protection Regulation (GDPR) and the Finnish Data Protection Act. It covers the ID of Life service — your account, the files you store, any organisation workspace you use, and the payments you make.
1. Controller
ID of Life Ltd., Business ID 3593234-2, Keilaranta 1, 02150 Espoo, Finland. Email hello[at]idof.life
. For privacy matters write to the same address.
We have not appointed a data protection officer, as none is required under Art. 37 GDPR for our processing activities: we are not a public authority, our core activity is not large-scale systematic monitoring, and we do not process special categories of data at scale.
2. What this policy covers
This policy applies to the ID of Life service and our websites: idof.life, our company and investor site at id-of-life.com, our programming interface at api.idof.life, and our statistics tool at analytics.idof.life. It does not cover other companies' sites we link to (LinkedIn, X, Instagram) — those are plain links, nothing from them is embedded here.
We offer the service worldwide, and everyone gets the same policy, the same rights and the same storage location regardless of where they live. As a company established in the European Union we do not need a separate EU representative under Art. 27 GDPR; we do not currently appoint a UK representative either, as our UK activity is occasional rather than targeted.
3. What we process, and why
You must be at least 18 years old to register or to start a paid plan; we do not knowingly create accounts for anyone younger, though we do not verify age at sign-up today.
To run your account we process the email address and username you register with, your password as a cryptographic hash (never in readable form), and an optional postal address if you enter one. Legal basis: performance of a contract (Art. 6.1.b).
We do not currently send you email as part of using the account — an invitation to join an organisation, for example, is a link the inviting person shares with you themselves (section 6), not an email from us. We will use email directly for necessary service purposes going forward, such as delivering an organisation invitation or notifying you of security-relevant activity on your account; when we do, this policy will say so. We do not send marketing email unless you sign up for the newsletter (section 4).
To store your files we process the files themselves, their names, sizes, types and version history, plus who shared what with whom. Legal basis: performance of a contract.
When you register, and again before you start a paid plan, you confirm that you have read this policy. We keep a record of that confirmation — which version, when, and where you ticked the box. Legal basis: our legal obligation under Art. 5(2) and Art. 13/14 GDPR to be able to demonstrate that we informed you.
We keep no per-user activity log: no record of your sign-ins, uploads or downloads with your IP address. Our web server writes the usual access log (IP address, time, page, browser), which we use to run the service and to count visits (section 9) and which is deleted after 100 days at the latest. Legal basis: legitimate interest in a secure, working service (Art. 6.1.f).
Identity verification is not offered in the service at the moment; no data is sent to any verification provider.
To bill paid plans we process your organisation, the number of seats, and the identifiers our payment provider assigns you. Legal basis: performance of a contract, and legal obligation for accounting records (Art. 6.1.c).
4. Newsletter and early-access list
If you fill in the "Request Early Access" form on our company site, we collect what you enter: name, email address and, if you provide them, phone number and company. The form is submitted directly to Mailchimp (The Rocket Science Group LLC, part of Intuit Inc., United States), which keeps the list and sends our emails, and records whether they were opened and links clicked.
Legal basis: your consent, given with the checkbox on the form. You can withdraw it at any time with the unsubscribe link in every email or by writing to us; your data stays on the list until you unsubscribe. Transfer to the United States relies on the EU-U.S. Data Privacy Framework, with Standard Contractual Clauses as a fallback.
5. Where your files are stored
Your files are stored on a private storage network operated by ID of Life on servers in Europe. The network is closed: it is not connected to any public file-sharing network, so knowing a file identifier does not let an outsider retrieve it. Identical content is stored only once.
To be precise about what that does and does not mean: files are not individually encrypted with a key only you hold. They are protected by the closed network, by access control in the application and by the security of the servers. End-to-end encryption is on our roadmap and is not in place today; the "encryption" setting you may see is inactive and marked "coming soon". We would rather tell you that plainly than let a padlock icon imply otherwise.
Today, every node in this network is operated by us, within the EU. The design allows independent operators to run nodes in future — before any node outside our own control joins, your files will be encrypted on your device so an outside operator cannot read them, and every operator will be bound by a data processing agreement. We will update this policy and tell you in the service before that happens.
When you delete a file or a version and confirm, it is removed immediately — there is no wastebasket yet.
6. Sharing, organisations and the wish board
When you share a file with a person, they see the file, your username and any message you attach. A public link shows the file name and that it was shared by you, until it expires or you revoke it — choose your channel accordingly.
If you create or join a company (organisation) workspace, its administrators can see your username, email address and role, and manage your membership. If you invite someone, we store the email address you enter until the invitation is accepted, declined or expires. Today, sharing that invitation is up to the person who creates it — we do not email the invited person ourselves yet (section 3). Once we do, the invitation email will include a link to this policy, so the invited person is informed directly from the moment we start processing their address.
Company workspaces — who is responsible for your data. When you join a company workspace, that organisation is typically the controller of your personal data for the purposes of that workspace — it decides who gets an account, what you may store or share there, and its own internal rules. We process that data as the organisation's processor, under a data processing agreement with it. We remain the controller for the parts of the service we operate ourselves regardless of which workspace you use: account authentication, security, billing, and any direct communication with you about the service.
Feature wishes you post on the wish board are visible to all signed-in users; your name is shown only if you tick that option, and stays anonymous if you delete your account.
7. What we do not do
We keep no per-user activity log beyond the server access log described in section 3. We set no tracking cookies and load nothing from third parties on any page. We do not look into your files, and we do not sell or rent your data to anyone. We use no Google, Meta or other advertising or analytics services.
8. Service providers we use
We do not sell your data. Our servers are hosted by OVH in the European Union under a data processing agreement; beyond that, only the people who operate the service come into contact with the systems, and only as far as running them requires.
Stripe (Stripe Payments Europe, Ltd., Ireland) processes payments. When you subscribe, your payment details are entered on Stripe's own pages — they never pass through our servers. Stripe receives your email address, your billing address and the amount due, and returns identifiers we store to recognise your subscription.
Our newsletter provider, Mailchimp (United States), and our statistics tool's location lookup, DB-IP (France, receives no data about you), are the only other processors involved. Your data leaves the EU only for the United States providers above, and only for their purpose; both rely on the EU-U.S. Data Privacy Framework, with Standard Contractual Clauses as a fallback. If you use the service from outside the EU, your data still stays in the EU.
9. Cookies and tracking
This service sets no tracking cookies, and there is no cookie banner because none is needed. Two kinds of cookie are used, both strictly necessary and therefore exempt from consent:
A session cookie that keeps you signed in, and a short-lived cookie that protects forms against being submitted from another site. Both disappear when you close the browser or sign out.
We count visits from our own server logs with Matomo, which runs on our own server: no tracking script, no cookie, nothing sent to a third party. Matomo keeps your IP address shortened, and page addresses are stripped of anything that could point to you or a file (share links, file identifiers, file names) before Matomo sees them. Individual records are deleted after 100 days; after that only totals remain. There is no tag manager, no advertising pixel, and no social-media plug-in anywhere in the service. Web fonts and all other resources are served from our own servers, so simply visiting a page sends nothing to a third party.
10. How long we keep things
Your account data, files, shares and workspace memberships are kept for as long as your account exists. When an account or organisation is deactivated, a grace period of 30 days follows before it is removed for good — that window exists so an accidental or disputed closure can be reversed. The record of your privacy-policy confirmation is kept as long as your account exists and goes with it.
Accounting records, once paid plans exist, are kept for six years for vouchers and ten years for the books, as the Finnish Accounting Act requires.
Payment notifications from Stripe: moving to six years, the same period as our other accounting records, instead of indefinitely.
Server access logs and the visit statistics derived from them are deleted after 100 days at the latest, the same as our daily database backups. The newsletter list is kept until you unsubscribe; wish-board posts until you delete them, or anonymised if you delete your account.
11. Your rights
You have the right to see what data we hold about you, to have inaccurate data corrected, to have your data deleted, to restrict or object to processing, and to withdraw any consent you have given. If your request concerns data connected to a company workspace, contact that organisation first (section 6) — it is usually the right controller to ask, and we help as its processor.
A self-service export does not exist yet, so please write to hello[at]idof.life
and we will provide your data in a readable form.
On deletion, one honest caveat: when we delete your account we remove your files, your account and the records connected to it. Payment records held by Stripe, and the notifications Stripe sent us about them, are not yet included in that automatic step. We remove them on request today, and are moving to a six-year retention period — the same as our other accounting records — instead of keeping them indefinitely.
If you believe we handle your data unlawfully you can complain to the Finnish Data Protection Ombudsman (Tietosuojavaltuutettu, tietosuoja.fi).
12. Security
Access to your data requires authentication, and every request is checked against the organisation you are working in. Passwords are stored only as hashes. Traffic between your browser and our servers is encrypted in transit. Administrative interfaces are not reachable from the open internet without authentication. Access to the servers is limited to the people who operate them. We do not claim certifications or audits that have not taken place.
13. Changes to this policy
When the service changes in a way that affects this policy, we update the page and move the date at the top. We treat a change as substantial — and announce it in the service at least 30 days before it takes effect — when it increases prices, introduces a new purpose or category of data processing, or restricts your rights. Typos, clarifications and new features with no effect on your data do not count as substantial. If you object to a substantial change, you can close your account before it takes effect.