What happens to your data, and what is not finished yet.

Where your data is kept

VidiVeni runs on one server at Google Cloud in Belgium, inside the EU. The database is copied continuously to private storage in the same region, and the photographs we keep ourselves sit in separate storage there. Cloudflare stands in front: it serves this website, and everything a visitor sends to the server passes through it first.

Who else handles it

We use a few other services for particular jobs. Here they are, and what each one does for us:

• Google Cloud — the server, the database and the storage, in Belgium.
• Cloudflare — stands in front of the whole service: serves this website, routes traffic to the server, keeps spam out of the forms and forwards mail sent to our addresses.
• Resend — sends our email, such as an invitation, a link to choose a new password or what you send through the contact form, from the EU or the United States.
• Google (Gmail) — the mailbox where mail to our addresses arrives and is kept, including what you send through the contact and demo forms.
• Pendo — pseudonymous usage statistics for this website and the dashboard, never inside a guide.
• Umami — visitor counts for this website and the dashboard, without cookies, never inside a guide.
• Google Gemini or Anthropic — writes the text of a guide, in the United States, under the EU’s standard contractual clauses. What goes with the request is the place, the travel dates and the wishes for the guide and, where one was entered, the guests’ first name or group name; never an email address or account details.
• OpenStreetMap (Nominatim) — finds your address on the map, once, when you save the address of your place.

This list does not change without the change appearing here first. You can switch both statistics services off in the cookie settings at the foot of this page.

Your browser also fetches maps, the weather and photographs from a few other services itself. They are listed in our privacy policy.

Signing in and access

Passwords are kept only as a hash, made with bcrypt: nobody can read the password itself back, us included. A session ends after half a day, unless you tick “Keep me signed in” when you sign in.

What someone does to another person’s account — changing a role, suspending it, exporting it, deleting it — and changes to an organization’s settings, such as its branding, go into an audit log: who, what and when. Two-factor sign-in is not available yet.

Encrypted in transit

Everything travels over an encrypted connection (TLS): this website, the guides, the photographs and the dashboard. An address typed with http:// is sent on to the encrypted version.

Your data, your call

From your profile you can download your account data — your profile, your consent choices, the list of guides you made and the reports you filed — and close your account yourself. If you are the only owner of a team that has colleagues in it, ask VidiVeni first to hand ownership to one of them.

If a guest’s name is in a guide that has already been handed out, we take it out on request: send the guide’s link to privacy@vidiveni.app.

How long we keep things

Most kinds of data have a retention period, set by what we hold them for; a few have none yet. The periods, which of them run automatically and which we still apply by hand, are in our privacy policy.

If something goes wrong

For a data breach there is a written procedure: contain it first, then work out what was affected, and notify wherever the law requires it, within the deadline the law sets.

Found a weakness in VidiVeni? Write to info@vidiveni.app, the same address our security.txt names, and describe what you found. A person reads it.

Something on a host’s public page that should not be there? Every public page carries a link that opens a report to the same address, already filled in with what we need. We assess every report and tell you what we decided.

The data processing agreement

Our data processing agreement is a draft, and nothing has been signed. To read the current draft, ask us at info@vidiveni.app.