Privacy policy

01Who we are

This site is operated by The Archive Software ("we", "us"). We are the data controller for the personal information described on this page.

You can reach us about anything in this policy at info@thearchivesoftware.com.

02What we collect

We collect only what we need to answer an enquiry, run a project, and keep the site working.

• Enquiry details you type into the contact form: your name, email address, optional phone or WhatsApp number, optional company name, country, the service you are interested in, and your message.
• Booking details, if you schedule a call through our scheduling provider: your name, email address, and the time you selected.
• Message content, if you start a conversation with us on WhatsApp or by email.
• Analytics data, but only if you accept analytics cookies: pages viewed, approximate location derived from a truncated IP address, referring site, and device or browser type.
• Technical logs generated by our hosting provider for security and reliability, including IP address and request time.

03Why we use it, and our lawful basis

Under the UK GDPR and the EU GDPR we rely on the following bases.

• To reply to your enquiry and prepare a quote: steps taken at your request before entering a contract.
• To deliver a project you have engaged us for, and to invoice it: performance of a contract.
• To keep records for tax and accounting: compliance with a legal obligation.
• To keep the site secure and to prevent spam submissions: our legitimate interests in running the service safely.
• To measure how the site is used through analytics cookies: your consent, which you can withdraw at any time.

04Cookies and analytics

The site sets no analytics or advertising cookies until you choose "Accept analytics" in the consent notice. If you choose "Essential only", no analytics script is loaded at all.

Your choice is stored locally in your browser so we do not ask again on every page. Clearing your browser storage will bring the notice back.

We use Google Analytics 4 with IP anonymisation enabled and advertising features switched off.

05Who processes your information

We do not sell personal information and we do not share it for cross-context behavioural advertising. We do use service providers who process data on our instructions:

• Our hosting and content delivery provider, which serves this site and keeps request logs.
• Our database provider, which stores contact form submissions and project records.
• Our email provider, which delivers the notification we receive when you submit the form.
• Our scheduling provider, if you book a call.
• Our analytics provider, only where you have consented.

06International transfers

We work with clients in the United States, the United Kingdom, the Gulf states, and Jordan, and some of our providers process data outside the country you are in.

Where personal information leaves the UK or the EEA, we rely on adequacy decisions where they exist and on Standard Contractual Clauses, with the UK International Data Transfer Addendum where applicable, where they do not.

07How long we keep it

Enquiries that do not become projects are kept for 24 months, so we can pick up a conversation if you come back to us, and then deleted.

Records relating to a project we delivered are kept for as long as tax and accounting law requires, and then deleted.

Analytics data is retained according to our analytics provider settings.

08Your rights

Depending on where you live, you may have the right to access the personal information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, to receive a portable copy, and to withdraw consent you previously gave.

If you are a California resident, you also have the right to know what we collect, to request deletion or correction, and to not be discriminated against for exercising those rights. We do not sell or share your personal information as those terms are defined by the CCPA and CPRA.

To exercise any of these, email info@thearchivesoftware.com. We will respond within the period the applicable law requires.

If you are in the UK and you are unhappy with our response, you can complain to the Information Commissioner’s Office.

09How we protect it

Data is transmitted over encrypted connections, access to our admin tools requires authentication, and we limit who can see enquiry records to the people working on your project.

No system is perfectly secure. If a breach affects your rights and freedoms, we will notify you and the relevant regulator as the law requires.

10Children

This site is aimed at business owners and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has sent us information, contact us and we will delete it.

11Changes to this policy

If we change how we handle personal information, we will update this page and change the date at the top. Significant changes will be flagged on the site itself.