Privacy Policy

Arkivum Limited (“Arkivum”). Registered address: Quadrant House, Broad Street Mall, Reading RG1 7QE. Company Reg No. 07530353. ICO Notification Number: Z3025590

Arkivum takes data seriously. It is at the core of our business, and so we make every effort to be in full compliance with every applicable regulation or directive in relation to the way personal data is stored and processed.

This Privacy Notice explains how Arkivum collects and uses your personal data. This includes the “lawful basis for processing” your personal data. For this data, Arkivum is the “Data Controller”.

If you have expressed interest in our Products or Services or are a Client

What information do we collect about you and why?

The personal data we hold about you is your name (salutation, first name and surname), email address and telephone number.

When you have expressed interest in our products and services: we use this to answer any queries that you may have about Arkivum products and services, the website or other related queries based on “legitimate interest”.

When you are in the process of acquiring one or more of our products and services: we use this personal data to answer any further queries including around the product and/or service terms and conditions and for the provisioning of the product and/or service. This is based on “contractual necessity”

When you are a Client: we use this personal data, based on “contractual necessity”, to

• notify you about changes to the Arkivum Product and Services you use
• provide support for the Arkivum Product and Services you use.

Our lawful basis for processing your data

We have set out a lawful basis for processing data in our Record of Processing Activities (ROPA). The ROPA guides how we process data.

Typically we rely on one of the following basis: Consent, Legitimate Interests, Contract and Legal.

We rely on consent for activities such as cookie management and direct marketing when a legitimate interest does not apply.

We rely on legitimate interests to build relationships with our clients and to provide our services.

We rely on contract when we have entered into or are negotiating a contract with a new or existing client to provide them with services on an ongoing basis.

We rely on legal to ensure we comply with the law, for example by sharing employee data with HMRC.

If you would like to discuss the lawful basis we process your data under, please contact us by emailing dataofficer@arkivum.com

Marketing

Arkivum collects, receives and processes personal data of individuals when we believe it is your role to consider products and services that may be of interest to your employer in line with applicable global legal requirements. This information is processed by Arkivum in accordance with legitimate interests. ”

If you subscribe via Arkivum’s website to receive the latest news, articles, events and webinars you are providing your “consent” for Arkivum to email you accordingly. You may unsubscribe at any time by using the link included at the bottom of each of these emails.

If we have been emailing you about Arkivum’s products and services as you requested to receive information from Arkivum prior to the availability of the subscribe option on Arkivum’s website, we will continue to do so based on “legitimate interest”.  You may unsubscribe at any time by using the link included at the bottom of each of these emails.

If you buy from us or have a quote from us, we will email you information about similar services and products. Our processing in this case is based on “legitimate interest”. You can always opt out at any time by using the unsubscribe link included at the bottom of each email.

If you do unsubscribe or opt out of marketing, we will keep your name and email address and mark them as ‘do not mail’ so that you will not receive any further marketing communications.

Who do we share your information with?

Arkivum shares your personal data to those of our employees, contractors and affiliated partners that need to know that information in order to provide the Services or Products you have or are looking to purchase. In the case of Arkivum partners, this will be with your knowledge and permission.

We require all such parties to maintain the security and confidentiality of your information, and to process the data in accordance with our instructions.

The storage and processing systems (including email) that we use in the day to day running of the Arkivum business which may hold your personal data are selected for, and monitored on, how they meet the requirements of current UK data protection legislation. Where this includes storage or processing of information outside of the European Economic Area (EEA), we include checks to ensure that compliance with the appropriate frameworks for exchange of personal data is in place.

We may be required to share your information:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Arkivum will not rent nor sell your personal data to anyone.

How long will we hold your personal data?

We will only retain your personal data for as long as necessary for the purpose that it was originally stored and processed as detailed in the rest of this section.

If you are just visiting our website

We do not collect any of your personal data unless you specifically supply it.

Our websites include hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies of third parties.

Please see the section on Cookies below for our cookie policy.

If you have applied for a job at Arkivum

If you have sent us your CV, or we have received your CV from a recruitment agency, we will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. If you are unsuccessful we will hold your CV for a further six months.

If you are successful we will provide you with details on the further information we will require, why and what we will do with it during the offer process and your employment.

Cookies

Your Internet browser has the in-built facility for storing small files – “Cookies” – that hold information which allows a website to recognise you as a user. Our website takes advantage of this facility to enhance your experience. We use these cookies for commercial reasons, for tracking and analytical purposes. By using the Arkivum website, you consent to the use of cookies for these purposes.

We use a combination of both session and persistent cookies. Session cookies keep track of your current visit and how you navigate the site, persistent cookies enable our website to recognise you as a repeat visitor when you return. The session cookies will be deleted from your computer when you close your browser. Persistent cookies will be removed on a pre-determined expiry date, or when deleted by you.

Most web browsers allow user privacy settings to block either all cookies, or third party cookies. Blocking cookies will, however, have a negative impact upon the usability of many websites, including this one. (Please visit www.aboutcookies.org for comprehensive information on how to change your cookie settings in a wide variety of different web browsers.)

Google Analytics Cookies

Google Analytics is a website monitoring tool that allows users to see volumes of website visitors, their source, and to analyse how the content of their website is viewed and navigated. This in turn allows optimisation of the content and pages on the marketing programs that drive traffic to the website. Google Analytics does not store any personal information about website visitors, but does use persistent cookies to identify repeat visitors. You may universally opt-out of all Google Analytics tracking used by all websites by visiting the following url: https://tools.google.com/dlpage/gaoptout 

Cookies set by Google

_ga – Used to distinguish users (expiration time 2 years.)

_gid – Used to distinguish users (expiration time 24 hours).

_gat – Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_<property-id>.(expiration time 1 minute).

1P_JAR – These cookies are used to gather website statistics, and track conversion rates (expiration time 1 week).

NID – The NID cookie contains a unique ID Google uses to remember your preferences and other information, such as your preferred language (e.g. English), how many search results you wish to have shown per page (e.g. 10 or 20), and whether or not you wish to have Google’s SafeSearch filter turned on.

SID, SAPISID, APISID, SSID, HSID, PREF – Google set a number of cookies on any page that includes a Google Map. While we have no control over the cookies set by Google, they appear to include a mixture of pieces of information to measure the number and behaviour of Google Maps users.

For further explanation of Google Analytics’ cookie usage, click here.

Email Marketing Post-Click Tracking Cookies

We use a third party provider Hubspot, to deliver our email marketing. We gather information around your activities including email opening and clicks using industry standard technologies to see what you’ve been looking at; to help us monitor and improve our communications. Hubspot act as the data processor on our behalf; for more information, please see Hubspot’s Data Processing Agreement. (https://cdn2.hubspot.net/hubfs/560664/GDPR/HubSpot%20Data%20Processing%20Agreement%20-%20Signed%20Copy%20v.%2012April2018.pdf?t=1534170742170)

Forms on our website

We use Hubspot to publish our website, blog, landing pages and forms. These sites are hosted within Hubspot. By filling in a form on our website, you become identifiable and tracked through our website.

Our website chatbot will assist you in answering questions relating to Arkivum’s services. When you use the chatbot you can add free text. Please refrain from sharing data unrelated to Arkivum services or your use of Arkivum services.

Security of your personal data

We are committed to ensuring that your personal data is secure. Arkivum’s Information Security Management System is certified to ISO 27001.

Where we share your personal data with others, as defined above, we require all such parties to maintain the security and confidentiality of your information, and to process the data in accordance with our instructions.

Breaches

Should a breach of your data occur that is likely to result in harm to the rights and freedoms of you as an individual or group of individuals, we will notify you within 72 hours along with the ICO, where applicable.

Your rights

You have specific rights concerning the information we hold about you:

• You have the right to access personal data held about you
• You have the right to have inaccuracies corrected for personal data held about you
• You have the right to have personal data held about you erased
•  You have the right to object to direct marketing being conducted based upon personal data held about you
• You have the right to restrict the processing for personal data held about you, including automated decision-making
• You have the right to data portability for personal data held about you

These are further detailed on the ICO website. You can exercise any of your rights by emailing us at dataofficer@arkivum.com

Changes to this Privacy Notice

We keep this Privacy Notice under regular review. We will take reasonable steps to draw your attention to any changes to it. However, to be on the safe side, we suggest that you read this document each time you use the website to ensure that it still meets with your approval. This Privacy Notice was last updated in July 2024 and is reviewed annually.

Contacting us

If you have any questions about our Privacy Notice, or if you wish to lodge a complaint, please email us at dataofficer@arkivum.com or use the form below. You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office.

As of January 1st, 2021, the UK left the European Economic Area (EEA). As Arkivum process the data of EU Residents/Citizens we are required to appoint a European representative to comply with Article 27 of the GDPR.

The details of our EU Representative are: EDPO, Avenue Huart Hamoir, 71, 1030 Brussels, Belgium. info@edpo.com