Privacy notice

01 Who we are

This notice explains how Archives International (“we”, “us”) handles personal data collected through this website. Archives International is represented in the United Kingdom and Malta.

Archives International operates through two separate legal entities:

United Kingdom

Archives International (UK) Ltd

Company registration number: 16651493

Malta

Archives International Ltd

Company registration number: C 93051

02 How to contact us about privacy

For any question about this notice or how we handle your personal data, email privacy@archives.international. For general enquiries, email info@archives.international.

03 What personal data we collect

When you use the contact form, we collect the information you enter:

• your name, company and email address (required)
• your telephone number and country (optional)
• the type of project you are interested in (optional)
• your message, and anything you choose to include in it

If you email or telephone us directly, we receive the information you choose to share, such as your contact details and the content of your message.

When you visit the website, the servers that host it process technical information needed to deliver pages to you, such as your IP address, browser type and the pages requested. Our hosting provider may record this in server logs.

If you turn on Analytics in our cookie controls, we use Google Analytics 4, provided by Google, to measure how the website is used — its traffic, how visitors engage with it, and whether they go on to contact us. Google Analytics collects information about your visit, such as the pages you view, how you arrived, how you interact with the website, your device and browser type and your approximate location, and uses cookies to recognise returning visitors. It is off unless you turn it on, and you can turn it off at any time through Cookie settings. This website does not use advertising or other tracking tools.

When you make a choice about optional technologies, a strictly necessary cookie stores that choice on your device — which categories you accepted or rejected, and when — so that we can respect it. It does not contain your name, email address or any other details about you. See the Cookie notice.

Please do not include sensitive personal data — for example about health — in a website enquiry. If a project involves such data, we will agree how it is handled separately.

04 How we use it

We use the information you send us to:

• read and respond to your enquiry
• discuss, scope and quote for a project you ask us about
• keep a record of our correspondence with you

If you turn on Analytics, we use the resulting statistics to understand how the website is used and to improve it.

We do not use website enquiries for marketing, we do not sell personal data, and we do not make automated decisions about you.

05 Our lawful basis

Under UK and EU data protection law (the UK GDPR and the EU GDPR), we rely on:

• Legitimate interests — responding to enquiries and running our business. We consider that responding to a message you have chosen to send us does not override your interests or rights.
• Steps before entering into a contract — where your enquiry relates to a project or service you are considering with us.

06 Who receives your data

Contact form enquiries are delivered to our email inbox by a transactional email service acting on our behalf: Brevo.

Your data may also be processed by:

• our website hosting provider (see above)
• Google, which provides Google Analytics — only if you turn on Analytics
• the provider of our email service, which stores our correspondence
• professional advisers, or authorities where we are required to share information by law

We only share what is necessary, and service providers may only use it on our instructions.

07 International transfers

Some service providers may process information outside the United Kingdom or the European Economic Area. Whether any transfer takes place depends on the providers listed above. Details of any such transfers, and the safeguards used for them, will be added to this section once confirmed.

08 How long we keep it

We keep enquiry correspondence only for as long as we need it to respond to you and deal with any resulting discussion or project, and to meet any legal obligations.

09 Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. No method of transmission over the internet is completely secure, so please avoid sending highly sensitive information through the contact form.

10 Your rights

Depending on the circumstances, you have the right to:

• ask for a copy of the personal data we hold about you
• ask us to correct information that is inaccurate or incomplete
• ask us to delete your information
• ask us to restrict how we use your information
• object to our use of your information where we rely on legitimate interests
• ask for information you gave us to be transferred to you or another organisation, where applicable

Some rights apply only in certain situations, and we will explain if one does not apply.

11 How to exercise your rights

Email privacy@archives.international. We may need to confirm your identity before acting on a request. We will respond within the time required by law — normally one month.

12 Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to a data protection supervisory authority — in particular in the country where you live or work, or where you believe an infringement took place. For example:

• United Kingdom: the Information Commissioner’s Office — ico.org.uk (opens in a new tab)
• Malta: the Office of the Information and Data Protection Commissioner — idpc.org.mt (opens in a new tab)

13 Changes to this notice

We will update this notice when the way we handle personal data changes — for example if we introduce new services or tools. The date at the top of this page shows when it was last updated.