Whenever you use the platform, that can be accessed from www.arqiver.com website and/or on the "ArQiver-Connect" mobile application, (hereinafter referred to as the "Platform"), for the purposes of using the provided archiving services that enable you to store, share and subscribe to or send out a Stream.

The term "personal data" designates all data that allows an individual to be identified directly or indirectly, which corresponds in particular to your surname, first name(s) and e-mail, phone number and username.

2. Purpose of this Privacy Policy

The purpose of this privacy policy is to inform you of the means by which we collect and process your personal data, with the strictest respect for your rights.

3. Collecting and processing personal data

Your personal data is collected and processed for one or more of the following purposes:

To manage your access to and use of the solutions available on the Platform.
To connect ArQiver-Connect members to Streams
To carry out customer management operations relating to contracts, invoices, follow-ups with customers, etc.
To manage reviews and feedback on our services.
To manage unpaid invoices and potential disputes regarding the use of our solutions
To adhere to our legal and regulatory obligations.

We shall inform you, when requesting your personal data, if certain information must be provided or if it is optional. We shall also inform you of the consequences should you not wish to provide this information.

4. Assignment of personal data

Your personal data will not be assigned to, rented to or exchanged with any third party.

5. Data retention period

(i) Regarding data relating to customer and prospect management:

Your personal data shall not be retained any longer than is strictly necessary for the management of our business with you. However, data proving the existence of a right or a contract must be kept in order to adhere to legal obligations and shall be held for the term stipulated by the applicable law.

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(ii) Regarding user data:

Your personal data is kept for a period of 7 (seven) years from the date of your last use of the application.

(iii) Regarding bank card data:

Financial transactions relating to payments for purchases and fees on the Platform are entrusted to a payment service provider who ensures the smooth processing and security of these transactions.

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For the purposes of the services, this payment service provider may require us to send them your personal data relating to your bank card numbers, which it collects and stores in our name and on our behalf.

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We do not have access to this data.

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In order to enable you to make regular purchases or pay any related fees on the Platform, data relating to your bank cards is retained for the duration of your registration on the Platform and at the very least, up to the time you carry out your last transaction.

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By checking the box on the Platform expressly reserved for this purpose, you give us your express consent to retain this data.

Your banking card's security code or CVV2 code is not stored.

6. Security

For the ArQiver-Connect and Managed Enterprise license. We take all necessary precautions and appropriate organizational and technical measures to maintain the security, integrity and confidentiality of your personal data, and especially to prevent it from being altered or damaged and to prevent any third party from accessing it.

In this regard, we respect the security measures put in place by our data hosting provider, Microsoft Azure, whose security measures can be accessed on this page https://privacy.microsoft.com/nl-nl/privacystatement.

Clients with a Self-Manage license are taking their responsibility to install all necessary precautions and appropriate organizational and technical measures to maintain the security, integrity and confidentiality of your personal data, and especially to prevent it from being altered or damaged and to prevent any third party from accessing it. Clients understand and agree that ArQiver will not be held liable for any data loss, data being altered or any data breaches cost under a Self-managed license.

8. Hosting

Your data is stored solely on the servers within the European Union unless you change your storage location yourself.

Your data will not be transferred outside the European Union as part of our conditions of use of the services we offer unless being demanded by yourself.

9. Legal basis for processing your data

We process your data on the basis of the following legal grounds:

i) Performance of the license contract you have entered into with us to use our solutions on our Platform;

ii) Our legitimate interest in developing and promoting our business;

iii) To comply with the legal and regulatory obligations to which we may be subject.

10. Access to and rectification, restriction or erasure of your personal data

You have the right to obtain and, where appropriate, rectify or delete any data concerning you, via online access to your account. You can also get in touch with the point of contact indicated in Article 16 (let op 3. is weg, nummer nog aanpassen).

You can request the restriction of processing of personal data concerning you in certain cases as defined in Article 18 of the GDPR.

11. Portability of your personal data

You have data portability rights regarding the personal data and personal documents that you provide us, understood as data that you have actively and consciously declared in order to access and use our services. We remind you that these rights do not relate to data collected and processed on any other legal basis than the consent or implementation of the license contract binding us.

These rights can be exercised free of charge, at any time, and in particular when closing your account, in order to recover and keep your personal data and documents.

In this context, you can download all documents and data from our platform and delete your empty account, in accordance with industry standards. We will delete all your personal data and documents from the platform after you have pressed the delete button, unless there is a legal obligation that requires longer retention (such as the seven-year tax retention obligation for payment data).

12. Complaint with a supervisory authority

If you have a complaint about the processing of your personal data by ArQiver B.V., we will try to resolve the matter with you. If this does not produce the desired result, you have the right to lodge a complaint with the privacy regulator – the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, https://autoriteitpersoonsgegevens.nl).

13. Right to set guidelines for handling your personal data after your death

You have the right to define guidelines for the retention, erasure and communication of your personal data after your death. These directives can be general i.e. relating to all personal data concerning you. In this case, you must have delegated authority to a trusty within ArQiver-Connect. That trusty will be able to enter and download all your personal data and documents. After that the trusty can delete your account.

14. Data of minors

We do not knowingly collect, retain or process personal information from children under the age of 17, and no part of our service is intended for children. If you learn that a child has provided us with personal information in violation of this privacy policy, you can notify us at info@arqiver.com.

15. Amendments

We reserve the right to amend this privacy policy at any moment, at our sole discretion, either in its entirety or in part. Such amendments shall come into effect once the new privacy policy is published on our website.

Your use of the Platform following the entry into effect of these amendments, shall constitute acknowledgement and acceptance of the new privacy policy. Failing that, and if you are not in agreement with the new privacy policy, you should refrain from accessing the Platform.

16. Point of contact for personal data

If you have any questions regarding our Privacy Policy, you may contact us by using the information below.

ArQiver B.V.

Zusterplein 20

3703 CB Zeist

The Netherlands

info@arqiver.com

support@arqiver.com

You can also contact us by using the information on our Contact page on our website.

ArQiver Privacy Policy

1. Introduction

This Privacy Policy outlines the principles and procedures ArQiver follows in collecting, using, and protecting personal data in compliance with the General Data Protection Regulation (GDPR) and the specific guidelines of the Privacy Baseline.

2. Definitions and Nature of Personal Data

Personal data means any information relating to an identified or identifiable natural person ('data subject'). This includes information such as name, email, phone number, user credentials, and any other information that can directly or indirectly identify you.

3. Purpose of this Privacy Policy

The purpose of this Privacy Policy is to ensure transparency in our processing of your personal data and to safeguard your privacy rights, adhering strictly to both legislative requirements and best practice guidelines as laid out by the Privacy Baseline.

4. Identity of the Data Controller

ArQiver B.V., located at Zusterplein 20, 3703 CB Zeist, the Netherlands, is the data controller responsible for the processing of your personal data.

5. Data Collection and Processing Activities

We collect and process personal data for purposes including:

Access management and use of services on the Platform.
Connection of members to Streams for collaborative work.
Customer relationship management, including contracts, billing, and user support.
Compliance with legal obligations.

6. Recipients of Personal Data

Personal data collected by ArQiver is accessible to:

Our internal staff for operational purposes.
External auditors and subcontractors, such as cloud service providers, under strict confidentiality and security measures.
Government authorities and other entities as required by law.

7. Data Protection Officer (DPO)

We have appointed a Data Protection Officer to ensure compliance with privacy laws and the Privacy Baseline. Contact details for the DPO are provided at the end of this policy.

8. Data Retention Policy

Personal data is retained only for as long as necessary to fulfill the purposes it was collected for, or as required by law. Specific retention periods are determined based on the type of data and the legal obligations applicable.

9. Data Security

ArQiver implements strong organizational and technical measures to protect your data from unauthorized access, alteration, or destruction, in accordance with the guidelines from the Privacy Baseline and our security policies.

10. Rights of the Data Subjects

You have the right to access, rectify, or erase your personal data, restrict processing, object to processing, and data portability. We are committed to enabling these rights efficiently and transparently.

11. Amendments to the Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in our practices, technology, or legal requirements. We encourage you to review it regularly.

For any questions about this policy or your personal data, please contact:

Data Protection Officer
Zusterplein 20
3703 CB Zeist
The Netherlands

dpo@arqiver.com

Publication date 23-05-2024