Privacy Policy

EFFECTIVE DATE: 8/26/2026

Purpose and Scope

In its everyday business operations Archive makes use of a variety of personal data, including data about:

  • Current, past and prospective employees
  • Customers
  • Users of and visitors to its websites
  • Subscribers
  • Other stakeholders

In collecting and using this data, the organization is subject to a variety of legislation controlling how such activities may be carried out and the safeguards that must be put in place to protect it.

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The purpose of this policy is to set out the relevant legislation and to describe the steps Archive is taking to ensure that it complies with it. This control applies to all systems, people and processes that constitute the organization’s information systems, including board members, directors, employees, suppliers and other third parties who have access to Archive systems.

Privacy and data protection policy

Applicable privacy legislation

Archive processes personal data subject to the following privacy legislation, among others:

  • European Union — General Data Protection Regulation (GDPR)
  • United Kingdom — UK GDPR and Data Protection Act 2018
  • Brazil — General Data Protection Law (LGPD)
  • Canada — Personal Information Protection and Electronic Documents Act (PIPEDA)
  • Canada, Quebec — Act respecting the protection of personal information in the private sector
  • Argentina — Personal Data Protection Law
  • Australia — Privacy Act 1988
  • Singapore — Personal Data Protection Act
  • United States — the comprehensive state privacy laws of California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, Rhode Island and Florida

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Archive has a legal obligation to comply with the provisions of this legislation at all times. Whilst there will be variations in these provisions, this policy establishes the key principles that are commonly required to be observed in such legislation.

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Significant fines may be applicable if a breach is deemed to have occurred under the relevant privacy legislation, which is designed to protect the personal data of citizens of the country (or state, region or countries) involved. It is Archive’s policy to ensure that our compliance with applicable legislation is clear and demonstrable at all times.

Definitions

The definitions used within privacy legislation vary and it is not appropriate to reproduce them all here. However, the common terms used within this policy are as follows:

  • Personal data: Any information that (a) can be used to identify the personal data principal to whom such information relates, or (b) is or might be directly or indirectly linked to a personal data principal.
  • Personal data principal: Natural person to whom the personal data relates. This term is also referred to as data subject.
  • Processing of personal data: Operation or set of operations performed upon personal data.Examples of processing operations of personal data include, but are not limited to, the collection, storage, alteration, retrieval, consultation, disclosure, anonymization, pseudonymization, dissemination or otherwise making available, deletion or destruction of personal data.
  • Data Controller: Privacy stakeholder (or privacy stakeholders) that determines the purposes and means for processing personal data other than natural persons who use data for personal purposes.
  • Data Processor: Privacy stakeholder that processes personal data on behalf of and in accordance with the instructions of a data controller.

Personal data we process

Archive processes the following categories of personal data.

  • Customer account data — the name, business email address and role of users at Archive's customers, collected directly from those users, and used to authenticate them and provide the service.
  • Publicly available social media content and profile information — posts, captions, comments, images, video and public profile details relating to creators and other individuals, collected from social media platforms through their official APIs and from licensed third-party data sources, and used to provide Archive's social listening, content capture and analytics services to customers.
  • Brand mention notifications — where a customer connects its own brand social account, notifications relating to mentions of that brand, including Instagram Story mentions delivered to the brand's inbox.
  • API request logs — records of requests made to Archive's API and integrations, retained for 15 days, as described in the section on API access and third-party integrations below.

Archive relies on the performance of its contract with the customer as the basis for processing customer account data, and on its legitimate interests in providing social listening and content analytics services as the basis for processing publicly available social media content. Archive retains personal data for as long as the customer account is active and as needed to provide the service, and deletes or returns it after termination in accordance with the data processing agreement in place with the customer. Archive's subprocessors are listed in that agreement and the current list is available on request. Archive does not sell or share personal data.

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Principles relating to processing of personal data

There are a number of fundamental principles upon which most privacy legislation is based. These are summarized as follows [Please note these are based on the EU GDPR and may need to be adjusted if your applicable legislation is significantly different]:

  • Lawfulness, fairness and transparency - personal data shall be processed lawfully, fairly and in a transparent manner in relation to the personal data principal
  • Purpose limitation – personal data shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
  • Data minimization – the personal data collected and stored shall be adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed
  • Accuracy – personal data shall be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay
  • Storage limitation – personal data shall be kept in a form which permits identification of personal data principals for no longer than is necessary for the purposes for which the personal data is processed
  • Integrity and confidentiality – personal data shall be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures

Processing of special categories of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited. Exception to this restriction is only applicable by lawful exceptions including but not limited to processing necessary to: reasons of public interest, purposes of preventive medicine, and defense or exercise of a legal claim.
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Archive will ensure that it complies with all these principles both within processing and as part of the introduction of new methods of system processing such as new IT systems.

Rights of the individual

The personal data principal also has rights with regard to their personal data. These will generally consist of:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

Each of these rights are supported by appropriate procedures within Archive that allow the required action to be taken within the timescales stated in the applicable privacy legislation.

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These timescales are shown in the list below [Please note these are based on the EU GDPR]:

  • The right to be informed - When data is collected (if supplied by personal data principal) or within one month (if not supplied by personal data principal)
  • The right of access - One month
  • The right to rectification - One month
  • The right to erasure - Without undue delay
  • The right to restrict processing - Without undue delay
  • The right to data portability - One month
  • The right to object - On receipt of objection
  • Rights in relation to automated decision making and profiling - Not specified

If Archive does not take action on the request of the personal data principals, Archive shall inform the personal data principal at the latest within one month of receipt of the request of the reasons for not taking action.

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In cases where requests from a personal data principal are unfounded or excessive, Archive may either: charge a reasonable fee taking into account the administrative costs of providing the information/communication/taking the action requested; or refuse to act on the request.

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Furthermore, Archive may request additional information necessary to confirm the identity of the personal data principal making the request. The information provided to personal data principals shall be comprehensible and in a clearly legible manner with an overview of the intended processing.

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Moreover, Archive shall take reasonable steps to inform relevant data controllers, data processors, and recipients (as applicable) of request of rectification/erasure/restriction of processing from the data principal, unless this proves impossible or involves disproportionate effort.

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We respect your control over your personal information. You may exercise any of the following rights by sending an email with details of your request to legal@archive.com.

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Please note that we may ask you to verify your identify before taking further action on your request, for security purposes. You may:

  • Request access to the personal information that we process about you;
  • Request that we correct inaccurate or incomplete personal information about you;
  • Request deletion of personal information about you;
  • Request restrictions, temporarily or permanently, on our processing of some or all personal information about you;
  • Request transfer of personal information to you or a third party where we process the data based on your consent or a contract with you, and where our processing is automated; and
  • Opt-out or object to our use of personal information about you where our use is based on your consent or our legitimate interests.
  • Depending on where you live, you may have a right to lodge a complaint with a supervisory authority or other regulatory agency if you believe that we have violated any of the rights concerning personal information. We encourage you to first reach out to us at legal@archive.com, so we have an opportunity to address your concerns directly before you do so.

Your U.S. state privacy rights

Residents of U.S. states with comprehensive privacy laws have rights in respect of their personal data. Depending on the state, these include the right to know what personal data Archive processes about you, to obtain a copy of it, to correct it, to delete it, to opt out of targeted advertising and of the sale or sharing of personal data, and to appeal a decision Archive makes about your request. Archive does not sell or share personal data and does not use personal data for targeted advertising.

To exercise any of these rights, contact Legal@archive.com. Archive will verify your identity before acting on a request, will respond within the period required by the applicable law, and will not discriminate against you for exercising a right. If Archive declines a request you may appeal by replying to the response, and Archive will inform you of the outcome of that appeal.

Lawfulness of processing

Depending on the legislation involved, there may be a number of alternative ways in which the lawfulness of a specific case of processing of personal data may be established. It is Archive policy to identify the appropriate basis for processing and to document it, in accordance with the applicable legislation. The main options are described in brief in the following sections.

Consent

Where appropriate, Archive will obtain consent from a personal data principal to collect and process their data. In cases of children being below the age specified in applicable legislation, parental consent will be obtained. Transparent information about our usage of their personal data will be provided to personal data principals at the time that consent is obtained and their rights regarding their data explained, such as the right to withdraw consent. This information will be provided in an accessible form, written in clear language and free of charge.

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If the personal data is not obtained directly from the personal data principal, then this information will be provided to the personal data principal within a reasonable period after the data is obtained and definitely within one month.

Performance of a contract

Where the personal data collected and processed is required to fulfill a contract with the personal data principal, consent is not required. This will often be the case where the contract cannot be completed without the personal data in question, for example, a delivery cannot be made without an address.

Legal obligation

If the personal data is required to be collected and processed in order to comply with applicable law, then consent is not required. This may be the case for some data related to employment and taxation for example, and for many areas addressed by the public sector. For example, processing of personal data relating to criminal convictions and offenses or related security measures.

Vital interests of the personal data principal

In a case where the personal data is required to protect the vital interests of the personal data principal or of another natural person, then this may be used as the lawful basis of the processing. Archive will retain reasonable, documented evidence that this is the case, whenever this reason is used as the lawful basis of the processing of personal data. As an example, this may be used in aspects of social care, particularly in the public sector.

Task carried out in the public interest

Where Archive needs to perform a task that it believes is in the public interest or as part of an official duty then the personal data principal’s consent will not be requested. The assessment of the public interest or official duty will be documented and made available as evidence where required.

Legitimate interests

If the processing of specific personal data is in the legitimate interests of Archive and is judged not to affect the rights and freedoms of the personal data principal in a significant way, then this may be defined as the lawful reason for the processing. Again, the reasoning behind this view will be documented.

Privacy by design

Archive has adopted the principle of privacy by design and will ensure that the definition and planning of all new or significantly changed systems that collect, or process personal data will be subject to due consideration of privacy issues, including the completion of one or more privacy impact assessments.

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The privacy impact assessment will include:

  • Consideration of how as well as what types of personal data will be processed and for what purposes
  • Assessment of whether the proposed processing of personal data is both necessary and proportionate to the purpose(s)
  • Assessment of the risks to individuals in processing personal data
  • What controls are necessary to address the identified risks and demonstrate compliance with applicable legislation

Use of techniques such as data minimization/pseudonymization/encryption will be considered where applicable and appropriate, including at the end of processing, and the mechanisms used to achieve them will be documented.

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Where a data protection impact assessment indicates that the processing would result in a high risk in the absence of measures taken by the controller to mitigate the risk, Archive shall consult the supervisory authority prior to processing.

Contracts involving the processing of personal data

Archive will ensure that all relationships it enters that involve the processing of personal data are subject to a documented contract that includes the specific information and terms required by the applicable legislation.

API access and third-party integrations

Archive provides programmatic access to data in a customer's workspace through its public API and through integrations that customers choose to enable, including connectors for AI assistants (for example, via the Model Context Protocol). When a customer or a customer's authorized user connects such an integration, data accessible in that workspace — which may include publicly available social media data and limited account and user information — may be transmitted to the third-party service at the customer's direction.

Archive makes these transfers on the customer's instructions, and Archive's processing is governed by this policy and the customer's agreement with Archive. Once data is transmitted to a third-party service, that provider's handling of the data is governed by the customer's agreement with that provider and is outside Archive's control. Integrations that a customer enables are not Archive subprocessors.

Archive does not sell or share personal data, including data accessed through the API. Access is authenticated and scoped to the workspaces the connecting user is authorized to access, and a customer may revoke an integration's access at any time. Revocation invalidates the integration's credentials and any tokens derived from them, and takes effect on that integration's next request.

Archive does not receive the transcript of a user's conversation with a third-party AI assistant; our integration exposes only tools and does not receive conversation history or prompts. Archive does receive and log each request an integration makes, including the tool invoked and all parameters the AI assistant supplies with it. Because those parameters are generated by the assistant from the user's instructions, they may contain text drawn from the user's conversation. Archive does not log the contents of responses, only their size. These logs are used for security, troubleshooting, and rate-limiting; they are retained for 15 days and then deleted, and are subject to the same access controls as Archive's other production logs.

International transfers of personal data

Transfers of personal data between countries will be carefully reviewed prior to the transfer taking place to ensure that they fall within the limits imposed by the applicable legislation. This depends partly on the relevant authority’s judgment (for example in the case of the GDPR, the European Commission) as to the adequacy of the safeguards for personal data applicable in the receiving country and this may change over time.

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Where an adequacy decision (or similar statement) does not exist for a destination country, an appropriate safeguard such as standard contractual clauses will be used, or a relevant exception identified as permitted under the applicable legislation.

Data protection officer

A defined role of Data Protection Officer (DPO) is generally required under privacy legislation if an organization is a public authority, if it performs large scale monitoring or if it processes particularly sensitive types of data on a large scale. The DPO is required to have an appropriate level of knowledge and can either be an in-house resource or outsourced to an appropriate service provider.

Archive's core activities involve the regular and systematic monitoring of publicly available social media content on a large scale. Archive has therefore appointed a Data Protection Officer, who is responsible for overseeing Archive's data protection strategy, monitoring compliance with applicable privacy legislation, advising on data protection impact assessments, and acting as the point of contact for data subjects and supervisory authorities.

Archive's Data Protection Officer is Ethan Maenza, Chief of Staff, who can be contacted at Legal@archive.com.

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Cookies and tracking

Archive uses cookies and similar technologies on its marketing website, its web application and its help centre. Cookies are small files placed on a device that allow a site to recognise a returning visitor, keep a user signed in, and understand how the site is used.

Archive uses cookies in the following categories:

  • Strictly necessary: required to operate the service and to keep it secure. These include authentication and session cookies that keep a signed-in user logged in, and cookies set by Archive's payment provider to process billing. Because these are necessary to deliver a service the user has requested, they are set without consent. They are not used for analytics or advertising.
  • Functional: remember a user's preferences and settings so they do not need to be re-entered.
  • Analytics and performance: help Archive understand how its website and application are used, so that Archive can maintain and improve them. These include cookies set by providers acting as Archive's processors.

Where applicable law requires consent for cookies that are not strictly necessary, Archive obtains that consent before those cookies are set. Visitors in the European Economic Area and the United Kingdom are shown a consent banner on their first visit and may accept or reject non-essential categories. A visitor may change or withdraw a consent choice at any time, and may view the specific cookies used in each category, their purpose and their duration, through the cookie preferences control on the site.

Visitors may also block or delete cookies through their browser settings. Doing so may prevent parts of Archive's website or application from working as intended.Questions about Archive's use of cookies can be sent to legal@archive.com.

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Breach notification

It is Archive’s policy to be fair and proportionate when considering the actions to be taken to inform affected parties regarding breaches of personal data. In line with the applicable legislation, where a breach is known to have occurred which is likely to result in a risk to the rights and freedoms of individuals, where required the relevant supervisory authority will be informed within the specified timeframe (for example, for the GDPR within 72 hours). If acting as a data processor, Archive shall notify the data controller of the data breach security incident. This will be managed in accordance with our Security Incident Response Policy which sets out the overall process of handling information security incidents.

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Under privacy legislation, the relevant authority may have the right to impose a range of fines, often based on a percentage of annual worldwide turnover or a specific amount, for infringements of the regulations.

Addressing compliance to applicable privacy legislation

The following actions are undertaken to ensure that Archive complies at all times with the accountability principle of privacy legislation within the countries in which it operates:

  • The legal basis for processing personal data is clear and unambiguous
  • A Data Protection Officer is appointed with specific responsibility for data protection in the organization
  • All staff involved in handling personal data understand their responsibilities for following good data protection practice
  • Training in data protection has been provided to all staff
  • Rules regarding consent are followed
  • Routes are available to personal data principals wishing to exercise their rights regarding personal data and such inquiries are handled effectively
  • Regular reviews of procedures involving personal data are carried out
  • Privacy by design is adopted for all new or changed systems and processes
  • The following documentation of processing activities is recorded:
  • Organization name and relevant details
  • Purposes of the personal data processing
  • Categories of individuals and personal data processed
  • Categories of personal data recipients
  • Agreements and mechanisms for transfers of personal data to other countries including details of controls in place
  • Personal data retention schedules
  • Relevant technical and organizational controls in place
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These actions are reviewed on a regular basis as part of the management process concerned with privacy and data protection.

Exceptions

Archive business needs, local situations, laws and regulations may occasionally call for an exception to this policy or any other Archive policy. If an exception is needed, Archive management will determine an acceptable alternative approach.

Enforcement

Any violation of this policy or any other Archive policy or procedure may result in disciplinary action, up to and including termination of employment. Archive reserves the right to notify the appropriate law enforcement authorities of any unlawful activity and to cooperate in any investigation of such activity. Archive does not consider conduct in violation of this policy to be within an employee’s or contractor’s course and scope of work.

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Any personnel who is requested to undertake an activity that he or she believes is in violation of this policy must provide a written or verbal complaint to his or her manager or any other manager of Archive as soon as possible.
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The disciplinary process should also be used as a deterrent to prevent employees and contractors from violating organizational security policies and procedures, and any other security breaches.

Responsibility, Review, and Audit

Archive reviews and updates its security policies and plans to maintain organizational security objectives and meet regulatory requirements at least annually. The results are shared with appropriate parties internally and findings are tracked to resolution. Any changes are communicated across the organization.

CONTACTING THE COMPANY

For questions or comments regarding this Privacy Policy, please contact us at: Legal@archive.com