Privacy Policy

1. Introduction

Arkivre is a digital platform that allows users to upload, search, preview, purchase, and download notarial search documents and related records.

This Privacy Policy explains how Arkivre collects, uses, stores, protects, and shares personal data when you use our website, create an account, upload documents, purchase documents, contact us, or otherwise interact with our services.

For the purposes of this Privacy Policy, “Arkivre”, “we”, “us”, and “our” refer to Arkivre, operating in Malta.

For privacy-related questions, you may contact us at:

Email: privacy@arkivre.com
Address: [Company Address]

2. Data Controller

Unless otherwise stated, Arkivre is the data controller of the personal data processed through the Arkivre platform.

In certain cases, uploaders may also act as independent data controllers in relation to documents they upload and make available through the platform. Uploaders are responsible for ensuring that they have the necessary rights, authority, and legal basis to upload and share any document or personal data through Arkivre.

3. Personal Data We Collect

We may collect and process the following categories of personal data:

Account Data

This may include your name, email address, phone number, password, organisation name, notary office/practice name, role, and account type.

Transaction Data

This may include purchases made, documents purchased, pages purchased, payment status, invoices, payout records, seller earnings, and platform fees.

Uploaded Document Data

This may include document titles, descriptions, categories, metadata, document previews, uploaded files, page count, uploader details, and any information contained within uploaded documents.

Identity and Verification Data

Where required, we may collect information to verify users, uploaders, sellers, notaries, or professional users.

Technical Data

This may include IP address, browser type, device information, login activity, security logs, cookies, usage data, and analytics data.

Communication Data

This may include messages sent through contact forms, support requests, complaints, document dispute messages, and email correspondence.

4. How We Use Personal Data

We process personal data for the following purposes:

  • To create and manage user accounts.
  • To allow users to search, preview, purchase, upload, and download documents.
  • To process payments, commissions, refunds, and seller payouts.
  • To provide customer support.
  • To verify user accounts where required.
  • To prevent fraud, misuse, unauthorised access, and unlawful activity.
  • To maintain platform security and audit logs.
  • To send service-related notifications.
  • To improve the platform, user experience, and functionality.
  • To comply with legal, tax, accounting, regulatory, and AML-related obligations where applicable.
  • To manage disputes, complaints, and legal claims.

5. Legal Basis for Processing

We process personal data on one or more of the following legal bases:

Contract

We process data where necessary to provide the Arkivre service, manage accounts, process purchases, provide downloads, and facilitate seller activity.

Legal Obligation

We may process data where required by law, including accounting, tax, regulatory, compliance, AML, fraud-prevention, or legal reporting obligations.

Legitimate Interest

We may process data to operate, secure, improve, and protect the platform, prevent misuse, keep transaction records, and handle disputes.

Consent

We may rely on consent for certain optional activities, such as non-essential cookies, marketing communications, or other activities where consent is legally required.

6. Uploaded Documents and Third-Party Personal Data

Users and uploaders may upload documents containing personal data relating to third parties.

Uploaders are solely responsible for ensuring that any document uploaded to Arkivre:

  • is lawfully obtained;
  • may lawfully be uploaded, shared, listed, previewed, sold, or downloaded;
  • does not breach confidentiality, data protection, contractual, professional, notarial, or legal obligations;
  • does not infringe the rights of any person or organisation;
  • is accurate to the best of the uploader’s knowledge;
  • is categorised and described correctly.

Arkivre may remove or restrict access to uploaded documents if we believe they breach our policies, legal requirements, third-party rights, or platform standards.

7. Document Previews and Watermarking

Arkivre may generate limited previews of uploaded documents to help buyers identify relevant records before purchase.

Previews may be watermarked, restricted, blurred, limited by page, or otherwise controlled to reduce misuse.

Full documents are made available only after successful purchase or authorised access, unless otherwise stated.

8. Payments

Payments may be processed by third-party payment providers. We do not normally store full payment card details on our own servers.

Payment providers may process your personal data in accordance with their own privacy policies and terms.

9. Sharing of Personal Data

We may share personal data with:

  • hosting providers;
  • payment processors;
  • email and communication providers;
  • analytics and security providers;
  • professional advisers;
  • legal, tax, accounting, or compliance advisers;
  • regulators, public authorities, courts, or law enforcement where legally required;
  • buyers and sellers where necessary to complete transactions or resolve disputes.

We do not sell personal data to advertisers.

10. International Transfers

Where personal data is transferred outside the European Economic Area, we will take appropriate safeguards where required by applicable data protection law.

11. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, accounting, tax, regulatory, security, dispute-resolution, and platform-operation purposes.

Uploaded documents, transaction records, invoices, logs, and account records may be retained for as long as necessary to operate the platform, comply with legal obligations, prevent fraud, resolve disputes, and enforce our terms.

Users may request deletion of their account, but certain records may need to be retained where legally required or where necessary for legitimate business, legal, accounting, or compliance purposes.

12. Security

We use reasonable technical and organisational measures to protect personal data and uploaded documents from unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include access controls, authentication, encryption, secure hosting, document access restrictions, logging, and monitoring.

No online platform can guarantee absolute security.

13. Your Rights

Subject to applicable law, you may have the right to:

  • access your personal data;
  • correct inaccurate personal data;
  • request deletion of personal data;
  • restrict processing;
  • object to processing;
  • request data portability;
  • withdraw consent where processing is based on consent;
  • lodge a complaint with the relevant data protection authority.

In Malta, the supervisory authority is the Office of the Information and Data Protection Commissioner.

14. Marketing Communications

We may send marketing communications only where permitted by law or where you have consented to receive them.

You may unsubscribe or opt out at any time.

15. Cookies

We use cookies and similar technologies as described in our Cookie Policy.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date.