Privacy policy
Who is responsible for your data
The data controller is EDSN Ltd, a company registered in England and Wales under number 14709199, which owns the Ex Archivis brand. For anything about your data, write to info@exarchivis.com.
What data we collect
- From the form and by email: your name, email address and what you tell us about your family. From the connection we record only the country, not the IP address.
- When you order: information about your ancestors and relatives. We also receive the family photos and documents you send us.
- For a copy from a Polish register office: the power of attorney with your details and the copy itself, which may concern a living person.
- When you pay: your name, email address, the amount, currency and date. We never see your card number, which is handled by Stripe.
- On social media: your public account name and the text of your comment under our videos and posts.
- On the website: aggregate visit counts from Cloudflare Web Analytics, without cookies and without tracking individuals.
Why we use it
- To reply to your message and prepare a preliminary assessment. The legal basis is our legitimate interest.
- To carry out your order: research, the wall chart, the chronicle, the audiobook or a register office copy. The legal basis is the contract.
- To keep accounts and pay tax. The legal basis is a legal obligation.
- To reply to comments and protect the website from spam. The legal basis is our legitimate interest.
We send no newsletter, we do not sell data and we do not use it for advertising.
Deceased ancestors and living relatives
Data protection law protects living people, so records and information about deceased ancestors fall outside it. Details of living relatives that you give us are used only for your order. We do not publish anything about living people without their consent.
Who receives your data
Your data is seen by us and, for a register office copy, by our representative in Poland, who files the request. The register office receives the request with the details from the power of attorney. Some of the work is done for us by service providers who process data only on our instructions:
- email and file storage (Google),
- the website, the form and spam protection (Cloudflare),
- payments (Stripe, Wise),
- accounting (Pandle and our accountants in the United Kingdom),
- tools for preparing texts and recordings,
- publishing and handling comments on social media (Zernio and the platforms themselves).
We will give you the full list of providers on request.
Transfers outside the United Kingdom
Some providers store data in the European Union or the United States. Such transfers rely on an adequacy decision or on the standard contractual clauses these providers use.
How long we keep data
- An enquiry from the form on the relay server: at most 14 days, after which it remains only in our mailbox.
- Correspondence that did not lead to an order: 12 months from the last message.
- Order materials, meaning family details, files and correspondence: up to 6 years from your last order, so that we can make updates and deal with complaints. We will delete them earlier if you ask.
- Copies of register office records and powers of attorney: 3 months from delivery of the copy.
- Accounting records: 6 years, as UK tax law requires.
- The list of social media comments: 12 months.
- Your family's private web page: for as long as you want it online.
Your rights
You can ask for access to your data, its correction or deletion, restriction of processing and data portability. You can also object to processing based on our legitimate interest. We reply within one month.
You can complain to the UK Information Commissioner's Office (ICO, ico.org.uk). If you live in the European Union, you can also complain to the data protection authority in your country.
How we protect data
The accounts where we keep data use two-step verification. The website and the form work only over an encrypted connection. Only we have access to order materials. Our representative also sees a register office copy. We do not store card details, because they never reach us.
Cookies
Our website uses no cookies. The Stripe payment page and the Cloudflare Turnstile check on the form may use their own, needed for security and payment.
Changes
This version applies from 23 October 2026. We will announce important changes on this page.
Company details
The registered office address and other details of EDSN Ltd are on the legal page.