Legal

Privacy Notice for Business Contacts

For people who receive an email from Archyvist about Archyv

Last updated: October 20, 2026

If you have received an email from us and would rather not hear from us again, just reply to it with the word “unsubscribe” — you do not need any address, link or form, and any reply that tells us to stop will do. You can also use the unsubscribe button in our email, or write to [email protected]. We will stop contacting you, and we action every request within five business days. You do not need to give a reason, and there is no cost.

Who we are

Archyv is made by Archyvist, a sole proprietorship owned and operated by Josh DeLeenheer, registered in British Columbia, Canada. Archyvist is the data controller for the information described in this notice.

Our EU and UK representative

We are based in Canada. Because we offer Archyv to people in the European Union, the European Economic Area and the United Kingdom, we have appointed a representative under Article 27 of the EU GDPR and Article 27 of the UK GDPR:

Data Protection Representative Limited, trading as DataRep — a company registered in the Republic of Ireland, company number 616588, registered office 77 Camden Street Lower, Dublin, D02 XE80, Ireland.

A single appointment covers both the EU/EEA and the United Kingdom. If you are in either, you can raise anything about how we handle your personal data with DataRep directly, whichever way suits you:

• Email: [email protected], quoting Archyv in the subject line

• Web form: www.datarep.com/data-request

• Post: DataRep keeps a contact address in each of the 27 EU countries, in Norway and Iceland, and in the United Kingdom. For example:

  • Ireland — DataRep, The Cube, Monahan Road, Cork, T12 H1XY, Republic of Ireland
  • United Kingdom — DataRep, 107–111 Fleet Street, London, EC4A 2AB, United Kingdom

  For the DataRep address in your own country, email us at [email protected] and we will provide it.

If you write by post, address your letter to “DataRep” — not to “Archyv” or “Archyvist” — or it may not reach them. Do mention Archyv in the letter so DataRep can connect it to us. When we receive a request we will normally ask for proof of identity, so that we do not disclose your information to anyone else.

DataRep acts for us only in this data-protection capacity. To stop receiving emails from us, simply reply to our email rather than writing to DataRep — it is faster, and DataRep is not set up to handle it. For anything about the product itself, use our contact form.

What information we hold about you

Only what is needed to send you one relevant email and to honour your choices afterwards:

• your name
• your work email address
• your job title
• the organisation you work for
• the web page we found your contact details on, and the date we found it
• whether you have asked us not to contact you again, and the date we actioned it

We do not hold your personal email address, your home address, your phone number, or any special category data. We do not buy contact lists, we do not use automated harvesting tools, and we do not create profiles or make automated decisions about you.

Where we got it

From your employer’s own public website — a staff directory, a “contact us” page, a press or media page, or a published job listing. We only use contact details that the organisation itself has published for professional contact, and only where that page carries no statement asking not to receive unsolicited messages. Every email we send names the page we found you on.

We do not use contact details taken from third-party directories, data vendors, social media profiles, conference attendee lists, or mailing lists.

Why we contact you

Archyv is a macOS application for editing and embedding photo and video metadata. We write to a small number of people whose professional role involves photo collections, digital assets, archives, metadata, or image licensing, to tell them the product exists and ask whether it would be useful to them.

We do not contact people whose role is unrelated to that work.

Our lawful basis

Legitimate interests — Article 6(1)(f) of the UK GDPR and the EU GDPR.

Our legitimate interest is in telling professionals about a product relevant to their work. We have weighed that against your interests and concluded it is proportionate because: we write to you in your professional capacity at a work address your organisation published for professional contact; the message concerns your actual job; we send at most one email and one follow-up; and you can stop it permanently with a one-word reply. We hold no sensitive information about you, and nothing we hold affects you in any way beyond receiving an email.

You can ask us for a copy of our assessment at any time.

How long we keep it

• If you do not reply: up to two years from the date we collected your details, then deleted.
• If you ask us to stop: we delete everything except your email address, which we keep on a suppression list indefinitely. That is the only way to be sure we never contact you again by mistake. The suppression list holds nothing but the address and the date.
• If you become a customer: your information is then covered by our main Privacy Policy.

Who we share it with

Nobody. We do not sell, rent, trade, or share your information with anyone. We do not use an email marketing platform, and we do not put tracking pixels or click-tracking links in our messages, so we do not know whether you opened our email or clicked anything in it.

Messages are sent from, and stored in, our own business email account.

Your rights

You can ask us to:

• give you a copy of the information we hold about you
• correct anything inaccurate
• delete it
• restrict what we do with it
• stop using it for marketing — this right is absolute. If you object, we must stop, and we will.
• transfer it to you or another organisation in a portable format
• explain our legitimate interests assessment to you

Use our contact form for any of these, or email [email protected], or contact DataRep using the routes above if you are in the EU, EEA or UK. We will respond within 30 days, and there is no charge.

Complaints

Please contact us first if something is wrong — we would rather fix it. You can also complain to a regulator without contacting us at all:

Changes to this notice

If we change how we do any of this, we will update this page and change the date at the top. The version that applied when we contacted you is the one that governs what we did with your information.