Privacy policy
Last updated 12 October 2026
This policy explains what personal data Arkive collects, why we need it and what you can do about it. It covers our website arkivedpp.eu, the Arkive app at app.arkivedpp.eu, the passports we publish for our customers, and the emails we send.
Who we are
Arkive B.V. is a Dutch company that builds software for Digital Product Passports. We are registered with the Dutch Chamber of Commerce under number 81912528. For the personal data described in this policy, Arkive B.V. is the data controller. You can reach us at info@arkivedpp.eu.
Our role with customer data
Our customers send us product, material and supply chain data so we can build their passports. That data is mostly about products, not people. Where it does contain personal data, for example the name of a contact person at a supplier, our customer decides what goes in and we process it on their behalf. In that case the customer is the controller and Arkive is the processor. We sign a data processing agreement with every customer who needs one. Ask us for a copy at info@arkivedpp.eu.
We do not keep a copy of your source systems. Your data stays where it is and Arkive stores only what the passport needs. Hosting data in your own environment is only part of an Enterprise agreement.
What we collect and why
When you visit our website
We collect basic usage data such as pages visited, browser type, device and an approximate location based on your IP address. We use it to keep the site working and to see which pages are useful. Analytics and advertising cookies are only placed after you agree to them in the cookie banner.
When you create an account
We collect your name, work email, company name, password and the settings you choose. We need this to give you access to Arkive and to run the contract with your company. We also log activity in the app, such as logins and API key use, to keep accounts secure.
When you pay
Payments run through Stripe. Stripe collects your card or bank details directly. We only see the billing name, billing address, VAT number, plan and payment status, which we need for invoicing and for Dutch tax law.
When you book a demo or contact us
We collect your name, email, company and whatever you choose to tell us. We use it to reply, to prepare the call and to follow up. Contact details of business leads are kept in our CRM, based on our legitimate interest in growing Arkive. You can ask us to stop at any time.
When you subscribe to the newsletter
We collect your email address and, if you share it, your name. We send one email a week about product passports and Arkive. Every email has an unsubscribe link.
When someone scans a passport
When a QR code on a product is scanned, we record the time of the scan, the device type and an approximate location such as city or country. Our customers use this to understand where their products end up and to spot products sold through unofficial channels. We do not ask people who scan for their name or contact details, and scan insights are shown to customers as aggregated data, not as individual profiles.
Resellers and partners
If you join our reseller program we collect your company details, contact details and bank details for commission payments. We use them to run the partnership and pay you.
Who we share data with
We do not sell personal data. We share it only with companies that help us run Arkive, and only what they need.
- Shopify, which hosts our website and sends our newsletter
- Stripe, which handles payments
- HubSpot, our CRM for leads, customers and resellers
- Google Workspace, for email and calendars
- Calendly, for booking demo calls
- Hetzner, which hosts the Arkive app and passports
- Freelance developers who work on the platform under a confidentiality agreement
- Resellers, when you became a customer through them
We may also share data when the law requires it, or with a buyer if Arkive is ever sold or merged.
Data outside the EU
Some of the services above, and some of our developers, are based outside the European Economic Area. When data leaves the EEA we use the European Commission's Standard Contractual Clauses or another approved safeguard, unless the country already has an adequacy decision.
How long we keep data
- Account data, for as long as your account is active and up to two years after it closes
- Invoices and payment records, for seven years, as Dutch tax law requires
- Lead and demo data, up to two years after our last contact
- Newsletter data, until you unsubscribe
- Passport scan data, for as long as the passport is live
Cookies
Our website uses cookies that are needed for it to work, plus analytics and marketing cookies if you allow them. You can change your choice at any time through the cookie banner or your browser settings. Shopify explains the cookies it sets in its cookie policy. We also respect the Global Privacy Control signal.
Security
We use encrypted connections, access controls, API keys per customer and regular backups. No system is perfect, so if you think your account has been compromised, tell us straight away at info@arkivedpp.eu.
Your rights
Under the GDPR you can ask us to show, correct, delete or export your personal data, to limit how we use it, or to stop using it for marketing. Where we rely on your consent you can withdraw it at any time. Send your request to info@arkivedpp.eu and we will reply within one month. We may ask you to confirm your identity first.
If your data is in Arkive because a customer added it, we will pass your request on to that customer.
Complaints
If you are unhappy with how we handle your data, please tell us first so we can fix it. You also have the right to complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, or the authority in your own country.
Changes to this policy
We update this policy when our product or the law changes. The date at the top shows the latest version. If a change affects you in a meaningful way, we will let customers know by email.
Contact
Arkive B.V.
Zaanstraat 253
1013 RZ Amsterdam
The Netherlands
info@arkivedpp.eu