Privacy Policy

applicable on using the “Archion” online platform
Revised: August 17th, 2023

1 Scope of Application, Data Controller

Kirchenbuchportal GmbH (“We”) operates the online platform “” (“Archion” or “Platform”), where digital copies of church records can be retrieved amongst other things. The following information is provided on the type of personal data that is collected and processed, and the extent to which this is done, when the Platform is visited and used:

The Data Controller responsible for collecting, processing and using the data is:

Kirchenbuchportal GmbH
Balinger Str. 33/1
70567 Stuttgart
Phone: +49-711-78237880

Further particulars are given in our Imprint.

We collect, store and process your personal data when you register to use the Platform and when you duly make use of the services we offer there, e.g. buy a time pass for retrieving digital content, or post contributions in our forum. We also store certain data that are created during actual use of our website.

2 Collection, Storage and Use of Master Data

2.1 Registration with Archion, Purchase of a Time Pass

2.1.1 When you register with Archion to use the Platform, the following data is collected and stored: user name, password, email address, first name, surname, address, date of registration. The user name chosen can be a pseudonym.

2.1.2 If you purchase a time pass for retrieving digital content, we store – in addition to the particulars listed in Item 2.1.1 above – the date and time when the time pass was bought, the product selected, and details of the payment method chosen.

2.1.3 The data that are collected on registering with Archion and on purchasing a time pass are stored and processed in Germany.

2.1.4 The data are collected and processed solely for the purpose of handling and implementing the contractual agreements that are reached, and in particular to enable you to make use of the services we offer. Your data will also be used for contacting you in contract-related matters if necessary.

2.1.5 To the extent which this requires, personal data are passed on to third parties in connection with the technical operation of the Platform, and also for administrative and accounting purposes. Other than this, personal data are only disclosed to third parties insofar as is absolutely necessary in order for us to render the agreed services or assert claims, or if we are obliged to do so by law, or under a court order or instructions from a government agency – in particular prosecution authorities and supervisory bodies – to the extent required for averting threats to public order and security and for prosecuting criminal offences.

2.1.6 Payments made by credit card or via PayPal are handled by external service providers. In these cases, we ourselves do not collect any payment data. Credit card payments are handled by the linked payment service provider PAYONE GmbH, Lyoner Straße 9, 60528 Frankfurt. Payment data is collected and processed by PAYONE directly. When payments are handled by Pay One, the terms of that provider’s own privacy policy apply. privacy policy If you choose to pay via PayPal, your payment data are collected and processed by PayPal (Europe) S.à r.l. et Cie, S.C.A, 22-24 Boulevard Royal, L-2449 Luxembourg directly. PayPal’s privacy policy then applies. privacy policy

2.2 Posting Content

As a registered user, you can post contributions in the forum and upload your own content when logged on to the Platform. When you make a forum post using the function provided for the purpose, the data requested in the respective mask are collected and stored. Postings and content are published displaying the date and time and your user name, which is thus disclosed to third parties.

2.3 Email Newsletter

2.3.1 You have the possibility of subscribing to our email newsletter. On subscribing, you agree to receive the newsletter at regular intervals and you consent to the processing of your data provided for that purpose. Apart from the latest news about our Platform and Kirchenbuchportal GmbH, the newsletter may also contain information on genealogy as a subject.

2.3.2 The processing of the data provided and circulation of the newsletter are done by SpeedPartner GmbH. The data are stored on a server located in Germany and are used by SpeedPartner GmbH exclusively for sending out the Archion newsletter. This data is not passed on to any other third parties.

2.3.3 You can revoke your consent with future effect by unsubscribing from the newsletter. You can unsubscribe at any time via the function provided for the purpose in the newsletter, or by sending an email to, or by changing the settings in your user account accordingly (if this option is included).

3. Collection, Storage and Use of Usage Data

3.1. Server Log Files

When the telecommunications connection is being made and as long as it is maintained during a visit to our website, the following data are automatically transmitted by your browser to the server where our content is hosted:

    date and time of your visit to our website,

    the operating system you use,

    the browser you use and the respective version,

    the URL from which you accessed our website,

    the domain being visited and the name of the file requested,

    the input data (e.g. file name) sent by the requesting computer,

    the web server’s access status (e.g. data sent, file not found, command not executed, etc.),

    the IP address of the requesting computer.

The data thus collected cannot be attributed to any specific person. We do not combine this data with any other data sources.

For one thing, usage data furnish statistical information on how our website is actually used; that helps us to improve our service. For another, the collection of this data enables us to trace and prevent unauthorised access to our web server and misuse of our Platform. The IP address is also used for geolocalisation purposes, so that the content of our offering can be adapted depending on the place where it is called up.

3.2. Cookies

In order to make our website attractive to users and enable the use of certain functions, we use cookies on various pages. Cookies are miniature text files that are stored on your device. One cookie that we use remains on your device and enables us to recognise your browser on your next visit (persistent cookie), so that you can stay logged in to our website. You can adjust your browser settings so that you are informed whenever cookies are set, and can decide each time whether or not to accept them; or you can block the acceptance of cookies generally in specified cases. However, if cookies are not accepted, the functionality of our website may be impaired.


3.3.1. For doing a statistical analysis of visits to our website that enables us to optimise our platform, we use the analysis software Matomo ( Matomo uses cookies, miniature text files that are stored on your computer and enable your usage of the website to be analysed. The information about your use of our Platform that is generated by the cookie is stored on the provider’s server in Germany. Immediately after processing and before storage, the IP address is rendered anonymous.

3.3.2. You can prevent cookies from being installed by adjusting your browser settings accordingly; however, we should like to point out that you may then find that you are unable to fully use all the functions on our website.

3.3.3. If you do not consent to the storage and analysis of your anonymized data, please opt out by clicking the box below. In this case an opt-out cookie will be stored on your browser, which prevents the collection of your usage data.




4. Your Rights as a User

4.1. Withdrawal of Consent

With future effect, you can at any time withdraw or revoke consent already given to your usage data being collected, stored and used. Notice to this effect can be mailed to or sent in writing to the postal address given above. However, withdrawal or revocation is effective only in respect of personal data other than that which by law may be stored and used even without the consent of the data subject.

4.2. Information, Correction, Blocking, Deletion

In response to a request sent in writing or in text form, we will at any time inform you free of charge which of your personal data we have stored. You can also at any time instruct us to correct, block or delete your personal data; if you wish to do so, please contact the data controller specified above. The only data excluded from deletion are the data which we still need for handling outstanding tasks or for asserting existing rights and claims, and the data which we are obliged to retain by law; however, such data will be blocked.