Kirchenbuchportal GmbH (subsequently „we“) operates the Internet platform „Archion.de“ (subsequently „website“ or „Archion“), from which, among other things, digitized church records can be downloaded. This privacy statement describes how we process your personal data on this website, including possible subsites, or on our social media presence. In doing so, we also meet our obligations from art. 13 and 14 General Data Protection Regulation (Datenschutzgrundverordnung, DSGVO).
1 You can contact us as follows:
We, the
Kirchenbuchportal GmbH
Balinger Str. 33/1
70567 Stuttgart, Germany
are responsible for the processing of your data under data protection law when you use the website. In other words, we are the legal entity that determines why and how your personal data are processed.
You can contact us under the above postal address or via e-mail under info@archion.de or via phone under +49 (0) 711 78237880.
2 Processing on our Website
When you visit our website and make use of its functionality we process personal data. Unless specifically stated, you are not obliged to transmit any personal data to us. In this case, how-ever, we are usually not capable of providing our website and the services offered on it.
In the following passages, we explain which data we process for which purposes, for how long, and on which legal basis. You will also learn to which recipients we pass on your data. At the end of the privacy statement, you will also obtain information on the duration of storage, on general recipients, and on automated decision-making processes.
2.1 Provision of the Online Service Portfolio
Purposes: In principle, you can also use our website - with limited access to certain functions - without the specific transfer of personal data. When using the website, however, some technical data accrue that may point to you as a natural person.
Categories of Data: The processed data regularly include the IP address and further technical data such as browser type/version, the operating system used, referrer URL (the site visited before), host name of the accessing computer (IP address), time of the server request, the URL entered.
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
Legal Basis: The justified interest in the pursuit of the named purposes (art. 6, para. 1., p. 1, lit. f. DSGVO).
Duration of Storage: No personal data are permanently stored by us for the named purposes.
2.2 Collection of Access Data and Log Files
Purposes: Our web hoster generates so-called server log files for every access to the server. On the one hand, the server log files can be used for security reasons, e.g. in order to avoid server overload, and on the other hand to ensure server utilization and stability as well as to track any misuse of our website. We also analyze this information to improve our services.
Categories of Data: Your IP address and further technical data such as browser type/version, the operating system used, referrer URL (the site visited before), host name of the accessing computer (IP address), time of the server request, the URL entered.
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
Legal Basis: The justified interest in the pursuit of the named purposes (art. 6, para. 1., p. 1, lit. f. DSGVO).
Duration of Storage: The server log files are stored for 30 days and subsequently deleted.
2.3 Registration for a User Account
Purposes: Within the framework of using our website you have the option to register for the use of Archion. In this case, we process your personal data to create a user account for you and then provide the functions for registered users.
Categories of Data: The processed data regularly include user name, password, email address, first name, surname, address, date of registration.
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
Legal Basis: Fulfilment of contract and pre-contractual requests (art. 6, para. 1, p. 1, lit. b DSGVO).
Duration of Storage: We process your data as long as you have a user account with us. After your termination, the data will generally be deleted unless you have acquired a pass within 3 years before the termination. In these cases, we store your data for a period of 3 years, beginning with the termination of the year in which the time pass was acquired, to defend against and to assert possible legal claims.
2.4 Acquisition of Time Passes
Purposes: Within the framework of using our website, you also have the option to acquire so-called time passes for the use of our premium offers for a limited time. In this context, we process your personal data to verify that you are entitled to make use of our service and to process the purchase with you.
Categories of Data: The processed data regularly include user name, password, email address, first name, surname, address, time of registration, time of acquisition of the time pass, product information, type of payment and, depending on the payment provider, further information on the means of payment used.
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
- PayPal (Europe) S.à r.l. et Cie, S.C.A, 22-24 Boulevard Royal, L-2449
- Mollie B.V., Keizersgracht 313, 1016 EE Amsterdam, The Netherlands
Legal Basis: Fulfilment of contract and the execution of precontractual requests (art. 6, para. 1, p. 1, lit. b DSGVO).
Duration of Storage: We process your data up to the termination of the time pass and subsequently at least for a period of 3 years, beginning with the termination of the year in which the time pass was acquired, to defend against and to assert possible legal claims.
2.5 Contact
Purposes: When contacting us (e.g. via contact form, email or phone), the details of the requesting person will be processed insofar as this is necessary to answer the contact request and possible measures requested.
Categories of Data: Inventory data (e.g. names, addresses), contact data (e.g. email), content data (e.g. content of your email to us).
Legal Basis: Fulfilment of contract and precontractual requests (art. 6, para. 1, p. 1, lit. b DSGVO); justified interests (art. 6, para. 1, p. 1, lit. f. DSGVO).
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
Duration of Storage: The data are generally processed as long as they are necessary for pro-cessing the request and will be deleted upon termination of the active communication rela-tionship. If the contact is established within the framework of a contractual relationship, the duration of storage is determined by the storage periods defined there.
2.6 Newsletter
Purposes: You have the option to subscribe to our newsletters in which we regularly inform about news on our products and promotions. This can be done via a button on the website.
To register for our newsletter, we use the so-called double-opt-in-procedure, i.e. we will only send you our newsletter via email after you have confirmed by clicking on a link in our notification email that you are the owner of the email address provided. If you confirm your email address, we save your email address, the time of your registration and the IP address used for the registration for documentation purposes until you unsubscribe the newsletter.
Furthermore, we personalize our newsletter on the basis of certain personal data we have gained from you.
Categories of Data:
- Approval data (name, email address, time, IP address)
Recipient:
- SpeedPartner GmbH, Blindeisenweg 43, 41468 Neuss, Germany
Legal Basis: We process your data on the basis of your approval acc. art. 6, para. 1, lit. a DSGVO.
Duration of Storage: The data are processed until you reject your approval.
Rejection: You can unsubscribe from the newsletter at any time. An unsubscription link can be found in every newsletter. Furthermore, a respective notice to the contact data given above or in the newsletter will also be sufficient.
2.7 Processing for Compliance with Legal Documentation Obligations
Purposes: We are subject to certain legal obligations to store certain information and documents for documentation purposes and, on request, to submit them to the responsible authorities. These legal retention requirements result in particular from the Tax Code (Abgabenordnung, AO) and the Commercial Code (Handelsgesetzbuch, HGB).
Categories of Data: All documents required to retain including the personal data included therein.
In case of the Commercial Code (HGB), these are
- trade books, inventory lists, opening balance sheets, annual financial statements, indi-vidual financial statements acc. § 325, para. 2a, management reports, consolidated financial statements, group management reports, and the work instructions and other organizational documents necessary for understanding,
- the business letters received,
- copies of the business letters sent,
- receipts for bookings in the books to be kept acc. § 238, para. 1 (booking documents).
In case of the Tax Code (AO), the documents are:
- books and notes, inventory lists, annual financial statements, management reports, the opening balance sheet and the work instructions and other organizational documents necessary for understanding,
- the business letters received,
- copies of the business letters sent,
- booking documents,
- documents acc. art. 15, para. 1 and art. 163 of the EU Customs Code,
- other documents insofar as they are relevant for taxation.
Recipient: The documents are submitted to the responsible authorities on request.
Legal Basis: Art. 6, para. 1, lit. c DSGVO in relationship with § 147 AO, § 257 HGB
Duration of Storage: Depending on the documents for retention obligations, the duration periods acc. AO and HGB are 6, 8, or 10 years. They start upon termination of the year in which the documents accrued or were received. As soon as the retention period ends, we shall delete the documents resp. information. Insofar as documents and information are subject to different retention periods, we shall delete the documents and information upon termination of the last retention period.
2.8 Web Analysis, Monitoring, and Optimization
Purposes: Web analysis serves to evaluate the visitors of our online services and may comprise the behavior, interests or demographic information of the visitors, e.g. their sex, in anonymized form. In this way, we can, among other things, find out at what time our online services or their functions or contents are most frequently used. Furthermore, we can thus determine which areas require optimization. Apart from the web analysis, we can also employ test procedures, e.g. in order to test and optimize different versions of our online services or their components.
Categories of Data:
- Anonymous user data (e.g. websites visited and elements used there, as well as tech-nical data, access times), meta/communication data (e.g. device information).
- Interests
- Demographic information
- Insofar as users have agreed to collect their location data, these can also be processed (depending on the provider).
- The users’ IP addresses are also stored. As far as possible we use an IP masking procedure (i.e. anonymization by shortening the IP address).
Legal Basis: Acc. art. 6, para. 1, lit. a DSGVO with consent and art. 6, para. 1 f DSGVO.
Duration of Storage: The data processed in Matomo are stored and processed for a period of 1 year after your latest visit of our website. Otherwise, we do not store any personal data ourselves.
3 Presence in Social Networks (Social Media)
We have profiles in social networks. Our social media accounts supplement our website and offer you the opportunity to interact with us. As soon as you access our social media profiles in the social networks, the terms and conditions as well as the data processing policies of the respective providers shall apply. The data collected about you when using the services are processed by the networks and may be transferred to countries outside the European Union in which there is no appropriate protection level for the processing of personal data.
We have generally no influence on the data processing in the social networks as we are - like you - users of the network.
Please find information on this and on which data are processed by the social networks, and for which purposes the data are used in the privacy statement of the respective network. We use the following social networks:
Our site can be accessed under:
www.instagram.com/archion.de/ and
the network is operated by: Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Irland.
Privacy Statement of the Network:
Our site can be accessed under:
www.facebook.com/ARCHION.de and
the network is operated by: Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Irland.
Privacy Statement of the Network:
de-de.facebook.com/privacy/center/
X (previously Twitter)
Our site can be accessed under:
x.com/archionde and
The network is operated by: Twitter International Unlimited Company, One Cumberland Place, Fenian Street, Dublin 2, D02 AX07, Irland
Privacy Statement of the Network:
Purposes: We process personal data as independent data controllers, if you send us requests via social media profiles. We process these data to answer your requests.
Furthermore, we are co-responsible as joint data controllers with the following networks and for the following processings (art. 26 DSGVO).
Within the framework of the visit of our profile in the network Facebook and Instagram the network collects aggregated statistics (“insights data”) that are generated from certain events that are documented by their servers if you interact our profiles and the connected contents. We gain these aggregated and anonymous statistics by the network via the use of our profile. We are generally not capable of allocating the data to certain users. Up to a certain degree we can define the criteria by which the network creates these statistics for us. We use these statistics to make our profiles more interesting and informative for you.
Please find further information on this data processing with Instagram and Facebook in the joint controller agreement under:
www.facebook.com/legal/terms/information_about_page_insights_data
Otherwise, the networks are solely responsible for the processing of their data.
Legal Basis: The processings are pursued on the basis of our justified interest in them (art. 6, para. 1, lit. f DSGVO). The interest is based on the respective purpose.
Duration of Storage: With respect to contact requests outside the network, the above details on establishing contacts apply accordingly.
4 General Information on Recipients
When we process your data, it may be necessary to transfer or reveal your data to other recipients. In the above passages on the processings we name the concrete recipients as far as we can. Insofar as recipients are based in countries outside the EU, we make special mention of it under the individual items listed above. Unless we explicitly refer to an adequacy decision, there exists no adequacy decision for the respective recipient country. In these cases, we will agree on suitable guarantees in the form of standard contractual clauses to establish an adequate privacy level (unless there are other suitable guarantees such as binding corporate rules). You can access the current versions of the standard contractual clauses under eurlex.europa.eu/eli/dec_impl/2021/914/oj.
Apart from these concrete recipients, transfers to other categories of recipients may also occur. These may include internal recipients, i.e. persons within our enterprise, but also external recipients. Possible recipients may in particular include:
- Our employees who are responsible for the processing and storage of the data and whose employment relationship with us is determined by a confidentiality obligation.
- Service providers who become active for us as processors that are bound by instructions. These include in particular technical service providers whose services we employ if we cannot or cannot reasonably perform certain services.
5 General Information on the Duration of Storage
We generally process your personal data for the respective duration of storage as described above. Data are often not only processed for one but for several purposes so that it may occur that we process your data for a purpose after the duration of storage has expired. In this case, the duration of storage named for this specific purpose shall apply. As soon as the last duration of storage has expired, we will delete your data without delay.
6 Automated Decision Finding and Obligation to Provide Data
We use no automated decision findings that take legal effect on you or significantly affect you in a similar way.
Please note that you are not legally or contractually obliged to provide us your data.
7 Which Rights do you have with Respect to the Personal Data you Provide to us?
You have the subsequently named rights - in each case insofar as the legal requirements are met. In order to claim them, you can address yourself to the known contact addresses.
- Art. 15 DSGVO - Right to Information of the Person Affected:
You have the right to demand a confirmation from us whether personal data concerning you are processed, and if so, which data are included as well as the closer circumstances of the data processing.
- Art. 16 DSGVO - Right to Correction:
You have the right to demand from us the correction of incorrect personal data concerning you without delay. In this case and under consideration of the purposes of processing, you also have the right to demand the completion of incomplete personal data - also by means of a supplementary explanation.
- Art. 17 DSGVO - Right to Deletion:
You have the right do demand from us that personal data concerning you are deleted without delay.
- Art. 18 DSGVO - Right to Limitation of Processing:
You have the right to demand from us the limitation of processing.
- Art. 20 DSGVO - Right to Data Portability:
In case of processing based on consent or for the fulfilment of a contract, you have the right to obtain the personal data concerning you that you have provided to us in a structured, common and machine-readable format or to transfer these data to another person responsible without impairment by us or to have the data directly transmitted to the other person responsible insofar as this is technically feasible.
- Art. 21 DSGVO - Right to Objection:
You have the right to object at any time to the processing of personal data concerning you for reasons resulting from your particular situation if the processing is performed on the basis of our justified interest or to pursue a task that is necessary in the public interest or in execution of public authority.
If you object, we will no longer process your personal data unless we can prove the ex-istence of compelling reasons worthy of protection for the processing that outweigh your interests, rights, and liberties, or the processing serves the assertion, execution or defence of legal claims.
Insofar as we process your personal data to conduct direct marketing, you have the right to object the processing at any time. If you object the processing for purposes of direct marketing, we shall no longer process your personal data for these purposes.
You can file an objection with effect for the future at any time via one of the known contact addresses.
- Art. 77 DSGVO in Connection with § 19 Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG) - Right to Complaint with a Supervisory Authority:
You have the right to file a complaint with a supervisory authority at any time, in particular in the member state of your place of residence, your workplace, or the place of the alleged violation if you are of the opinion that the processing of the personal data concerning you violates applicable law.
- Revocation of Consent:
You can at any time revoke a given consent with effect for the future via one of the con-tact addresses known to you.
8 Cookie Guideline
For the above-mentioned purposes, we also store information on your end device and access information stored on the end device. This is performed by means of cookies or similar technologies such as local storage (for the sake of simplicity collectively designated as cookies here).
We exclusively store cookies that are indispensable for the provision of our service portfolio.
Status: September 2026