Data Protection Policy

Policy brief and purpose

The Archive Mole Data Protection Policy refers to our commitment to treat information of employees, customers, stakeholders and other interested parties with the utmost care and confidentiality.

With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.

 

Scope

This policy refers to all parties (employees, workers, job candidates, customers, suppliers etc.) who provide any amount of information to us.

Who is covered under the Data Protection Policy?

Employees and workers of our company and its subsidiaries must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone that we collaborate with or acts on our behalf and may need occasional access to data.

Policy elements

As part of our operations, we need to obtain and process information. This information includes any offline or online data that makes a person identifiable, such as names, email addresses, usernames and passwords for online archive accounts, photographs, financial data etc.

We collect this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to us, the following rules apply.

 

Our data will be:

  • Accurate and kept up-to-date

  • Collected fairly and for lawful purposes only

  • Processed by the company within its legal and moral boundaries

  • Protected against any unauthorized or illegal access by internal or external parties

 

Our data will not be:

  • Communicated informally

  • Stored for more than a specified amount of time

  • Transferred to organizations, states or countries that do not have adequate data protection policies

  • Distributed to any party other than the ones agreed upon by the data's owner (exempting legitimate requests from law enforcement authorities)

 

In addition to ways of handling the data, we have direct obligations towards people to whom the data belongs. Specifically, we must:

  • Let people know which of their data is collected

  • Inform people about how we will process their data

  • Inform people about who has access to their information

  • Have provisions in cases of lost, corrupted or compromised data

  • Allow people to request that we modify, erase, reduce or correct data contained in our databases

 

Actions

To exercise data protection, we are committed to:

  • Restricting and monitoring access to sensitive data

  • Developing transparent data collection procedures

  • Training employees in online privacy and security measures

  • Establishing clear procedures for reporting privacy breaches or data misuse

  • Including contract clauses or communicate statements on how we handle data

  • Establishing data protection practices (document shredding, data encryption, frequent backups, access authorization, etc.)

 

Disciplinary Consequences

All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.

 

Further reading

 

June 2022