The Archive Bureau specialises in digital scanning, archiving and the production of Interactive Documents.
In general, you can browse our site without disclosing any information except your username and password for accessing your uploaded files or when completing the Contact Us Page.
When you submit an enquiry, we ask for information such as your name and email address, and this information is used by our company for the purposes of responding to your enquiry.
If you register with our company as a client to have your files uploaded onto our site, we will ask for the following information: your name, company name (if applicable), individual’s or company address (and/or DX address if you have one), email address, telephone number and any relevant billing information.
In the case of an individual not linked to a company setting up an account, we may request the date of birth information only to verify that they adhere to the age limit on this site of 16 years of age. (Please see our Policy Regarding Children section).
These details are stored on our database in order to register your contact details.
The information is not disclosed to any third party, but may be used for our company’s marketing purposes.
Access to Information
We restrict access to information only to authorised personnel, who are permitted to see your Web Account information and your other personal and account information.
In compliance with Laws and Law Enforcement, the Archive Bureau will co-operate with government or law enforcement officials to enforce and comply with the law. We will disclose any information about you to government or law enforcement officials, in our sole discretion, believed to be necessary or appropriate to respond to claims and legal process (including but not limited to a summons), to protect the property and rights of the Archive Bureau or a third party, to protect the safety of the public or any person, or to prevent or stop activity we may consider to be, or to pose a risk of being illegal, unethical, inappropriate or legally actionable. The Archive Bureau is based in the UK and this is where your information will be stored.
Business Transfer of Information: The Archive Bureau may sell, transfer or otherwise share some or all of its assets, including your Personal Information held by the Archive Bureau, in connection with a merger, acquisition, reorganisation or sale of assets or in the event of bankruptcy. If such changes take place, all the registered clients of the Archive Bureau will be notified.
The Archive Bureau goes to great lengths to achieve the highest level of security for the data stored on its site. We use industry standard SSL (Secure Sockets Layer) encryption for access to the site and any downloads. A password system using passwords of your own choosing is used to access the site and this can be changed by the user through the site.
It is therefore recommended that a complex password is used and kept confidential. Passwords should be at least 8 characters long, contain a mixture of letters and numbers, and should preferably not contain a dictionary word.
The stored files have, where applicable, individual passwords for additional security and these passwords will be set by the Archive Bureau using your instructions and can only be changed by the Archive Bureau.
Files are only as secure as the password used to protect it. Without the correct password, the file is completely unreadable and will be useless to any unauthorised person who may get hold of the file.
We recommend closing the file when not in use, as once closed the file is re-encrypted and in a secure state. Remember anything that may have been copied to the clipboard, (via the Cut or Copy command) may still be present on the system for pasting after closure of the file – users should be mindful of this and therefore only open files on trusted computers, or ensure the clipboard is cleared after files are closed.
Once files have been received from the Archive Bureau, responsibility rests with individual users for ensuring passwords remain secret and files remain secure. We advise against opening files on systems that may lack adequate protection by way of antivirus, antimalware or firewall software, or on public systems or other systems not under the direct control of the end user or company concerned.
Updating Your Information
You may correct some of your information maintained on your Web Account, such as your email address and your guest information. You may also use the Forgotten Password Option on our website by following the links and instructions. To correct any other information, please contact us by telephone or email.
Your Access to Uploaded Files and Creating Guests
The files uploaded to your account are for your own personal use, and/or to allocate to guest users either indefinitely or for a limited period of time determined by you on the website. We do not permit you to share your username and password with another person or with multiple users on this website, as each registration is only to be used by the person named in the User Name field. You are responsible for the guests allocated to have access to your files and their use of the downloaded documents. The Archive Bureau is not liable for any personal information, the content of the scanned documents, the contents of the commenting on interactive documents, the attachment of dictation or other files attached to the scanned documents or for anyone accessing this information legitimately on our site from the creation of a company, client or guest account. When a new guest account is created an email is sent to the individual, in order to set up their own password. The name of the person allocating access to their files appears on this email so that the recipient is aware of who is giving them access. If they receive an email from a client they do not recognise they should notify the Archive Bureau that the email has been sent to the wrong email account. However, the Company or Client enabling access is responsible for entering the correct Client/Guest name and their correct e-mail address when creating Clients/Guests and allocating access to files.
Please see our Terms and Conditions for acceptable use of our website and Notification of Unauthorised Use.
When you register your personal or company information with the Archive Bureau, we may occasionally send out emails relating to the Archive Bureau and in particular with reference to our User Group. If you do not wish to receive this communication, please email the Archive Bureau, stating that you wish to have your details removed from our marketing/User Group list.
We may also send out updates on important information about our company, services and guides on how to use our website and interactive documents.
In addition, in order to ascertain how we can improve our products, service, or customise the website according to your requirements, we may contact you by email and request your participation in research or surveys.
Our Policy Regarding Children
The site is not directed at children under 18 years of age. We do not knowingly collect personally identifiable information from children under 16. If a parent or guardian becomes aware that their child has provided us with Personal Information without their consent, please inform us by email. If we become aware that a child under 16 has provided us with Personal Information, we will delete such information from our files.
Data Protection Act
We adhere to the principles and practices of the Data Protection Act 1998, but would remind users that we are NOT a “data controller” (a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed).All files held on the site are held at the request of our clients and access to the files and data held therein is at the sole discretion of those clients. The Archive Bureau does not permit access to data held by them to anyone apart from the instructing client.
Access to Information During Website/Computer Maintenance
All of the client records held on our systems are encrypted and password access is needed to access them. On occasions when we use external IT support in relation to the Archive Bureau or specifically any computer used in the Archive Bureau Office, the IT personnel will not be given any access to client files or their content.
Third Party Access to Files
Any agent or third party working for the Archive Bureau, including accountants etc will not be given access to any of the client files or their content.
Automatically Recorded Information
Office Opening Hours are 9am to 5pm, Monday to Friday except on Bank Holidays, and any email or telephone communication will be answered during this time.