Legal
Privacy & Cookie Policy
What we collect when you order, upload artwork or contact us, why we need it, who helps us process it, and the rights you have.
Business Engrave (a trading name of Archivistry B.V.)
In force from 4 October 2026
Archivistry B.V. operates the website https://businessengrave.com under the trading name Business Engrave, including all related information, content, features, tools, products and services (the “Services”). This Privacy & Cookie Policy describes how we collect, use and disclose your personal information when you visit or use the Services, place an order, use our design service, or otherwise communicate with us. If there is a conflict between our Terms and Conditions of Sale and this policy, this policy controls with respect to the collection, processing and disclosure of your personal information.
Please read this policy carefully. By using and accessing any of the Services, you acknowledge that you have read it and understand the collection, use and disclosure of your information as described here.
1. Who is responsible for your data
For the purpose of applicable data protection laws — the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Dutch GDPR Implementation Act (UAVG) — the controller of your personal information is:
- Archivistry B.V., trading as Business Engrave
- Jonkheer Ruysstraat 67, 6221 VS Maastricht, the Netherlands
- Chamber of Commerce (KvK) number 42067335
- Email: team@businessengrave.com · Telephone: +31 6 26 48 62 12
2. Personal information we collect
When we use the term “personal information”, we are referring to information that identifies or can reasonably be linked to you or another person. Personal information does not include information that is collected anonymously or that has been de-identified so that it cannot identify or be reasonably linked to you. Depending on how you interact with the Services, we collect or process the following categories of personal information:
- Contact and order details, including your name, company name, billing address, delivery address, telephone number and email address.
- Design brief details, including the company name, contact name, job title, email address, telephone number, website, address, QR-code URL and notes you give us for your card, and the artwork and files you upload.
- Enquiry and callback details, including your name, telephone number, email address, company and message when you contact us or ask us to call you back.
- Transaction information, including the products and options you put in your cart or order, your proofs and approvals, and the payment and delivery status of your orders.
- Payment information. Payments are processed by Stripe. We never see or store your full card details; we receive confirmation of your payment and the related transaction details.
- Communications with us, including the information you include in emails, telephone calls and other messages to us.
- Technical information, including your IP address and information about your browser, device and requests, which is processed when you visit the website in order to deliver and secure it.
If the details you give us for a card relate to someone else — for example a colleague whose name appears on it — please make sure they know that you are sharing them with us for that purpose.
Providing contact and order details is necessary to conclude and perform a contract with you: without them, we cannot make or deliver your order.
3. Where we get it from
- Directly from you, when you place an order, submit a design brief or artwork, contact us, request a callback, or otherwise provide us with your personal information.
- Automatically through the Services, from your device when you visit the website, including through the single cookie described in section 7.
- From our service providers, for example payment confirmations from Stripe and delivery status updates from our carriers.
4. How we use it, and on what legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Processing your order: preparing proofs, producing and delivering your cards, processing payment, and handling cancellations, claims and refunds | Performance of a contract — Article 6(1)(b) |
| Providing the custom design service | Performance of a contract — Article 6(1)(b) |
| Answering your enquiries and calling you back when you ask us to | Steps taken at your request before entering into a contract — Article 6(1)(b); otherwise our legitimate interest in responding to you — Article 6(1)(f) |
| Customer support and maintaining our business relationship with you | Performance of a contract — Article 6(1)(b); legitimate interests — Article 6(1)(f) |
| Security and fraud prevention: providing a secure website and payment process, and detecting, investigating and acting on fraudulent, illegal or malicious activity | Legitimate interests — Article 6(1)(f) |
| Legal reasons: keeping accounting and tax records, complying with applicable law and valid legal process, and establishing, exercising or defending legal claims | Legal obligation — Article 6(1)(c); legitimate interests — Article 6(1)(f) |
We do not use your personal information for advertising, we do not sell it, and we do not share it with third parties for their own marketing.
5. Who we share it with
We use the following service providers, who process personal information on our behalf and only for the purposes described in this policy:
| Provider | What they do for us |
|---|---|
| Cloudflare | Hosts and secures our website (Cloudflare Workers), stores the artwork and files you upload (Cloudflare R2), and sends our transactional emails, such as order confirmations (Cloudflare Email Service) |
| Railway | Hosts the self-hosted commerce system and database in which your orders and design briefs are processed and stored |
| Stripe | Processes your payment at checkout. For some purposes, such as fraud prevention and its own legal obligations, Stripe acts as an independent controller under its own privacy notice |
| Our shipping carriers | Deliver your order; they receive the name, delivery address and contact details needed for delivery |
We may also disclose personal information:
- when you direct, request or otherwise consent to our disclosure of certain information to third parties;
- in connection with a business transaction such as a merger or bankruptcy, to comply with applicable legal obligations (including to respond to subpoenas, search warrants and similar requests), to enforce our terms or policies, and to protect or defend the Services, our rights, and the rights of our customers or others.
6. International transfers
Some of our service providers are headquartered outside the European Economic Area, in particular in the United States, so your personal information may be transferred, stored and processed outside the country you live in. If we transfer your personal information out of the European Economic Area or the United Kingdom, we rely on recognised transfer mechanisms such as the European Commission’s Standard Contractual Clauses, or any equivalent contracts issued by the relevant competent authority of the UK, unless the transfer is to a country, or under a framework, that has been determined to provide an adequate level of protection.
7. Cookies
Our website uses one cookie, and it is strictly necessary for the shop to work:
| Cookie | Purpose | Duration |
|---|---|---|
si_cart | Remembers which shopping cart is yours, so the items you add are kept as you move between pages and when you come back. It holds only a cart reference, is set by our own website, and cannot be read by scripts in your browser. | Up to 14 days; removed when you place your order |
Because this cookie is strictly necessary to provide the shopping cart you ask for, it does not require your consent under Article 11.7a of the Dutch Telecommunications Act (Telecommunicatiewet). We do not use analytics, advertising or tracking cookies, and we do not use third-party analytics or tracking tools. You can delete or block cookies in your browser settings; if you block this one, the cart will not work.
If we ever introduce other cookies, we will update this policy first and ask for your consent where the law requires it.
8. Security and retention
Please be aware that no security measures are perfect or impenetrable, and we cannot guarantee “perfect security”. In addition, any information you send to us may not be secure while in transit. We recommend that you do not use unsecure channels to communicate sensitive or confidential information to us.
How long we retain your personal information depends on different factors, such as whether we need it to provide the Services to you, comply with legal obligations, resolve disputes or enforce our contracts and policies. In particular:
- Order and invoice records are kept for seven years, as required by Dutch tax law (Article 52 of the Algemene wet inzake rijksbelastingen).
- The cart cookie expires after at most 14 days, as described in section 7.
- Other personal information — such as design briefs, uploaded artwork, enquiries and correspondence — is kept only for as long as we need it for the purposes described in this policy.
9. Your rights and choices
Under the GDPR you have the rights listed below in relation to your personal information. These rights are not absolute, may apply only in certain circumstances and, in certain cases, we may decline your request as permitted by law.
- Access. You may request access to the personal information we hold about you.
- Correction. You may ask us to correct inaccurate personal information.
- Deletion. You may ask us to delete personal information we hold about you.
- Portability. You may ask to receive a copy of your personal information and to have it transferred to a third party, in certain circumstances and with certain exceptions.
- Objection and restriction. You may ask us to stop or restrict our processing of your personal information for certain purposes, including processing based on our legitimate interests.
- Withdrawal of consent. Where we rely on your consent, you may withdraw it at any time. This does not affect the lawfulness of processing based on your consent before its withdrawal.
You may exercise any of these rights by contacting us using the details in section 1. We will not discriminate against you for exercising them. We may need to verify your identity before we can process your request. You may designate an authorised agent to make requests on your behalf; before accepting such a request, we will require proof that you have authorised the agent, and we may need you to verify your identity directly with us. We will respond to your request in a timely manner, as required by applicable law.
10. Complaints
If you have a complaint about how we process your personal information, please contact us first using the details in section 1. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl) or with the supervisory authority in your own country. A list of the data protection authorities in the European Economic Area is available from the European Data Protection Board.
11. Children’s data
The Services are not intended to be used by children, and we do not knowingly collect any personal information about children under the age of majority in your jurisdiction. If you are the parent or guardian of a child who has provided us with their personal information, you may contact us using the details in section 1 to request that it be deleted.
12. Third-party websites and links
The Services may provide links to websites or other online platforms operated by third parties. If you follow links to sites not affiliated with or controlled by us, you should review their privacy and security policies and other terms and conditions. We do not guarantee and are not responsible for the privacy or security of such sites, including the accuracy, completeness or reliability of information found on them. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators.
13. Changes to this policy
We may update this policy from time to time, including to reflect changes to our practices or for other operational, legal or regulatory reasons. We will post the revised policy on this website, update the “In force from” date at the top, and provide notice as required by applicable law.
14. Contact
Should you have any questions about our privacy practices or this policy, or if you would like to exercise any of your rights, please email us at team@businessengrave.com or call +31 6 26 48 62 12. See also our contact page.