Last updated: September 18, 2026
Overview
Appalachian Archives ("we," "us," or "our") provides media digitization and secure digital archiving services. This policy explains what information we collect when you use our website, request a quote, create a customer account, or view digitized media through our portal, and how that information is used and protected.
Information We Collect
We collect information you provide directly to us, including:
- Request form submissions: name, institution (if applicable), alternate contact, email address, phone number, the media types and quantity you're submitting, your preferred delivery method, and any notes you include.
- Account information: your email address and, if you set one, a password. We support signing in via a one-time "magic link" emailed to you as an alternative to a password.
- Contact form submissions: your name, email address, and message.
- Shared media recipients: if a customer shares a video with you, we store the recipient email address you were shared with, and log access activity (timestamp and IP address) for that share link so the owner can review who has viewed it.
We also automatically collect limited technical information needed to operate the site securely, including session cookies (to keep you signed in), basic request logs (IP address, page requested, and timestamp), and information used to detect and block malicious or automated traffic.
How We Use Your Information
- To process digitization requests and communicate with you about them
- To create and maintain your customer account and portal access
- To deliver your digitized media through your account, a physical drive/disc, or a secure share link, according to your preference
- To respond to contact form inquiries
- To maintain the security of the site, including detecting abuse and preventing unauthorized access
We do not sell your personal information, and we do not use it for advertising or share it with third parties for their own marketing purposes.
Your Digitized Media
Photos, videos, and other files you submit for digitization are treated as confidential. Access to your digitized media is restricted to your customer account and to anyone you deliberately share a video with using our share-link feature. Staff access to customer media is limited to what's necessary to fulfill and support your request.
Share links you create are private and unguessable, remain active until you revoke them, and can be reviewed or revoked at any time from your portal.
Cookies and Sessions
We use a session cookie to keep you signed in to your customer or staff account. This cookie is required for the portal and admin tools to function and is not used for tracking or advertising across other websites.
Data Retention
We retain your account information and request history for as long as your account is active or as needed to provide our services. If you'd like your information deleted, contact us using the details below and we'll respond to your request.
Security
We use industry-standard measures to protect your information, including encrypted connections (HTTPS), hashed session and share tokens, and access controls that separate customer, staff, and public access to different parts of the site. No method of storage or transmission is 100% secure, but we work to protect your information using practices appropriate to the sensitivity of the data involved.
Children's Privacy
Our services are intended for use by adults submitting their own or their family's media for digitization. We do not knowingly collect personal information from children.
Changes to This Policy
We may update this policy from time to time. Material changes will be reflected by an updated "Last updated" date at the top of this page.
Contact Us
Questions about this policy or your information? Reach out:
Email: info@appalachianarchives.com
Phone: (770) 888-9630