Introduction

We ("Documatik", "we", "us" or "our") are firmly committed to protecting personal data. This information notice describes the reasons for and how we collect and use personal data and provides information about individual rights.

Personal data is all information relating to identified or identifiable living individuals. Documatik processes personal data for various purposes.

Security

The security of all the data we hold is very important. We operate according to internationally recognised security standards. We have a framework of policies on personal data protection, privacy and security and we regularly review the adequacy of these policies.

Our processing activities

Documatik does not process the personal data of contact persons (existing or potential Documatik clients and/or persons associated with them). Our policy is to collect only the personal data necessary for the specified purposes and we ask our customers and suppliers to communicate personal data only if this is imperatively necessary for these purposes.

Visitors to our website are generally in control of the personal data they submit to us.

We may automatically record limited personal data through the use of cookies on our website.

Visitors can also send us an e-mail via the website. Their messages contain the user's pseudonym and e¬mail address, as well as additional information the user wishes to include in the message.

Please do not provide us with sensitive information (such as race or ethnic origin; political opinions; religious or philosophical beliefs; union affiliation; physical or mental health; genetic data; biometric data; sexual life or orientation; and criminal record) when you use our site; if, for any reason, you wish to provide us with sensitive information, this constitutes your explicit consent for us to collect and use such information in the ways described in this notice or described at the time you choose to disclose such information.

Cookies

We use small text files called "cookies" located on your hard drives to help personalize and enrich your browsing experience by displaying content that is most relevant and of interest to you. The use of cookies is standard operating procedure for most websites. However, if you do not agree with the use of cookies, most search engines allow users to turn them off. To register on our site, you must accept cookies. If you disable cookies, certain functions of the site will be affected. After you end your visit to our site, you can always delete cookies from your system if you wish. 

Use of personal data

Personal data relating to business contacts may be visible and used by Documatik users to learn more about an account, client or opportunity they are interested in, and may be used for the following purposes:

Provide professional support services and deliverables;

Administration, management and development of our business and products (by identifying customer needs and improving the quality of service);

Managing our relationship with customers and suppliers;

Management and use of IT systems, including our website;

Hosting or facilitating the hosting of events;

Providing contacts with information about us and our range of products and services

Provision of personal data to Documatik employees for the purpose of providing services and offering new products and services

Identifying customers with similar needs

Producing statistics such as market trends, relationship status or sales opportunities.

Receiving products and services from our suppliers

Registration of visitors in certain areas of the site;

Subscribe visitors to receive news;

Requesting visitors for additional information;

Distribution of requested reference materials;

Receipt of curriculum vitae;

Monitoring and enforcing the terms and conditions of use of our website;

Administration and management of our platform, including confirming and authenticating identity and preventing unauthorised access to restricted areas, premium content or other services intended only for certain registered users.

Our site does not collect or compile personal data for the purpose of distribution or sale to outside third parties for marketing purposes to individual consumers and does not host messages on behalf of third parties.

Security, quality and risk management activities

We have security measures in place to protect our and our customers' information (including personal data), which involve detecting, investigating and resolving security threats. Personal data may be processed as part of our security monitoring process; for example, automated scanning to identify malicious emails.

We monitor the quality of the services provided to customers, which may involve processing personal data stored in the file for that customer. We have policies and procedures in place to monitor the quality of our services and to manage the risks associated with customer contracts. We collect and retain personal data as part of our customer acceptance and contract performance procedures.

Compliance with legal and regulatory requirements

Like any professional service provider, we are subject to legal, regulatory and professional obligations. We must keep certain records to demonstrate that our services are provided in accordance with those obligations, and these records may contain personal data.

Legal basis for processing

We process the personal data of our business contacts and persons associated with our corporate customers on the basis of our legitimate business interests or consent, if the data subject has been asked to consent. We are interested in marketing our services or providing communications that we consider of interest to the recipients.

Where we have a legal obligation that requires the processing of personal data, such as the fulfilment of tax obligations or the proof or documentation of professional services provided, the processing of personal data of individuals associated with our corporate clients is based on the legal obligation (legal basis).

If the processing of personal data referred to in this section is necessary for the performance of a contract to which the data subject is party, as is the case, for example, where the processing operations are necessary for the recipient of the service, the processing shall be based on the contractual legal basis. If the processing is necessary for compliance with a legal obligation such as the fulfilment of tax obligations or the need to prove and document professional services received, the processing will be based on the lawful basis. If personal data are processed for the other purposes mentioned above, we rely on legitimate interest (such as receiving services, providing services, administration, management and business development, security, quality and risk management activities) or consent, if we require the consent of the data subject.

When we process personal information for our legitimate interests, we ensure that we consider and weigh the potential impact on the data subject (positive and negative), as well as the data subject's rights under data protection law. Our legitimate business interests do not automatically override the interests of data subjects - we will not process personal data where the impact on the data subject overrides our interests (unless we have consent or are otherwise requested or permitted by law).

Data retention

Personal data will be kept at Documatik for as long as necessary for the purposes set out above (for example, as long as we have a relationship or need to keep a record of the relationship with a business contact).

We keep personal data only for as long as necessary for the purpose for which it was collected (including as required by applicable law or regulation).

In the absence of specific legal, regulatory or contractual requirements, our standard retention period for records and other supporting documentation created for the provision of services does not exceed 10 years.

Personal data may be retained for longer periods of time if extended retention periods are required by law or regulation and for the purpose of establishing, exercising or defending our rights in court.

We will keep personal data collected through our websites for as long as necessary (for example, as long as we have a relationship with the relevant person).

Individual rights and how to exercise them

Individuals have certain rights over their personal data and data controllers are responsible for ensuring that these rights are respected. If we decide how and why we process personal data, we are the data controller and we include further information about individual rights and how to exercise them below.

Access to personal data

You have the right to access personal data held by us as data controller. This right can be exercised by sending an e-mail to office@documatik.com.

Changes to personal data

To update the personal data you have submitted to us, you can send us an e-mail to  office@documatik.com.

If it is practically possible, when we are informed that the personal data processed by us are no longer current, we will make corrections (if necessary) based on updated information.

Withdrawal of consent

Where we process personal data on the basis of consent, individuals have the right to withdraw their consent at any time. In general, we do not process personal data on the basis of consent (as we usually rely on another legal basis). To withdraw your consent to our processing of your personal data, please send us an email to  office@documatik.com or, to stop receiving emails from a Documatik marketing list, please click on the unsubscribe link in the relevant email received from us.

The right to restrict or object to the processing of personal data

You have the right at any time to restrict or object to the processing of your personal information on justified grounds relating to your specific situation, unless the processing is required by law.

In such a situation, we will stop processing or restrict the processing of personal data, unless we have legitimate and compelling reasons for the processing or for the establishment, exercise or defence of legal claims.

Other rights of data subjects

The purpose of this notice is to provide information about the personal data we collect about you and how we use it. As well as the rights of access, modification and restriction or objection to processing mentioned above, individuals also have other rights in relation to the personal data we hold, such as the right to erasure/deletion and the right to data portability.

If you wish to exercise any of these rights, please send an e-mail to office@documatik.com.

Complaints

We hope you never need to, but if you would like to make a complaint about how we use your personal data, please email details of your complaint to office@documatik.com. We will investigate and respond to any complaints received.

You also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing. For further information, please visit  http://www.dataprotection.ro.