DECLARATION REGARDING THE PROCESSING OF PERSONAL DATA

The protection of personal data in the online environment has become a legislated and mandatory necessity. Any operator must inform the client/collaborator about the processing of personal data and ensure their safe storage. VECTRA LOGISTIC S.R.L., headquartered at Str. Aviatorilor 9, Ghimbav, Brașov, registered in the Trade Register under number J08/3278/2007, CUI RO 22842786, as an operator, hereby informs you about the processing and storage of your personal data transmitted through service and product supply operations.

WHAT IS PERSONAL DATA

• Information regarding the identified/identifiable natural person: name, surname, address, email, phone number, signature, financial information, information requested by authorities specific to the provision of services and products, information from audio-video monitoring following a client’s visit to a location where VECTRA LOGISTIC S.R.L. provides services, audio-video monitoring during technical support services, IP address, and any other information necessary for the activities of VECTRA LOGISTIC S.R.L.
• Any action (or set of actions) such as collection, recording, organization, storage, adaptation, or alteration, retrieval, consultation, use, disclosure to third parties by transmission, dissemination, alignment, or combination, blocking, archiving, deletion, or destruction operating on the data may fall within the scope of personal data (directly or indirectly).

INFORMATION COLLECTION

Sources of information collection:

1. When www.vectralogistic.ro or VECTRA LOGISTIC S.R.L. applications are used, forms or questionnaires may be requested (without mandatory acceptance) for the provision of services;
2. Direct and indirect transactions between VECTRA LOGISTIC S.R.L., partners, and users;
3. External sources specific to public institutions.

How we collect personal data from www.vectralogistic.ro users:

• Directly;
• Using the user’s browser and traffic data;
• Using cookies.

1. Direct collection of personal data

A1. Placing an order (with or without account creation) on www.vectralogistic.ro may require the provision of name, surname, address, email, and any other data necessary for the contracting, invoicing, and delivery process.

• Contractual data is stored for 3 years (general limitation);
• Fiscal data is stored for 10 years (fiscal legislation);
• Orders cannot be fulfilled without the above data.

A2. For assistance services, you may be asked to provide your phone number or email address to contact you to resolve your issue (additional data that falls into the category of personal data may also be requested if necessary). Communication within the www.vectralogistic.ro support services may be recorded.

A3. Subscribing to the newsletter requires providing an email address for personalized communication, which ends upon withdrawal of consent.

A4. Payments made to our account are processed by our banking partners, with banking information transmitted to them.

2. Collection of personal data using traffic data

During visits to www.vectralogistic.ro from any device, you provide information such as your IP address, visit time, location, and visited pages. External traffic analysis services (e.g., Google Analytics) are used exclusively by www.vectralogistic.ro to improve services and ensure and maintain site security.

3. Data collection through cookies (session and fixed)

Cookies are used to remember passwords, language preferences, child protection filters, preferred ad types, or their limitation.

PURPOSES FOR WHICH VECTRA LOGISTIC S.R.L. PROCESSES PERSONAL DATA

VECTRA LOGISTIC S.R.L. identifies (through the fixed means defined above) potential users accessing the provided services, monitors operations accordingly, conducts surveys and/or profiling within marketing activities, and performs internal analyses specific to the provided services. VECTRA LOGISTIC S.R.L. also processes personal data for resolving various legal procedures related to the provision of services, with data archiving done both physically and electronically. There are legally regulated Romanian state institutions that may request reports containing personal data.

LEGAL BASIS FOR PERSONAL DATA PROCESSING

The General Data Protection Regulation (GDPR) law has been enacted and is effective within Romania as follows:

• (Art. 6(1) b GDPR) – refers to the collection of personal data through the order form;
• (Art. 6(1) c GDPR) – refers to mandatory data necessary for issuing invoices;
• (Art. 6(1) a GDPR) – consent is required for using personal data for marketing purposes (newsletter subscription, cookies, etc.);
• (Art. 6(1) f GDPR and Law 506/2004 Art. 12(2)) – refers to the legitimate interest of www.vectralogistic.ro in securing and optimizing its website (Recital 49 GDPR).

COMMUNICATION OF PERSONAL DATA IS MANDATORY FOR THE USER

Refusal results in the inability to provide services. The user has the right to refuse data processing for direct marketing purposes.

RECIPIENTS OF PERSONAL DATA

As stated above, personal data is collected for specific purposes. Additionally, if necessary, VECTRA LOGISTIC S.R.L. may provide limited personal data to legal authorities and contractual partners who are obligated not to use it for other purposes (e.g., public authorities, auditors, lawyers, accountants, companies within the VECTRA LOGISTIC S.R.L. group). Under European Parliament Regulation No. 2016/679 (GDPR), there is the possibility of TRANSFER OF PERSONAL DATA OUTSIDE THE COUNTRY. Personal data may be stored as required by law, i.e., 3 years for storing contractual data and 10 years for storing financial data. Data processing may continue until the purpose for which it was collected is achieved, after which it is archived or destroyed.

MEASURES REGARDING THE SECURITY OF PERSONAL DATA PROCESSING

• Maintaining data confidentiality is mandatory, requiring users to use their own name and password;
• Any user accessing/collecting/modifying personal data is recorded with the date, time, and operation performed;
• Only authorized users are entitled to print invoices, notices, contracts, and other documents containing personal data.

The user or potential user affected by the processing of personal data has the following rights:

• The right to be informed about data collection under Art. 13 and 14 GDPR;
• The right to access processed data – Art. 15 GDPR;
• The right to request modification or deletion of data – Art. 17 GDPR, except for legal exceptions;
• The right to request minimal processing or refuse data processing – Art. 18 GDPR;
• The right to data portability to another operator – Art. 20 GDPR;
• Withdrawal of consent for data processing after it was initially given;
• Refusal of data processing for marketing and profiling purposes;
• In case of perceived injustice, the user has the right to contact ANSPDCP or the competent court.

VECTRA LOGISTIC S.R.L. RESERVES THE RIGHT TO MODIFY THIS DECLARATION REGARDING THE PROCESSING OF PERSONAL DATA WITHOUT PRIOR NOTICE, PUBLISHING THE UPDATED VERSION ON THE SITE.

Any notification can be sent electronically to office@vectralogistic.ro or in writing to the address: Str. Aviatorilor 9, Ghimbav, Brașov.