Information notice on the processing of personal data

This Information Notice on the processing of personal data (“Notice“) is intended to inform you about the operations of personal data processing carried out by Policolor S.A., hereinafter referred to as Policolor or the Company, in consideration of its status as a personal data controller.

Policolor is a Romanian legal entity, with registered office in Bucharest, Bd. Timișoara, nr. 98, sector 6, registered at the Trade Register J40/205/1991, with unique registration code RO 326318.

This personal data protection policy describes our practices regarding the processing respectively, the use and storage of personal data in the processes that Policolor carries out with various external suppliers, in order to purchase products and services necessary in carrying out the activity.

(1) Personal data processed

For the purposes of negotiation, placing an order and acceptance of the products and services ordered by the responsible persons, the following personal data are processed: (i) identification and /or contact data, including: last and first name, position, job, email, phone number, signature.

(2) Purpose of the processing of personal data

Policolor and its trading partners collect, process and use personal data for the following purposes:
(i) analysis of the offer and maintaining the relation with the contact persons of the suppliers;
(ii) conclusion and performance of the contract;
(iii) fulfilment of legal obligations by both parties; and/or
(iv) defending the legitimate interests.
At the same time, the Company mentions that there is no automated decision-making process (including the creation of profiles) based on the personal data involved.
We emphasize that these are the only purposes that justify the processing of personal data referred to in the Notice. If the processing of personal data is intended for other purposes, for example for marketing purposes, the processing will be done on the basis of other legal grounds, for example on the basis of the free prior consent of the data subject expressed in this regard.

(3) Disclosure of personal data

Your personal data will be disclosed between the Parties or their affiliates only to persons responsible for the logistics supply process and to other persons who need access to your personal data (based on the need-to-know) in order to and perform specific duties for the purposes listed in Section (2) above or where required or permitted by applicable law.
The parties may also disclose to the authorities any personal data received from you, as required or permitted by law, external consultants and/or courts. Your personal data will be disclosed to such third parties only to the extent necessary in connection with the activities of Policolor and/or the purposes listed in Section (2) above, or it is otherwise authorized, required or permitted by law.

(4) Transfer of personal data outside the EU or EEA

Policolor does not transfer personal data outside the European Union or the European Economic Area, and if the suppliers transfer data outside the EU or the EEA, they will immediately inform Policolor about it.

(5) Legal basis for the processing of personal data

The legal grounds for the personal data processing operations described in this Notice are those provided by Regulation 679/2016 at art. 6 paragraph 1 letter b and letter f, respectively:
(i) the conclusion and execution of the contract for which Policolor sent the request for offer/order, respectively you submitted the offer;
and/or
(ii) the legitimate interests of the parties.

(6) Data Security

The Parties shall maintain physical, technical and organizational security measures to protect personal data against accidental, illegal, unauthorized destruction, loss, alteration, disclosure, restriction or access, regardless of where it is processed. The security policy of both organizations governs how personal data is protected.

(7) Duration of processing /storage of personal data

The company keeps your personal data as well as the data provided by you for the period necessary to evaluate the offer in order to conclude the contract and subsequently, for a period of 3 years from the completion of the offer evaluation, if no contract has been signed or there is no other reason to extend such period (e.g. finding, exercising or defending the rights and interests of either party). In case of signing a contract, the duration of retention of personal data will be extended to 5 years, starting with the year following the end of the fiscal year in which the last contractual transaction took place.

(8) Your rights regarding personal data

In accordance with the applicable provisions regarding personal data, we inform you that data subjects of the parties involved have the following rights, which can be exercised by submitting a request to that effect using the contact details indicated below: the right of access; the right to request the rectification or deletion of personal data; the right to request the restriction of processing; the right to object to the processing; the right not to be subject to an automatic decision; the right to data portability; the right to lodge a complaint with the National Authority for the Supervision of Personal Data Processing and to appeal to the courts.

The company has appointed a Data Protection Officer. His contact details are as follows:

  • Last name, first name: Șerban Popa
  • E-mail:gdpr@policolor.ro
  • Telephone no.: 021.345.17.30
  • Correspondence address: Bd. Tudor Vladimirescu nr. 29A, et. 6, Clădirea AFI Tech Park 1, sector 5, Bucharest, post code 050881.

Last but not least, you have the right to contact the National Supervisory Authority for Personal Data Processing at the following contact details:
Web page:http://www.dataprotection.ro
or directly on the website for submitting a complaint to the following address:
https://www.dataprotection.ro/?page=Plangeri_pagina_principala
E-mail:anspdcp@dataprotection.ro
Phone no.: 40.318.059.211/ +40.318.059.212