PERSONAL DATA PROTECTION POLICY

We would like to inform you that your personal data, which you entrust to us, will be processed in accordance with current legal regulations. We invite you to read this document to understand how we collect, use, and protect the information you provide and to ensure that it is kept secure. We also recommend reviewing our “Cookie Policy” available on our website.

This document applies exclusively to activities carried out on the website “utopians.ro”, hereafter referred to as utopians.ro or the website.

The confidentiality of your data is a priority for us, which is why we strictly comply with the applicable legislation on the protection of personal data.

We are committed to processing your personal data in accordance with Regulation (EU) 679/2016 (GDPR) and any other relevant legal acts in force in Romania.

This Personal Data Protection Policy (“GDPR Policy”) may be updated or amended periodically, without requiring prior approval or individual notification. Any changes will be reflected in the updated version published on our website. We encourage you to review this Policy regularly to stay informed about the latest changes.

If you have any questions or concerns, please contact us at admin@utopians.ro, by phone at +40 769 957 911 (standard rate), or by mail/courier at: Băilești, str. Revoluției, no. 25, Dolj County, Romania.

1. Data Controller

This website is owned, and the personal data is processed by S.C. THE UTOPIANS S.R.L., with headquarters at Băilești, str. Revoluției, no. 25, Dolj County, registered with the Trade Register under number J16/2121/2022, having the unique registration code 46591045 (hereafter “the Company”).

In exceptional circumstances, and as outlined in section 7, your personal data may be shared with affiliated companies and/or other contractual partners, for the purpose of business operations and fulfilling legal obligations. Any transfer of personal data to third parties will be made only under strict confidentiality agreements and adequate data protection measures.

2. Categories of Personal Data Collected via the Website

The personal data we process includes your full name, email address, phone number, and IP address.

Upon accessing the website, we automatically collect certain information about your device, such as browser type, IP address, time zone, and certain installed cookies.

Our website offers a testimonial section where you may share your experience with our services. These testimonials can be in written form and may include your name, job title, and workplace, and may optionally include a photo you upload directly or through affiliated social media.

You may also provide audio or video testimonials, which may include your voice and image. The Company may use these testimonials for advertising, marketing, and promotional purposes by publishing them on this website or other marketing channels.

We use Google Analytics to better understand how visitors interact with our site. For more information on how Google processes your data, please refer to this [link]. To opt out of Google Analytics, visit this [link].

We also encourage you to consult our “Cookie Policy” available on our homepage.

We do not collect or process sensitive data as defined by GDPR (such as health status, religious beliefs, or sexual orientation). We are not responsible for any sensitive information you choose to disclose. Contact form fields are not intended for such data, and any such data received will be promptly deleted. We also do not wish to collect or process data from minors.

Please note that we collect personal data voluntarily provided by you (through testimonials, job applications, or quote requests), both at the time of submission and during subsequent communication (e.g., interviews or follow-ups). Supplying this data is entirely at your discretion.

3. Purpose of Data Processing

We collect and process your personal data for the following purposes:

Handling and processing quote requests, sending tailored offers for our services, validating and communicating the status of your inquiry or service.

Ensuring optimal website functionality.

Continuously improving our services and products.

Sending newsletters and updates about our services and products.

Managing and resolving complaints.

Evaluating service quality on the site.

Monitoring sales and customer behavior for administrative and media-related purposes.

Communicating offers for goods and/or services.

Diagnosing and resolving technical issues.
Recruiting staff and collaborators for the Company.

Legal Basis for Processing

We process your data based on:

The necessity of ensuring website functionality, providing access to service-related information, and addressing your complaints.
Your explicit consent, provided via appropriate checkboxes on forms and notifications on the website.
If data processing is not required to conclude or perform a contract, it will only take place with your explicit consent.

5. Data Retention Period

We are committed to periodically reviewing and updating our database to remove data that is no longer needed.

6. Data Security Measures

We apply appropriate technical and organizational measures to ensure the effective protection of personal data.

We take full responsibility for safeguarding your data and preventing unauthorized access, misuse, destruction, loss, or alteration.

Our staff is regularly trained on data protection, and we have strict internal procedures in place. We also ensure that our partners uphold equivalent data protection standards.

7. Disclosure to Third Parties

We do not sell or rent your data to third parties. Data may only be transferred in specific, justified situations—such as to affiliated companies or contractual partners, including IT services, accounting, legal advice, marketing, courier services, telecom providers, or industry specialists, to help us provide high-quality services.

All such transfers are subject to strict confidentiality and protection obligations.

We may also disclose data to public authorities or courts when legally required.

Please also refer to the “Cookie Policy” on our homepage.

8. Data Transfers Outside the Country

Your personal data may be transferred outside Romania to countries within the EU or EEA.

Any such transfer will comply with GDPR regulations. Transfers to non-EU/EEA countries will only occur in accordance with applicable legal provisions and only to countries with adequate levels of data protection.

9. Your Rights Regarding Personal Data

We respect and uphold your rights under applicable data protection laws. These include:

Right to Information – Request clear, transparent details on how your data is processed.

Right to Rectification – Correct incomplete or inaccurate data by emailing admin@utopians.ro.

Right to Erasure (“Right to Be Forgotten”) – Request deletion of your data in cases provided by law.

Right to Restrict Processing – Request limited processing in certain cases (e.g., accuracy disputes).

Right to Object – Object to processing, especially when based on legitimate interests.

Right to Data Portability – Request your data in a structured, machine-readable format.

Right to Lodge a Complaint – File a complaint with the National Authority for Data Protection (ANSPDCP).

Right to Withdraw Consent – Withdraw consent at any time, without affecting prior processing.

Right Not to Be Subject to Automated Decisions – Request human involvement in automated processing.

You may exercise these rights by contacting us at the address: Băilești, str. Revoluției, no. 25, Dolj County, by email at admin@utopians.ro, or by phone at +40 769 957 911.

10. Children’s Data

We do not intend to collect or process data from individuals under 18 years of age. Please do not create an account or submit personal information if you are under 18.

We reserve the right to update this Policy at any time, without prior notice, by publishing the revised version on our site. Please review our Terms and Conditions, Privacy Policy, and Cookie Policy regularly.

11. Recruitment Process

If you apply for a role at The Utopians SRL, your data may be shared with HR staff, affiliated companies, and relevant service providers (IT, HR, accounting). We may also share data with public authorities as required by law.

Data processed may include name, ID number, date of birth, address, email, phone number, photo, and CV content.

Purpose: Recruitment and candidate communication.

Legal basis: Your explicit consent.

Duration: Stored only as long as necessary or as allowed by law.

We do not use automated decision-making or profiling in recruitment.

Withdrawal of consent will lead to the deletion of your data and exclusion from future opportunities.

You may exercise all rights listed in this Policy.

12. Data Protection Officer

For any questions or concerns, contact us at admin@utopians.ro, call +40 769 957 911 (standard rate), or write to: Băilești, str. Revoluției, no. 25, Dolj County, Romania.