Privacy Policy

01Who we are

This website is operated by EC SAFETY BIZ S.R.L., a limited liability company incorporated in Romania, registered with the Trade Register Office attached to the Brașov Tribunal under no. J8/698/2023, sole registration code (CUI) 47747844, EUID ROONRC.J8/698/2023, with its registered office at Str. Brândușelor 68–70, office no. 72, floor 2, apartment C1-U5, Brașov, Brașov County, Romania.

For the purposes of Regulation (EU) 2016/679 (the “GDPR”) and Romanian Law no. 190/2018, we act as the data controller for the personal data described in section 3 below, and as a data processor for personal data contained in documents that clients hand to us (see section 5).

You can reach us at ecsafetyb@inbox.eu or on +31 6 8251 1963.

02What this policy covers

This policy explains what personal data we collect, why we collect it, what we do with it, how long we keep it and what rights you have. It applies to:

visitors to this website;
people who contact us by email, telephone or the enquiry form;
clients and prospective clients, and the individuals who represent them;
suppliers and their contact persons.

Personal data inside the documents we process on a client’s instructions is covered separately in section 5.

03Personal data we collect

Data you give us

Contact and enquiry data — your name, company, email address, telephone number and whatever you choose to write in the message field.
Engagement data — the information needed to quote, deliver and invoice a job: scope, volumes, deadlines, billing details and correspondence.

Data collected automatically

Technical data — our hosting provider records standard server log information such as IP address, browser type, referring page and time of request, for security and availability purposes.
Local storage — this website stores your cookie-notice choice in your browser. It is not transmitted to us. See our Cookies Policy.

We do not knowingly collect special categories of personal data (health, biometric, political opinions and similar) through this website. Please do not include such information in an enquiry form message.

04Why we use it, and on what legal basis

To answer enquiries and prepare quotes — legal basis: steps taken at your request prior to entering into a contract (Art. 6(1)(b) GDPR), or our legitimate interest in responding to business enquiries (Art. 6(1)(f)).
To deliver the services you engaged us for — legal basis: performance of a contract (Art. 6(1)(b)).
To invoice and keep accounting records — legal basis: compliance with a legal obligation under Romanian accounting and tax law (Art. 6(1)(c)).
To keep the website secure and available — legal basis: our legitimate interest in protecting our systems (Art. 6(1)(f)).
To establish, exercise or defend legal claims — legal basis: our legitimate interest, and where applicable a legal obligation.

We do not use your personal data for automated decision-making or profiling, and we do not sell it.

05Documents you ask us to work on

Our services frequently involve documents that contain personal data about people other than you — employees, customers, patients, counterparties. When we copy, prepare, scan, index or file those documents, we act as a processor and you (or your organisation) remain the controller.

In that role:

we process the documents only on your documented instructions;
we make sure the people carrying out the work are bound by confidentiality;
we apply appropriate technical and organisational security measures;
we do not engage a sub-processor without informing you;
we assist you, so far as we reasonably can, with data subject requests and with your own security and breach obligations;
at the end of the engagement we return or delete the material, as you instruct.

Where the work involves personal data, a written data processing agreement under Article 28 GDPR can be put in place before the engagement starts. Ask us and we will provide one.

We share personal data only where it is necessary, and only with:

service providers who support our operations — hosting, email, IT maintenance, secure destruction and couriers — each bound by contract to process data only on our instructions;
professional advisers such as our accountant or lawyers, where required;
public authorities, where we are legally required to disclose information.

We do not disclose the contents of client documents to anyone outside the engagement, except where we are compelled to do so by law.

07International transfers

We aim to keep personal data within the European Economic Area. Where a service provider processes data outside the EEA, we rely on an adequacy decision of the European Commission or on Standard Contractual Clauses adopted by the Commission, together with any additional measures the transfer requires.

08How long we keep it

Enquiries that do not lead to an engagement — up to 12 months from the last contact, then deleted.
Client engagement records — for the duration of the engagement and afterwards for the period required to defend legal claims, generally 3 years from completion.
Accounting and tax documents — for the periods required by Romanian law (as a rule 5 or 10 years, depending on the document).
Client documents processed as a processor — only for as long as the engagement requires, then returned or destroyed on your instruction.
Server logs — for the short period retained by our hosting provider for security purposes.

09How we protect it

We apply technical and organisational measures proportionate to the risk, including access limited to named individuals on a need-to-know basis, confidentiality obligations for everyone handling client material, secure storage of physical documents, protected devices and accounts, and secure destruction of superseded copies.

No system is perfectly secure. If a personal data breach occurs that is likely to result in a risk to individuals, we will notify the competent supervisory authority and, where required, the individuals concerned, within the deadlines set by the GDPR.

10Your rights

Subject to the conditions in the GDPR, you have the right to:

be informed about how your data is used;
access the personal data we hold about you;
have inaccurate data corrected;
have data erased, where one of the grounds in Article 17 applies;
restrict processing in the cases set out in Article 18;
receive your data in a structured, commonly used, machine-readable format, and have it transmitted to another controller;
object to processing based on our legitimate interests;
withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

To exercise a right, write to ecsafetyb@inbox.eu. We reply within one month; where a request is complex we may extend that by two further months and will tell you if we do. There is no charge unless a request is manifestly unfounded or excessive.

If your request concerns documents we process on behalf of a client, we will forward it to that client, who is the controller, and assist them in responding.

11Complaints

If you believe we have handled your personal data unlawfully, please contact us first — most issues are resolved quickly. You also have the right to lodge a complaint with the Romanian supervisory authority:

Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP)
B-dul G-ral. Gheorghe Magheru 28–30, Sector 1, 010336 Bucharest, Romania
www.dataprotection.ro

If you are resident in another EU Member State, you may also complain to the supervisory authority there.

12Children

Our services are directed at businesses and adults. We do not knowingly collect personal data from children through this website. If you believe a child has provided us with personal data, contact us and we will delete it.

13Changes to this policy

We may update this policy to reflect changes in our services or in the law. The date below shows when it was last revised. Material changes will be highlighted on this page.

Last updated: 23 August 2026.

14How to contact us

EC SAFETY BIZ S.R.L.
Str. Brândușelor 68–70, office no. 72, floor 2, apartment C1-U5, Brașov, Brașov County, Romania
Email: ecsafetyb@inbox.eu
Telephone: +31 6 8251 1963

We have not appointed a Data Protection Officer, as we are not required to under Article 37 GDPR. Data protection enquiries should be sent to the address above.