Privacy Notice / GDPR Notice
1. Purpose of this Privacy Notice
This Privacy Notice explains how QUALTECH VISION CONSULTING S.R.L. processes personal data received through the website, the contact form, email, telephone communications and other direct business interactions related to its activities.
This notice is provided in accordance with Regulation (EU) 2016/679, the General Data Protection Regulation (GDPR), and other applicable data protection rules, to help website users, clients, suppliers and business contacts understand how their personal data may be used.
The website currently does not use analytics tools, tracking tools, marketing pixels, newsletter tools, career forms, chat widgets, third-party embeds, non-essential cookies or other plugins that monitor users, based on the information provided by the company at the date of this notice.
2. Data controller
The data controller is QUALTECH VISION CONSULTING S.R.L., a company registered in Romania, with the identification details listed above.
For questions regarding personal data or the exercise of data protection rights, please contact us at office@qualtechvision.com.
QUALTECH VISION CONSULTING S.R.L. has not appointed a Data Protection Officer, as this is not currently indicated as mandatory for the company based on the website activities described. Data protection requests may be sent to the official email address listed above.
3. Personal data we may process
Depending on how you interact with us, we may process the following categories of personal data:
- Contact form data: name, email address, subject and message, as submitted through the website contact form.
- Direct communication data: information included in emails, telephone conversations, messages or other direct communications sent to us.
- Business contact data: name, role, company, business email address, business telephone number and other professional contact details provided in the context of a potential or existing collaboration.
- Client and supplier document data: personal data that may appear in contracts, specifications, technical documentation, project documentation, supplier files, claims-related materials or other documents voluntarily shared with us.
- Technical access data: limited technical information that may be processed by hosting, security or infrastructure providers strictly as necessary for the operation and security of the website, such as IP address, browser information, date and time of access, server logs or security logs.
We do not ask website users to provide unnecessary personal data. When sending documents, please avoid including personal data that is not relevant to the request or potential collaboration.
4. Special categories of data
We do not intentionally request or collect special categories of personal data through the website. Please do not send sensitive personal data through the contact form unless it is strictly necessary for the matter you are contacting us about.
If such information is included in documents voluntarily sent to us, it will be handled only to the extent necessary for the purpose for which the information was provided or as required by applicable law.
5. Purposes and legal bases for processing
| Purpose | Examples | Legal basis |
|---|---|---|
| Responding to contact requests and business enquiries | Answering messages sent through the website contact form, email or telephone. | Steps prior to entering into a contract; legitimate interest. |
| Preparing, managing and performing business collaborations | Reviewing requests, preparing proposals, managing projects, communicating with client or supplier representatives. | Performance of a contract; steps prior to entering into a contract. |
| Reviewing documents voluntarily sent by clients, suppliers or potential partners | Contracts, specifications, technical documentation, project files, supplier information or claims-related documents. | Performance of a contract; legitimate interest. |
| Maintaining business, accounting and legal records | Invoices, contracts, correspondence, tax or accounting records. | Legal obligation; legitimate interest. |
| Protecting the website, communications and business interests | Security monitoring, prevention of abuse, handling disputes, protecting rights and legitimate business interests. | Legitimate interest. |
6. Sources of personal data
Most personal data is provided directly by the person contacting us or by the company, client, supplier or partner represented by that person.
We may also receive personal data included in documents transmitted to us in the context of business discussions, service delivery, supplier evaluation, project documentation, claims management, technical review or related B2B activities.
7. Disclosure of personal data
We may disclose personal data only when necessary, appropriate and proportionate for the relevant purpose. Recipients may include:
- authorized persons within QUALTECH VISION CONSULTING S.R.L.;
- email, hosting, IT, cloud storage, document management or website providers used for communication, security and document handling;
- accounting, legal, tax, audit or professional advisors, where necessary;
- clients, suppliers or business partners, only where the disclosure is necessary for the relevant project, request or collaboration;
- public authorities, courts, regulators or other competent bodies, if required by law or necessary to protect legal rights.
We do not sell personal data and we do not use personal data for website advertising, newsletter campaigns or user profiling.
8. International transfers
We do not intentionally transfer personal data outside the European Economic Area. If any technical provider used for email, hosting, cloud storage, security or website operation processes data outside the EEA, such transfers should take place only under appropriate safeguards required by applicable data protection law, such as adequacy decisions, standard contractual clauses or other lawful mechanisms.
9. Data retention
We keep personal data only for as long as necessary to handle the request, manage the business relationship, perform the relevant service, protect legitimate interests, and comply with applicable legal, accounting, tax or contractual obligations.
Contact form messages and general enquiries are kept for a reasonable period necessary to respond, follow up and manage the business context of the communication, unless a longer retention period is required by law or by the context of an ongoing or potential collaboration.
Business documents, contracts, specifications, technical documentation, supplier files and project-related correspondence may be retained for the period necessary for the relevant collaboration, for evidence, audit, accounting, tax, contractual or legitimate interest purposes, and for any period required under applicable law.
When personal data is no longer necessary, it should be deleted, anonymized or archived in accordance with applicable legal requirements and reasonable business practices.
10. Your rights
Subject to the conditions provided by GDPR, you may have the following rights in relation to your personal data:
- Right of access: to obtain confirmation whether we process your personal data and receive information about that processing.
- Right to rectification: to request correction of inaccurate or incomplete personal data.
- Right to erasure: to request deletion of personal data, where the legal conditions are met.
- Right to restriction of processing: to request limitation of processing in certain situations.
- Right to data portability: to receive certain personal data in a structured format, where applicable.
- Right to object: to object to processing based on legitimate interest, subject to applicable legal conditions.
- Right to withdraw consent: where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.
To exercise these rights, please contact us at office@qualtechvision.com. We may request additional information if necessary to verify your identity or understand your request.
You also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP). For more information about submitting a complaint, please consult the official ANSPDCP complaints page.
11. Security
We aim to apply reasonable organizational and technical measures to protect personal data and business documents against unauthorized access, loss, alteration, misuse or disclosure.
These measures may include controlled access to business communications and documents, use of professional email and hosting services, secure storage practices and limiting access to persons who need the information for legitimate business purposes.
12. Automated decision-making and profiling
We do not use personal data collected through the website for automated decision-making, profiling, behavioral advertising, marketing automation or user tracking.
13. Cookies and tracking
Based on the current configuration communicated by the company, the website does not use analytics, advertising pixels, tracking plugins, newsletter tools or non-essential cookies. Therefore, a separate Cookie Policy is not published at this stage.
If the website later activates tools such as Google Analytics, Google Tag Manager, Meta Pixel, LinkedIn Insight Tag, embedded media, maps, chat widgets, newsletter tools or other technologies that store or access information on user devices, this notice may be updated and a Cookie Policy and/or consent mechanism may become necessary.
14. Updates to this notice
This Privacy Notice may be updated from time to time to reflect changes in the website, services, internal practices, providers or applicable legal requirements. The updated version will apply from the date of publication on the website.
