Confidentiality of personal data
1. The operator of personal data
The operator of personal data obtained from customers or provided by them in the authentication and order processing process is: SC EVOLD Automation SRL. You can contact us by e- mail to the address: help@evold.ro.
Within this Policy, the Operator of personal data will be called “EVOLD” or “the company”.
2. General
The need to keep personal data varies depending on the type of data that is processed within the company. Some data can be deleted immediately, others must be stored until their future usefulness is no longer a possibility.
There are cases where personal data is stored for a limited period of time, the storage terms being thus imposed by the legal regulations in force , applicable at the national or European Union level.
In other cases, the storage terms must be established by each individual organization, depending on its activity, taking into account the data processing principles provided for in EU Regulation 679 /2016 regarding the protection of natural persons regarding the processing of personal data and regarding the free circulation of this data (known by the English acronym “GDPR”). Because the company's establishment of processing and retention terms of personal data can be a somewhat subjective approach, the implementation of a Retention Policy is important to ensure that the rules implemented at the company level regarding data storage are consistently applied throughout the organization .
In any case, the provisions of the GDPR and Law 190/2018 regarding measures to implement the General Data Protection Regulation will be respected by the company in the storage activities of personal data processed.
3. Storage Policy
The scope of this Policy covers all the company's data, respectively the data stored in its IT systems, the data provided by the company in the mass media, the data rented or from collaborations and contractual partnerships, regardless of the location (company headquarters or work point) where these data are processed.
The EVOLD storage policy is a tool that guarantees that GDPR requirements, relevant laws and regulations in the field of personal data protection are respected. This Policy refers, mainly, to the principle of limiting the time retention of processed personal data and which involves storing them only for a period of time necessary for the purposes for which these data are processed. The personal data storage (retention) policy is primarily intended as a favorable resource for the company's activity, which will allocate relevant retention periods in all the company's fields of activity and departments, allowing the removal/deletion of personal data to be carried out in a consistent and controlled manner.
4. Requests regarding the Personal Data Storage Policy (retention)
This Policy is applicable to natural persons as clients of EVOLD, legal entities as clients, but also to representatives of our contractual partners, both as Operators of personal data in relationship with EVOLD or as Persons authorized by the Operator, according to the General Data Protection Regulation.
We store and process personal data only in cases where you voluntarily provided us with this data, such as by filling in a contact form, by subscribing to the company newsletter or by creating an account and placing an order.
If you have requests or questions related to the storage periods of your personal data within EVOLD, please contact the company using the above-mentioned e-mail address .
5. The reasons justifying the long-term storage of personal data at EVOLD's level
The company does not propose to adopt an approach like "save everything". We consider that such a rule is not practical or efficient from the point of view of costs and would represent an excessive burden for all company personnel and especially for the IT department that would manage an increasing amount of data. However, certain data must be kept long-term, to protect the interests of the company, to save evidence regarding the processing or deletion according to the law and this Policy of the processed personal data, if EVOLD considers it necessary, and in general, to comply with good commercial practices. Some of the most important reasons for the long-term storage of data within EVOLD are the following:
- Complaints regarding the quality of the company's services;
- Litigation;
- Work accident investigation;
- Investigation regarding the occurrence of a security incident;
- Legal regulations;
- Safety of intellectual property.
6. Retention (storage) periods
The personal data storage periods are specified in the table below and apply to all recording formats, i.e. paper and/or electronic format, unless specify otherwise in this Policy.
| DEPARTMENT |
PROCESSING ACTIVITY |
RETENTION PERIOD |
| MARKETING |
Campaign forms in electronic format |
3 years from the date of completion of the original |
| MARKETING |
Documents attesting to winnings or prizes awarded based on contests and raffles |
10 years from the date of their conclusion |
| MARKETING |
Telephone calls for marketing purposes |
30 days |
| MARKETING |
Information about participation in contests with prizes |
5 years from the date of completion of the contest |
| RELATIONS WITH CUSTOMERS |
E-mail received from the client for formulating a suggestion or notification |
3 years from the date of its receipt in electronic format |
| RELATIONS WITH CUSTOMERS |
E-mail received from the client for requests related to the company's commercial activity |
3 years from the date of its receipt in electronic format |
| RELATIONS WITH CUSTOMERS |
E-mail received from the client for requests related to personal data processing activities within the company |
3 years from the date of its receipt, both in physical and electronic format |
| RELATIONS WITH CUSTOMERS |
The database within The Customer Relations Department, which includes any general request sent by customers |
Deletion of data every 3 years |
| LOGISTICS |
AWB (Airway Bill) and documents that accompany the shipment of the goods from the warehouse to the customer (disposition of delivery) |
5 years |
| LOGISTICS |
Goods Accompanying Notice (NIR) |
5 years |
| BUSINESS RELATIONS |
The contracts concluded by the company with suppliers |
10 years from the date of termination of the contract |
| BUSINESS RELATIONS |
Partnership contracts concluded by the company for commercial promotional events organized by the company |
10 years from the date of termination of the contract |
| BUSINESS RELATIONS |
Business cards collected during business meetings |
1 year from the date of the last contact |
| BUSINESS RELATIONS (B2B) |
Personal data, such as: the name, function and contact details of the representatives of the companies we collaborate with |
Until the date of the data deletion request or until the date when we found out that the data has become inactive |
For information regarding the storage terms of some personal data processing activities within the company, which are not specified in this Policy, please send your requests to the address e-mail help@evold.eu or by accessing the other means of communication provided (reports form).
7. The retention plan
The table containing the recommended retention periods in the company's records (systems or physical archives) of customers' personal data is provided for each relevant field of activity. The storage period applies by default to all records in the respective category and will be respected whenever possible, although we admit that there may be exceptional circumstances that require keeping documents for either shorter or longer periods. If individual records or documents require a retention period other than the recommended one, EVOLD should be contacted to discuss specific storage requirements.
8. Destruction of data
Destruction of data is an essential component within the rules for storing unused personal data in the future activity of the company. Data destruction ensures the efficient use of data collected within the activity, which makes data management and their recovery possible and profitable.
When the retention period expires, the company must actively destroy the data covered by this Policy. If an employee (or collaborator) who has access to processed personal data considers that certain data should not be destroyed, he/she should contact the direct superior, the Data Protection Officer or, in his absence, the direct management of the company , so that an exception to the rules established in this Policy can be considered. Since this decision has long-term legal implications, exceptions will only be made by a member or members of the company's management team.
The company specifically instructs employees (or collaborators) not to destroy data that violates this Policy. Destruction of data that an employee (or collaborator) may consider harmful to the company or destruction of data in an attempt to hide a violation of the law or the provisions of this Policy are explicitly prohibited.
9. Data deletion requests
You can request the deletion of personal data by sending an email to help@evold.ro in which you must specify the following:
- Your contact details for sending the company's answer/point of view;
- Your name;
- The processing activities through which the data were collected or processed (marketing campaigns, promotions, etc.);
- The type of data collected or processed that you want to delete;
- The total number of records to be deleted;
The deadline for responding to the submitted request is 15 days from the date of sending the request. To the extent that the complexity of your request implies the need to extend the response period, the period will not exceed 30 working days from the date of transmission of the request. In this regard, a representative of the company will inform you of the status of the submitted request.
To the extent that the submitted request will be resolved after its evaluation within EVOLD, with the deletion of your data, we will send to your attention a document that represents the company's point of view regarding your request and the actions taken, through of agreed communication. The document will contain at least the following information:
- The purpose(s) for which the data were processed;
- Data that was deleted/eliminated/destroyed and the processing activity within EVOLD to which they belonged;
- The number of records removed.
The physical document sent, is signed by a representative of EVOLD and is stored and scanned in electronic format, for a period of 3 years from the date of transmission of the notification, following that after this period the document original to be destroyed. If the point of view will be sent by email, it will be stored on the company's servers for a period of 3 years from the date of its transmission to the Client at the email address provided, then it will be deleted.
If you send a request to EVOLD for access to the processing activities of your personal data in our company, please keep in mind that, due to the continuous processing of your personal data and, taking into account the routine established in our systems for deleting information processed under the terms of the Data Storage Policy, we try to keep your data updated and accurate at all times. Thus, this routine processing may involve the modification or deletion of the personal information that we process, after you have sent a request to us. In this case, EVOLD will provide the information held at the time we send you the answer, even if it differs from the information we had stored at the time of sending the request. Remember that deleting your personal data is a procedure that EVOLD would have carried out even if you had not sent the request.
10. Continuous development
The storage (retention) periods will be maintained by EVOLD which will make changes, additions and updates, whenever the legislation , the guidelines of the National Authority for the Supervision of the Processing of Personal Data or the organizational or structural changes of EVOLD, require These changes.
11. Updates
Our personal data storage (retention) policy is under review and may be modified from time to time (to comply with data protection legislation and practices). The updated version will be published on this web page.
Version 1.1.3 dated 03/04/2023