Privacy Policy

This policy applies to the website vtm.ro, as well as to the online forms related to VTM's services and activities, including forms for:

• contact;

• requesting a quote;

• interest in franchising;

• job applications;

• newsletter subscription.

1. Identity of the data controller

Vulpoi & Toader Management SRL
Tax ID: 16414068
Trade Register No.: J23/1745/2007
Registered office: Dr. Iacob Felix St. no. 87, Sector 1, Bucharest, Romania
General e-mail: office@vtm.ro
E-mail for data protection: dpo@vtm.ro

2. To whom this policy applies

This policy applies to persons who:

• visit our website;

• contact us through the forms available on the site;

• request a quote for services;

• complete the franchising form;

• apply for a job available on the site;

• subscribe to the newsletter.

3. What personal data we collect

Depending on how you interact with the website and with VTM, we may collect the following categories of data:

3.1. Data collected automatically when using the site

When you access our website, certain technical data may be collected automatically, directly or through cookie-like technologies, as applicable. This data may include:

• IP address;

• browser and device information;

• operating system;

• date and time of access;

• pages visited;

• visit duration;

• traffic source;

• general interactions with the website;

• online identifiers resulting from cookies or similar technologies, if these are active and accepted.

Additional details about these technologies are available in the Cookies Policy.

3.2. Data collected through the contact form

When you complete the contact form, we may collect:

• name;

• e-mail address;

• phone number, if requested;

• the content of the message sent;

• any other information you choose to provide us.

3.3. Data collected through the quote request form

When you complete the quote form, we may collect identification, contact and business information relevant to assessing the request, including:

• company name;

• city;

• turnover;

• number of work locations;

• tax code;

• Trade Register registration number;

• field of activity;

• contact person;

• e-mail address;

• phone number;

• information regarding the tax vector;

• number of employees;

• relevant operational information for estimating workload;

• accounting software used;

• ERP software used;

• requested services;

• other information necessary to prepare an offer.

3.4. Data collected through the franchising form

When you complete the franchising form, we may collect data such as:

• company name;

• city;

• turnover;

• number of work locations;

• tax code;

• Trade Register registration number;

• contact person;

• e-mail address;

• phone number;

• accounting software used;

• ERP software used;

• year of establishment;

• number of employees;

• number of active clients;

• information about the rates charged;

• predominant fields of activity;

• accounting services in the portfolio;

• any other information voluntarily provided by you in the form.

3.5. Data collected through the job application form

For applications to jobs posted on the site, we collect only the data necessary to assess the application. In the current form of the online recruitment process, we do not yet request CV uploads through the site.

We may collect:

• name;

• e-mail address;

• phone number;

• link to the LinkedIn profile;

• additional information voluntarily provided in the message sent;

• the position you are applying for, where this is associated with the respective job page.

3.6. Data collected for the newsletter

When you subscribe to the newsletter, we may collect:

• e-mail address;

• name, if this field is present and completed;

• technical and recordkeeping information regarding subscription, unsubscription or confirmation of the option, to the extent necessary for managing the subscriber list and proving consent.

4. The purposes for which we process the data

We process personal data for the following purposes:

4.1. To respond to requests sent through the contact form

We use the data to analyze your message and respond to you.

4.2. To prepare and send service offers

We use the data submitted in the quote form to understand the company's needs and to formulate a commercial proposal or continue pre-contractual discussions.

4.3. To assess interest in and eligibility for franchising

We use the data from the franchising form to analyze the company's profile and to decide whether and under what conditions we can continue the commercial or pre-contractual dialogue.

4.4. To manage job applications

We use the data provided through the application form to assess the application and to contact you during the recruitment process.

4.5. To send newsletters

We use subscription data to send articles, legislative updates and events relevant to VTM's activity.

4.6. For website analysis, measurement and improvement

We may use website usage data, under the law and your cookie choices, to understand how the website is used and to improve its content, performance and functionality.

4.7. For security and abuse prevention

We may process certain technical and usage data to protect the website, limit spam, prevent unauthorized access attempts and ensure the correct functioning of the forms.

4.8. To defend our rights and legitimate interests

To the extent necessary, we may process data for the establishment, exercise or defense of a right in court or in administrative or pre-litigation proceedings.

5. Legal bases for processing

We process personal data on the basis of one or more of the following legal grounds:

5.1. Steps at the request of the data subject prior to entering into a contract

This basis applies in particular when:

• you request a quote from us;

• you contact us for a collaboration;

• you complete the franchising form;

• you apply for a job.

5.2. Consent

This basis applies in particular to:

• newsletter subscription;

• the use of cookies and similar technologies that are not strictly necessary, where consent is required by law.

You may withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

5.3. The controller's legitimate interest

This basis may apply, as appropriate, to:

• securing the website and the forms;

• preventing fraud, abuse or unauthorized use;

• the operational management of communications and requests received;

• defending our rights and legitimate interests.

5.4. Compliance with a legal obligation

In certain situations, we may process data to comply with obligations imposed by law, including tax, accounting, archiving, cooperation with public authorities or defense of our rights obligations.

6. What happens if you do not provide the data

To the extent that certain data are necessary to analyze your request, prepare a quote, assess an application or manage newsletter subscription, failure to provide them may make it impossible to process the respective request or continue communication.

7. Source of the data

In general, we collect the data directly from you when you:

• complete a form;

• subscribe to the newsletter;

• use the website;

• send us a message.

In certain limited cases, some technical or usage data may be generated automatically by the site's systems or by activated technical tools.

8. To whom we may disclose the data

We do not sell your personal data. We may transmit the data only to the extent necessary for the operation of the site, processing requests, providing services or complying with legal obligations.

The data may be communicated to the following categories of recipients, as applicable:

• the provider of the website and forms platform;

• e-mail and communication service providers;

• traffic analysis and measurement service providers;

• newsletter service providers, after they are selected;

• security and anti-spam service providers;

• IT, maintenance or technical support service providers;

• legal, tax or consulting service providers, if necessary;

• public authorities or competent institutions, when required or permitted by law.

Depending on the technical configuration active at the time the form is submitted, the data from the forms may be sent:

• by e-mail to the VTM team;

• through the forms platform used on the site;

• in a secured Google Sheets-type document or similar tool, if this option is enabled by the controller.

9. Tools and providers used on the site

The website may use, as applicable, certain technical and analytical services provided by third parties, including:

• the website building and operating platform;

• traffic and site performance analysis tools;

• tag management tools;

• behavioral analysis tools, if activated;

• the newsletter service provider, after its selection and implementation.

At the time this policy was drafted, the website is built on Framer infrastructure, and VTM may use or implement, as applicable:

• Google Analytics;

• Google Tag Manager;

• Microsoft Clarity, if activated;

• a newsletter provider to be selected later and integrated into the website.

Details regarding cookies and similar technologies are presented separately in the Cookies Policy.

10. International data transfers

Certain providers used by the website or by VTM may process data outside the European Economic Area.

In such situations, VTM will ensure that transfers are carried out in accordance with applicable law, by using appropriate legal mechanisms such as:

• adequacy decisions issued by the competent authorities;

• standard contractual clauses;

• other safeguards recognized by applicable law.

You may request additional information about these safeguards at gdpr@vtm.ro.

11. How long we keep the data

We keep personal data only as long as necessary for the purposes for which it was collected, in compliance with legal requirements and VTM's justified legitimate interests.

As a rule, we apply the following retention periods:

• data from the contact form: up to 12 months from the last relevant interaction;

• data from the quote form: up to 24 months from the last relevant interaction;

• data from the franchising form: up to 24 months from the last relevant interaction;

• data related to job applications: up to 12 months from the last relevant interaction;

• data for the newsletter: until unsubscription or until consent is withdrawn.

In addition, certain data may be kept for longer periods:

• if required by law;

• if necessary for the establishment, exercise or defense of a right;

• if necessary to comply with archiving, compliance or security obligations.

Upon expiry of the applicable period, the data will be deleted, anonymized or kept only in the minimum form required by law.

12. Your rights

Under the conditions provided by applicable law, you benefit from the following rights:

• the right of access to data;

• the right to rectification of inaccurate or incomplete data;

• the right to erasure of data;

• the right to restriction of processing;

• the right to object;

• the right to data portability, where applicable;

• the right to withdraw your consent, when processing is based on consent;

• the right to lodge a complaint with the competent data protection authority.

To exercise these rights, you may contact us at:
gdpr@vtm.ro

We will analyze the request and respond within the time limits set by law.

13. Supervisory authority

If you believe your rights have been violated, you have the right to contact the National Supervisory Authority for Personal Data Processing (ANSPDCP).

14. Data security

VTM adopts reasonable technical and organizational measures to protect personal data against:

• unauthorized access;

• misuse;

• unauthorized disclosure;

• accidental alteration, destruction or loss.

These measures may include, as applicable:

• restriction of access to data;

• internal control of access and workflows;

• use of appropriate technical providers;

• protection measures against spam and abuse;

• internal procedures for analyzing and managing incidents.

However, no system can guarantee absolute security. For this reason, we recommend that you send only the necessary information through the forms.

15. Data of minors

The website and the services presented on it are not intended for minors. VTM does not intentionally seek to collect data from minors. If you have reason to believe that a minor has sent us personal data without an appropriate legal basis, you may contact us at gdpr@vtm.ro.

16. Links to other sites

Our website may contain links to websites or platforms belonging to third parties. VTM does not control how these third parties process personal data. We recommend that you consult the privacy policies applicable to each external site accessed.

17. Changes to the policy

We reserve the right to periodically update this Privacy Policy to reflect legislative, technical, operational or commercial changes.

The updated version will be published on the website, and the date of the last update will be changed accordingly.

18. Contact

For questions regarding this Privacy Policy or how we process personal data, you may contact us at:

Vulpoi & Toader Management SRL
E-mail: dpo@vtm.ro
General e-mail: office@vtm.ro