Privacy Policy
Privacy Policy ROMDEF
The services and activities associated with ROMDEF, including this website, are developed by ROMDEF.
ROMDEF is committed to respecting and protecting the confidentiality and security of your personal information in accordance with Regulation (EU) 679/2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data ("GDPR"), Law No. 190/2018, and other applicable laws, generically referred to as GDPR legislation.
Accordingly, we take the necessary measures to process your personal data in accordance with the principles established by the data protection legislation applicable in Romania, including the GDPR.
Personal data means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
"Processing" means any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.
In this Privacy Policy, we explain what personal information we collect, how we collect it, and for what purposes.
This means, among other things, that:
we explain in detail the categories of personal information and how we collect them;
we clearly state the purpose and legal basis on which we process personal information;
we strive to limit the collection of personal information to what is necessary for legitimate purposes only;
we request your express consent to process your personal information in cases where your consent is required;
we implement appropriate security measures to protect your personal data and require the same from parties who process personal information on our instructions;
we respect your rights in relation to personal data, as described below.
Who is responsible for your personal data?
ROMDEF is established in accordance with the provisions of Government Ordinance No. 26/2000, headquartered in Bucharest. ROMDEF is responsible for the collection and processing of personal information in connection with this Privacy Policy.
What kind of personal data do we process?
If you are a user of our website
We process personal data representing your contact details, such as first and last name, home address, email address, and phone number, in case you would like us to respond to certain messages or questions related to ROMDEF's purpose and objectives.
We may also process other information such as the time and date of accessing the ROMDEF website and the IP address from which it was accessed. For details on this topic, please see our Cookie Policy.
You can choose at any time what personal data you wish to provide us. However, if you choose not to provide certain contact details, we may not be able to communicate with you.
Purpose of processing: We process your personal data to: (i) be able to respond to questions or messages received from you; (ii) monitor traffic in order to identify errors and/or any other malfunctions of the website.
Legal basis: (i) you have given your consent for the processing of data for the purpose of responding to your questions or messages; (ii) we base this data processing activity on our legitimate interest, namely providing you with a fully functional website by fixing any errors, as well as its continuous improvement.
If you are a prospective employee
We process the personal data from the CV you send us, as well as any other information submitted along with the CV.
Purpose: evaluating your job application.
Legal basis: entering into an individual employment contract.
If you are an employee
The privacy policy regarding employees is communicated at the time of hiring by signing an annex or an addendum to the individual employment contract, in which the purposes and legal grounds of processing are specified.
If you are a representative or contact person of ROMDEF members, or a guest
We process the first name, last name, position, contact details – phone, email – as well as any other data provided by you or by the ROMDEF member or guest you represent, in carrying out activities that fulfill ROMDEF's purpose and objectives.
Purpose: carrying out ROMDEF's activity in accordance with the association's purpose and objectives.
Legal basis: achieving ROMDEF's purpose and objectives as set out in the Articles of Association and Statute.
We may also take photographs or video recordings on the occasion of events organized by ROMDEF – conferences, sessions, working meetings – or events in which ROMDEF is involved and in which you participate. We will make sure you are informed in advance about the taking of photographs and/or video recordings at such events, and for online distribution we will explicitly request your consent (for objections regarding processed images, see "Right to object" in the "Your rights" Section).
Purpose: presenting the individuals involved in or supporting ROMDEF's activities and actions.
Legal basis: our legitimate interest in promoting ROMDEF's image.
If you are: (i) a collaborator/supplier/partner, natural person, (ii) a beneficiary of sponsorship or a scholarship, natural person, (iii) a representative or contact person of our partners/suppliers/collaborators/sponsors, legal entities
We process the first name, last name, position, as well as any other data provided by you or by the partner/supplier/collaborator/sponsor, legal entity, that you represent during negotiations and/or in legal relationships with ROMDEF.
Purpose: conducting legal relationships with our collaborators, sponsored individuals or scholarship beneficiaries, partners, or suppliers of goods or services.
Legal basis: performance of a contract or other legal act.
We may also take photographs or video recordings on the occasion of events organized by ROMDEF – conferences, sessions, working meetings – or events in which ROMDEF is involved and in which you participate. We will make sure you are informed in advance about the taking of photographs and/or video recordings at such events, and for online distribution we will explicitly request your consent (for objections regarding our photographs, see "Right to object" in the "Your rights" Section).
Purpose: presenting the individuals who contribute to ROMDEF's operation or whom ROMDEF supports through sponsorships or scholarships.
Legal basis: our legitimate interest in promoting ROMDEF's image.
If you are a participant in educational and/or informational events organized by ROMDEF or in collaboration with third parties (bodies, organizations, or authorities), consisting of campaigns/contests/other activities carried out online or in public or publicly accessible spaces
We may process the first name, last name, position, contact details, as well as any other data provided by you or by another person entitled to provide such data, and only to the extent that this data is necessary for the purpose for which it is processed.
Purpose: organizing and conducting educational and/or informational events, awarding prizes, as well as pre- and post-event communication, as applicable.
Legal basis: (i) you have given your consent for the processing of data for the purpose of being able to participate in such events and, as applicable, being awarded or recognized; (ii) our legitimate interest in raising the level of public knowledge and awareness in the field.
We may also take photographs or video recordings on the occasion of the aforementioned events in which you participate, organized by ROMDEF or in collaboration with third parties. We will make sure you are informed in advance about the taking of photographs and/or video recordings at such events, and that these will be distributed online or through other mass media.
Purpose: publicizing events organized by ROMDEF or in collaboration with third parties, in order to bring them to public attention.
Legal basis: our legitimate interest in promoting events organized by ROMDEF as a means of fulfilling one of its statutory objectives.
2. For all categories of persons listed above
We may also process your personal data for legal reasons.
Purpose: in certain cases, we must process the information provided, which may include personal data, in order to resolve legal disputes or complaints, for investigations and compliance with applicable legal regulations, to enforce an agreement, or to comply with requests from public authorities to the extent that such requests meet the conditions required by law.
Legal basis: the grounds for processing may be a legal obligation (where we have a legal obligation to disclose certain personal data to public authorities) or our legitimate interest in resolving any disputes and/or complaints.
3. How do we collect your personal data?
Your personal data is collected:
by filling in the Contact Form on the ROMDEF website;
by logging in through a social network: using Facebook, LinkedIn, or other social networks;
through cookies placed by ROMDEF or third parties on your computer or mobile device when you visit our website and accept cookies (see our Cookie Policy);
by submitting your CV and/or other documents required for employment;
in the process of concluding and performing contracts and other acts giving rise to legal relationships with ROMDEF in which you are also involved;
by expressing consent in a form that can be proven;
by collecting data for the purpose of participating in events/campaigns/contests organized by ROMDEF and, where applicable, awarding prizes to winners;
by collecting data from partners/collaborators/co-organizers/sponsors of the events/campaigns/contests you participate in, and for awarding prizes to winners. In any case, we assure you that data collected from third parties will be processed under the same conditions as if it had been collected directly from you;
by participating in events organized by ROMDEF or in collaboration with third parties, where access is free and which take place in public spaces.
We store and use only the personal information that is provided directly by you or that is provided to us for processing purposes as mentioned above, or as stated when you provide us with personal information.
We will not use personal information for any other purpose unless you have given us your prior consent.
If you are under 16 years of age, you will need to obtain the consent or authorization of your parents or the guardian responsible for any provision of personal data.
4. Who might we share your personal data with?
for ROMDEF's operation, in some cases we will need to send or receive certain personal data necessary for the performance of contracts or the fulfillment of other obligations arising from other legal relationships (e.g., software and IT suppliers, accounting services, medical services, legal services, recruitment services, public and business relations);
Suppliers/collaborators/partners: în vederea funcționării ROMDEF, în unele cazuri, va trebui să transmitem sau să primim anumite date personale necesare executării contractelor sau îndeplinirii altor obligații rezultate din alte raporturi juridice (e.g.: furnizori de software-uri, IT, servicii de contabilitate, servicii medicale, juridice, servicii de recrutare, relații publice și de afaceri);
ROMDEF members: for convening and conducting ROMDEF's general assemblies, the board of directors, and organizing and carrying out the activity of ROMDEF's sections and working groups;
Events: if you participate in certain events organized by ROMDEF or organized by ROMDEF in collaboration with third parties, your personal data provided for participation in the events may be shared with other organizers and, where applicable, with other event participants;
Co-sponsors/Patrons: in certain cases we sponsor or engage in patronage in the fields provided by law, and we may award prizes or scholarships in collaboration with other persons, in which case we may transmit your personal data for the purpose of carrying out the sponsorship/patronage, or awarding the prize or sponsorship;
Authorities and/or public institutions for: (i) compliance with legal provisions, (ii) responding to their requests, (iii) reasons of public interest (e.g., national security).
The confidentiality of your data is important to us, which is why, where applicable or required by GDPR legislation, the transmission of personal data as described above is carried out only under a confidentiality commitment from the recipients or a data processing agreement guaranteeing that such data is kept secure and that it is provided in accordance with applicable legislation and policies. In any case, we will only ever transmit or collect the information strictly necessary to achieve the respective purpose.
5. Transferăm datele dvs. personale în afara UE/SEE?
No, your data will not be transferred to countries outside the European Union or the European Economic Area.
6. Providing personal data of other individuals
If you provide us with the personal data of other individuals, please inform them, prior to such disclosure, of this fact and of how their data will be processed, as described in this Privacy Policy.
7. How long do we keep your personal data?
Your personal data is kept for the entire period necessary to achieve the purposes detailed in this policy, unless a longer retention period is required or permitted by applicable law (for example, payroll records are kept for 50 years).
We constantly review the need to retain your personal data, and to the extent that processing is no longer necessary and there is no legal obligation to retain the data, we will destroy your personal data as soon as possible and in a manner that ensures it cannot be recovered or reconstructed (for example, we will delete/destroy all data of individuals who were not hired following interviews, unless there is a genuine prospect of future employment).
If personal information is printed on paper, it will be destroyed in a secure manner that ensures it cannot be reconstructed, and if it is saved on electronic media, it will be deleted by technical means to ensure that the information can no longer be recovered or reconstructed afterward.
8. What are your rights?
As a data subject, you have the following rights under the GDPR:
Right of access: you may request from us (i) confirmation as to whether or not personal data concerning you is being processed and, if so, access to that data and information about it, as well as (ii) a copy of the personal data we hold about you (Art. 15 GDPR);
Right to rectification: you may inform us of any change to your personal data or ask us to correct personal data we hold about you (Art. 16 GDPR);
Right to erasure ("right to be forgotten"): in certain situations (such as (i) where the data was collected unlawfully, (ii) the retention deadline for the data has expired, (iii) you have exercised your right to object, or (iv) the data was processed on the basis of consent and you have withdrawn your consent), you may ask us to delete the personal data we hold about you (Art. 17 GDPR);
Right to restrict processing: in certain situations (such as where you contest the accuracy of the data or the lawfulness of processing), you may ask us to restrict the processing of your data for a certain period (Art. 18 GDPR);
Right to data portability: you may ask us to send your personal data to a third party or directly to you (Art. 20 GDPR);
Right to object: in certain situations (such as where processing is based on legitimate interest as the legal ground), you may ask us to stop processing your data (Art. 21 GDPR).
Where we use your personal data on the basis of consent, you have the right to withdraw that consent at any time. In such a case, your data will no longer be processed by us, unless a legal provision requires us to retain and archive it. In any case, we will inform you if such a legal provision exists and will state it explicitly.
9. Is your data safe?
We take the security of your personal data very seriously, which is why we take important security measures necessary to protect against unauthorized access to data or unauthorized alteration, disclosure, or destruction of data. This includes internal reviews of our data collection, storage, and processing practices and security measures, as well as physical security measures to protect against unauthorized access to the systems where we store personal data.
We also require our service providers and business partners to take all necessary measures to protect against unauthorized access to data or unauthorized alteration, disclosure, or destruction of data.
10. Links to other websites
Our website contains links to third-party websites. Please note that we do not assume responsibility for the collection, use, retention, sharing, or disclosure of data or information by such third parties. If you use or provide information on third-party websites, the terms and privacy policy of those websites apply. We advise you to read the privacy policy of the websites you visit before submitting personal data.
11. Complaints
If you have questions or concerns about the processing of your personal data, or if you wish to exercise any of the rights mentioned above, you are welcome to contact us by sending a request (i) by email to office@romdef.ro, or (ii) by mail or, on business days between 9:00 AM and 5:00 PM, directly at ROMDEF's headquarters, and we will respond within a maximum of 30 days of receiving the request.
Also, to the extent that you are not satisfied with how your request was resolved, you may file a complaint with the National Supervisory Authority for Personal Data Processing.
12. Changes to the Privacy Policy
This privacy policy may change periodically. You can learn about changes to the Privacy Policy by visiting our ROMDEF website.
If we make significant changes that will impact your rights and freedoms (for example, when we begin processing your personal data for purposes other than those specified above), we will contact you before we begin such processing.
Last updated: 13.05.2026
ROMDEF