Privacy Policy

Effective Date: 23 August 2025

1. An Overview of Data Protection

General Information

The following information provides a simple overview of what happens to your personal data when you visit this website. Personal data is any data with which you can be personally identified.

Data Collection on This Website

The data processing on this website is carried out by the website operator: Vocea Românilor
Friedrich-Ebert-Straße 68, 47179 Duisburg, Deutschland
Email: office@vocearomanilor.com

2. General Notes and Mandatory Information

Data Protection

The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations (GDPR/DSGVO) and this privacy policy.

SSL or TLS Encryption

For security reasons and to protect the transmission of confidential content, such as orders or inquiries you send to us, this site uses SSL or TLS encryption. You can recognize an encrypted connection by the change in the address line of the browser from "http://" to "https://" and by the lock symbol in your browser line.

3. Personal Data We Collect

We collect different categories of personal data depending on how you use our website and services:

• Identification and Contact Data: name, address, email address, telephone number.
• Account Data: login credentials, profile details, payment identifiers.
• Transaction Data: payment amounts, billing information, payment confirmation.
• Usage and Technical Data: IP address, browser type, operating system, access times, pages viewed.
• Uploaded Documents: any files you choose to submit via our secure portal, including scans of identity papers or supporting documents.
• Communication Data: content and metadata of email correspondence and support tickets.

4. Data Collection via our Website

Contact Form

If you send us inquiries via the contact form, your details from the inquiry form, including the contact data you provided there (Name, Surname, Email, Phone, Theme, and Message), will be stored by us for the purpose of processing the inquiry and in case of follow-up questions. We do not pass on this data without your consent.

The processing of this data is based on Art. 6 (1) lit. b GDPR if your request is related to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective processing of the inquiries addressed to us (Art. 6 (1) lit. f GDPR).

Registration on this Website

You can register on our website to use additional functions. We use the data entered for this purpose only for the use of the respective offer or service for which you have registered. The mandatory information requested during registration must be given in full.

Cookies

The website uses cookies to store information about your preferences (language, regional settings, login status) on your computer to provide you with a better experience on our website.

Third Party Services

From third parties such as payment service providers and hosting partners.

5. Purposes of Processing your Data

Your personal data is processed solely for the following purposes:

• To register and authenticate user accounts.
• To facilitate payment processing and manage billing.
• To provide document review, translation aid, and advisory services.
• To secure our systems, prevent fraud, and detect unauthorized activity.
• To communicate with you regarding your requests, support inquiries, and service updates.
• To comply with legal obligations, such as retaining transaction records for tax and audit purposes.
• To improve our website and offerings through aggregated, anonymized analytics.

6. Legal Basis for Processing

We rely on the following legal grounds under Article 6 of the GDPR:

• Contract Performance (Art. 6(1)(b)): processing necessary to fulfil our service agreements.
• Legitimate Interests (Art. 6(1)(f)): ensuring platform security, preventing misuse, and enhancing user experience.
• Legal Obligations (Art. 6(1)(c)): fulfilling statutory retention requirements.
• Consent (Art. 6(1)(a)): where we ask for your explicit permission (e.g., marketing communications).

7. Cookies and Tracking Technologies

We use cookies and similar tools to analyze site performance and personalise your experience:

• Essential Cookies: enable core functionality such as login and document uploads.
• Performance Cookies: collect anonymous usage statistics for optimization.
• Functional Cookies: remember preferences (e.g., language settings).

You may adjust your browser settings to block or delete cookies, but this may affect site functionality.

8. Disclosure of Personal Data

We may share your data with trusted third parties in strict accordance with this policy:

• Payment Processors: to complete and verify transactions.
• Hosting and Cloud Providers: to store and secure data.
• Professional Advisers: such as auditors or legal counsel, under confidentiality obligations.
• Authorities and Courts: when required by law or to protect our legal rights.

9. Data Security

We implement technical and organizational measures to protect your data:

• Encryption of data in transit using TLS/SSL.
• Encryption of stored data using AES-256 standards.
• Firewalls, intrusion detection systems, and regular security assessments.
• Access controls limit data handling to authorized personnel only.

10. Data Retention

We retain your personal data only as long as necessary for the purposes outlined above and to comply with legal obligations:

• User account information is kept until you request deletion or the account is inactive for five years.
• Transaction records are retained for ten years for tax and audit compliance.
• Support communications are archived for three years.
• Uploaded documents are deleted on secure schedules once the service is complete, unless laws require longer retention.

11. Your Statutory Rights

You have the following rights regarding your personal data:

• Right to information: You can request details about the data we store.
• Right to rectification: You can request that incorrect data be corrected.
• Right to erasure: You can request the deletion of your data ("Right to be forgotten").
• Right to restriction of processing: You can request that we limit how we use your data.
• Right to data portability: You can request your data in a machine-readable format.
• Right to object: You can object to the processing of your data based on legitimate interests.

12. Exercising Your Rights

To exercise any of these rights, please submit a written request to privacy@vocearomanilor.com. We will respond within one month of receipt, or notify you if we require additional time (maximum two further months). You may also lodge a complaint with the Hamburg Data Protection Authority (Hamburgische Beauftragte für Datenschutz und Informationsfreiheit) if you believe your data protection rights have been infringed.

13. Children’s Privacy

Our services are not directed to minors under 16 years without parental consent. We do not intentionally collect data from children. If you become aware that a child has provided us with personal data, please contact us to request deletion.

14. Changes to This Policy

We may amend this Privacy Policy to reflect changes in our practices or legal requirements. The effective date at the bottom will be updated. We encourage you to review this page periodically to stay informed.

15. Contact Information

For all privacy-related inquiries, please contact:

Data Protection Officer
Vocea Romanilor din Germania Friedrich-Ebert-Straße 68
47179 Duisburg
Germany
Email: office@vocearomanilor.com
Telephone: +491621844506