Your Privacy is Important to Us

Our Privacy Policy

We take outmost care to process personal data in accordance with the principles of the data protection legislation, including (EU) Regulation 2016/679 on the protection of natural persons, with regard to the processing of personal data and on the free movement of such data. (“GDPR”)

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On this page, you will learn about:

the purposes for which we collect and use personal data

the processing grounds for such purposes

the categories of personal data we collect and process

the duration of processing of personal data

your rights & how you can exercise them

to whom we may disclose personal data.

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Your privacy is one of our fundamental commitments at Softelligence. This privacy policy regards the personal data of our clients, business partners, other persons contacting and visiting us and of the representatives thereof, potential employees, interns, associates or persons attending events organized by or with the involvement of Softelligence, and it applies to data collected through our websites, www.softelligence.net and/or www.softelligence.uk, as well as to all other personal data we collect through e-mail or other off-line contacts or in the context of events or interactions organized by or with the involvement of Softelligence.

Data Purposes, Grounds and Categories

Providing the services requested from us

We use your relevant personal data in order to prepare and provide the services requested from us.

For instance, in preparing materials required during the course of discovery, offer preparation, negotiation, proof-of-concept, demonstration, solution architecture and design, implementation, troubleshooting, improvements, upgrading etc., we may have to rely on your personal data of relevance for your benefit.

We rely in this case on the fulfillment of our agreement as grounds for processing.

Communicating with you

We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters.

Contact details

We rely in this case on the fulfillment of our agreement as grounds for processing

Sending newsletters

We may also use your contact details in order to send you our specialized newsletters, on relevant technology developments, potential benefits and news, but only if you have subscribed and, hence, given your express consent to such processing.

The categories of data processed in the context of our relationship with you are your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us.

In this case, the grounds for processing is the express consent for such processing. You can always withdraw your consent expressing thereby your option of not receiving our newsletters in the future by clicking “Unsubscribe” when you receive the respective e-mail or by writing at office@softelligence.net

Maintaining our contractual relationship with you

We use your relevant personal data in order to maintain our contractual relationship with you.

Contact details

We rely in this case on the fulfillment of our agreement as grounds for processing.

Carrying on the recruitment process to fill a position within Softelligence

We use your personal data in order to carry out the recruitment process, to evaluate and manage your application, to determine if your application is suitable for a position within Softelligence, including in relation to our internship program. If you are not selected for the position for which you applied / for which we initially evaluated your application, we will consider your personal data in future recruitment processes, for other positions within Softelligence similar to those for which you have initially applied / for which we initially assessed your application, but only if you do not object to such processing of your personal data, exercising your right to object according to the information in this Privacy Policy. In all cases, we will also process your personal data to document how we carried out the recruitment process. This section is supplemented by specific information that may be adopted and communicated by Softelligence to applicants for certain positions within the Softelligence. The categories of data processed in the context of our relationship with you are or may be: Categories of data you provide directly to Softelligence: your name, surname, e-mail, phone, fax, address, home address, date and place of birth, , education and training details, professional qualifications, professional experience, previous collaboration with other employers / collaborators, information on involvement in certain professional projects or activities, results of written and practical tests in professional examinations or certifications, recommendations, salary expectations, as well as other personal data you may provide directly to us; Categories of data we process about you from third parties, including publicly available sources: name, surname, photos, professional experience, previous collaboration with other employers / collaborators, information on involvement in certain projects or professional activities, data on marital status and family life, data on social and private life, publishing activity, participation in conferences, round tables and other specialized or social events, telephone, e-mail, home address, interactions in the context of previous employment relationships or collaboration. These categories of personal data are or can be processed from the following sources: websites specialized in recruitment services (BestJobs, eJobs, cariere.juridice.ro, bizlawyer.ro), social networks (Facebook, Linkedin, Instagram) , professional networks (bar association, UNBR, INPPA), references, online professional magazines, online press, websites of former or current employers or collaborators, other sources offered by Google search tools. The volume and nature of the categories of personal data that we will process during the recruitment process may differ, depending on the position within the Softelligence for which you applied / for which we analyzed your application. In such case, the grounds for the processing is the legitimate interest of Softelligence which consists in taking the necessary steps to fill the available positions within Softelligence and to document how we conducted the recruitment process. If you were selected to hold a position within Softelligence, in order to complete the necessary formalities for initiating the contractual relationship with you, we will process your personal data based on the agreement that will be concluded with you.

Ensuring security

We use your personal data in order to ensure the security of our premises, assets and personnel.

The categories of data processed in this context are your name as well as other personal data you may provide directly to us.

In this case, we base our data processing on the legitimate interest of Softelligence, namely the protection of such premises, assets and personnel.

Visiting our internet sites, softelligence.net or softelligence.uk

We use the personal data we collect from you when you visit our internet site, www.Softelligence.ro, and the site of our data protection blog, www.privacyoutloud.ro in order to monitor the traffic and improve the content of the website. For these purposes, we use cookies, as detailed in the Cookies Policy.

The categories of data processed in this context are the hour and date of accessing the Internet website and the IP address from which our Internet website was accessed.

We base this data processing activity on our legitimate interest in ensuring the proper functioning of our Internet website, as well as its improvement.

Organizing events by or with the involvement of Softelligence

We may process some of your data in the context of events organized by or with the involvement of Softelligence. The categories of data processed in this context are your photo / video image as well as other personal data that may be provided to us by you directly or by the organizer of the event you attended, as the case may be. In this case, we base our data processing on the legitimate interest of Softelligence of raising awareness about the relevant developments in the legislation, case law, and authorities’ practice on juridical, fiscal and intellectual property matters, according to our area of activity.

Photographs / video recordings

We may process some of your personal data in the context of taking photos / video recordings with the participants at the events organized by or with the involvement of Softelligence. The categories of data processed in this context are your photo / video images as well as other personal data you may provide directly, at your own initiative. In this case, the legal bases are the following: For overview/ panoramic images/ video recordings, we base our processing on our legitimate interest in conducting and promoting the events. For close-up photos/ video recordings, we base our processing on your consent, expressed including through gestures, behavior (e.g. your posture in the photo / video recordings). If you do not want to appear in such photos/ video recordings, you always have the possibility to address the photographer directly.

Organizing webinars

Documenting and improving the quality of the events (webinars) that we organize; promoting Softelligence by means of disseminating the webinars. If you connect to the webinar as a participant: We process the following categories of personal data: e-mail address in order to send the webinar invitation and to facilitate your connection; the name and surname that you decide to use for connecting to the webinar. If, however, you do not want your name and surname to be captured, you may access the webinar solely by indicating the name of the entity on whose behalf you are connecting. Most of the webinars we orgnanize are recorded, and you will be informed about this and be offered the possibility to refuse the participation. In regording the webinars, we generally record the presentation screen and the video streams and the audio streams of the presenters. If you attend a recorded webinar and you wish to ask a question, your video and / or audio stream will also be recorded in the webinar. If you participate as a panelist/presenter: We process the following categories of personal data: your e-mail address in order to send the webinar invitation and to facilitate your connection; the name and surname that you decide to use for connecting to the webinar; the function you hold, the name of the entity for which you work, the topic of the presentation. If the webinar is recorded, we will inform you in advance. In such a case, we will process your voice and/or image. In all cases, we may process any other categories of personal data that you decide to provide directly, in the context of the webinar, including by your interventions within the webinar (e.g. data resulting from the presentation you are sustaining or from the questions being posed by e-mail or directly during the webinar). The grounds for processing for webinars are legitimate interest. The legitimate interest results from the necessity to maintain a record with the persons participating in the webinar, to facilitate access thereof and to prevent any potential security issues. If, however, you do not want your name and surname to be captured, you may access the webinar solely by indicating the name of the entity on whose behalf you are connecting. If the webinar is recorded, we process the following categories of personal data based on your consent: voice and/or image. We consider you are expressing consent by connecting to the webinar with the audio and/or video functions activated. If you do not agree with the recording, please connect with these functions deactivated. If you connected with the functions activated, you may change your mind at any time and deactivate them – in this scenario we will stop recording you from the moment you withdraw your consent by deactivating the functions. We process your voice and/or image on the basis of the consent you express and communicate to Softelligence. You may withdraw your consent at any time, such withdrawal producing effects for the future.

Managing data subjects rights provided under GDPR

We may also process your data in the context of managing requests regarding data subjects rights provided under GDPR. The categories of data processed in the context of our relationship with you are your identification data, as well as other personal data you may provide directly to us, as needed to fulfill these purposes. In such case, the grounds for processing is the legal obligation.

Changes in structure or similar transactions involving any Softelligence entity

We may also process your data in the context of changes in structure or similar transactions involving any Softelligence entity. The categories of data processed in this context are your identification data, as well as other personal data either you or the parties to such agreement may provide directly to us, as needed to fulfill these purposes. In this case, the grounds for processing may be represented by the legal obligation (in case Softelligence is legally obliged to disclose certain personal data to public authorities), the performance of the agreement concluded by Softelligence in the context of such transaction (if you are a party to such agreement) or the legitimate interest of Softelligence to carry out the transaction in the most effective manner (in the rest of the cases).

Changes in structure or similar transactions involving any Softelligence entity

We may also process your data in the context of changes in structure or similar transactions involving any Softelligence entity. The categories of data processed in this context are your identification data, as well as other personal data either you or the parties to such agreement may provide directly to us, as needed to fulfill these purposes. In this case, the grounds for processing may be represented by the legal obligation (in case Softelligence is legally obliged to disclose certain personal data to public authorities), the performance of the agreement concluded by Softelligence in the context of such transaction (if you are a party to such agreement) or the legitimate interest of Softelligence to carry out the transaction in the most effective manner (in the rest of the cases).

When the data are required directly from you, Softelligence kindly asks you to provide all categories of personal data we request in the aforementioned purposes, as otherwise we shall not be able to carry out our activity (including, among others, to provide you with our services).

 

If you provide to Softelligence the personal data of other natural persons, we kindly ask you to communicate to them before such disclosure the modality in which Softelligence intends to process their personal data, as described in this Privacy Policy.

 

While as a rule we shall not disclose your personal data to any third parties, we may:

 

disclose your contact details to our affiliates within Softelligence, to our contractual partners and to our service providers (including data processors);

 

if in your interest and necessary, disclose relevant personal data to courts of law and arbitration panels or relevant authorities, in the context of providing the services you have requested from us;

 

disclose relevant personal data to the clients who provided your personal data in the context of providing the services requested from us, if it is necessary to fulfill these purposes;

 

In the context of organizing events (including webinars) by or with the involvement of Softelligence we may:


disclose photo / video images by publishing such images on our site, softelligence.net, or on social platforms like LinkedIn, YouTube or Facebook. In addition, we may transmit photo/video images to the following categories of recipients: persons who participated at the event; persons who registered for the event but were unable to participate; professional organizations; contractual partners or data processors of Softelligence with whom we collaborate in the context of events; our affiliates within Softelligence.


disclose data regarding persons who participated at the event to the panelists/presenters of the event.

 

Duration of processing

 

We intend to keep your personal data for the duration of the business agreement and/or business communication period, as well as afterwards, according to our internal policies and the legal obligations incumbent upon us.

 

In case the data are not collected in the context of an assistance agreement, such data will be kept for as long as necessary in order to attain the purpose of the envisaged data collection (e.g.: 75 years for data included in the personnel file; 10 years for data of unselected applicants who have applied for a position or for an internship, respectively 1 year for the data of other applicants – during this period the applicants’ data can be taken considered in subsequent recruitment processes, but only in the absence of applicants’ objection to such processing; 3 years for documenting how the recruiting processes were carried out; 3 years for photo / video images recorded in the context of events organized by or with the involvement of Softelligence).

Your Rights and Options

Right of access

Allows you to obtain confirmation that your personal data are being processed by us and, if affirmative, the relevant details of such processing activities.

Right to rectification

Allows you to rectify your personal data if inaccurate.

Right to erasure

Allows you to obtain the erasure of your personal data in certain cases (e.g., if the data are no longer necessary in relation to the purposes for which it was collected).

Important! We will not be able to act on such requests in all cases, such as where the law compels us to keep data for a certain period, or where the data are necessary for a legitimate interest such as the defense of a right in court.

Right to restriction

Allows you to request us not to use your personal data in any way except to store it until another request from you is resolved, namely: (i) you have requested the rectification of the data; (ii) you have opposed the erasure of the data in the case of unlawful processing; (iii) you have required us to provide you with certain data for the defense of a right; (iv) you have objected to the data processing.

Right to portability

Allows you to receive the personal data concerning you that you have provided to us, in a structured, commonly used and machine-readable format or to transmit this data to another data controller. Important! The law compels us to act on such requests only for the data previously processed based on your consent or on the performance of the contract concluded with us and only if the processing is carried out by automated means.

You also have the right to file a complaint with the data protection authority, having its headquarters at 28-30 G-ral Gheorghe Magheru Bld. District 1, Bucharest, 010336, Romania.

We are committed to always treat your requests with the utmost attention and address any queries you may have in the shortest time possible.

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    global hq & uk office London, United Kingdom

    New Broad Street House, 35 New Broad Street, London, EC2M 1NH

    romania hq & delivery center Bucharest, Romania

    4D Gara Herastrau Street, 2nd Floor
    Building C, 020334

    +40 31 425 19 08

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    +40 35 142 36 80

    let’s get in touch E-mail us at

    accelerate@softelligence.net