Privacy policy

CONFIDENTIALITY POLICY AND PROTECTION OF CUSTOMER PERSONAL DATA

general information

OFFICE MAX SRL acts as a data controller according to the GDPR and, therefore, we are responsible for the processing of the data described below.

You are hereby informed about the processing of your personal data and your rights in relation to this processing, according to the General Data Protection Regulation ("GDPR") and applicable local legislation.

By visiting the site, by creating an account or filling in the contact or information request forms for the product, each Member or Customer expresses his consent for OFFICE MAX SRL to process his personal data, in accordance with the purposes stated in this Privacy Policy Confidentiality and Protection of Personal Data, in compliance with the provisions of Regulation no. 679 of April 27, 2016 regarding the protection of natural persons with regard to the processing of personal data and regarding the free circulation of such data and the repeal of Directive 95/46/EC (General Data Protection Regulation), in compliance with the provisions of Law no. 190/2018 on measures to implement Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and its repeal of Directive 95/46/CE (General Data Protection Regulation) and any other incidental legal provisions.

OFFICE MAX SRL processes data in a legal, fair and transparent manner. Data processing is carried out for specific, explicit and legitimate purposes. Data processing is adequate and limited, only in relation to the need to achieve the purpose for which they were collected. Personal data will be retained only for the period of time necessary to fulfill the purposes for which they are processed, and the processing will be carried out in an appropriate manner to ensure the security and integrity of the data. No data transfer will take place without adequate precautions.

OFFICE MAX SRL has implemented the necessary organizational and security measures for protection against unauthorized access, use, alteration or destruction of personal data according to international and national legal provisions in force. To protect the information collected for the purposes mentioned from the Member or Client.

OFFICE MAX SRL will not disclose the personal data collected through the www.omax.ro website, with the exception of authorized employees and contractors/partners who have the capacity of authorized persons (accounting) who need these data to process them in the name of OFFICE MAX SRL or if the disclosure obligation represents a legal obligation of OFFICE MAX SRL or its employees or contractors/partners. OFFICE MAX SRL, together with its collaborators (authorized persons), assumes responsibility for the implementation of appropriate technical and organizational measures regarding the protection of confidentiality and security of personal data.

OFFICE MAX SRL processes personal data for the following purposes and legal grounds:

• for the purpose of executing the contract: to ensure the client's access to the service, in order to validate, send and invoice the orders to him or to solve cancellations or problems of any nature related to an order or a contract, to the services or products purchased by him;
• based on the website user's consent, to contact him, to provide information on Office Max activities and/or the products sold, at his voluntary request;
• based on the express consent of the website user for marketing purposes, for sending newsletters, in an exclusively electronic format;
• in the legitimate interest of the Operator, to improve the services offered to Customers or Members, including but not limited to contacting them for the evaluation of purchased products, for the transmission of customized communications periodically, based on the appropriate relationship between OFFICE MAX SRL and the CLIENT/MEMBER, in compliance with the provisions applicable laws in the field of data protection.

For requests related to data processing, you can contact us at any time by e-mail at data.protection@officemax.ro .

Information about the data collected, the basis of processing Customers, Suppliers, Other Business Partners

Marketing and Customer Analysis

We will process your personal data for commercial, financial, logistical transactions necessary for the execution of the contract and for customer relations, obtaining special offers and data analysis.

This includes market research, customer opinion surveys, customer analytics, customer segmentation and legal entity profiling to determine customer purchasing behavior and activity, repeat purchases of certain goods and purchase data.

We may also contact you for this purpose by email, SMS, telephone, or post/courier. For the purposes mentioned above, your data will be stored in our database and enriched with data collected from public sources (for example, Trade Register, ANAF, public registers).

Recipients of the Data

The processing of personal data may also involve other service providers such as courier services or other business services, on-site services, support reports, assistance for prices/manufacturer guarantees, logistics services, service, etc.). all of them being processors defined according to art. 28 GDPR.

Through contractual regulations, Office Max ensures that these service providers process personal data in accordance with European data protection legislation, to guarantee a high level of data protection, even if the personal data is transferred to a country in which another level of data protection is usually used and for which there is no adequacy decision of the EU Commission. Data transfers can only be made to legal partners and beneficiaries, and no other personal data transfers are made to other recipients, unless Office Max has this obligation by law.

Mandatory/Voluntary Provision of Data and Duration of Storage

OFFICE MAX SRL collects, based on the voluntary provision of the data subject, personal data and the types of data collected depend on the nature of the way the website visitor wishes to interact with www . omax.ro . Thus, for the registration of a new account, the name, first name, e-mail address and telephone number are collected, data used later to complete and send the order; in order to be contacted by OFFICE MAX SRL for any questions or information regarding the products sold, the name, first name and e-mail address are collected; for marketing purposes, the name, first name and e-mail address are collected.

After concluding a contract with you for the processing of customer registration, the following data is required: customer name (= your company name), industry, legal form, registered office address, tax address, delivery address, business phone/fax numbers, code of VAT registration, the identification data of authorized persons for purchases, technical contacts, collection, services, delivery, other specific obligations/services, as appropriate, and for financial and legal relations, the functions of these persons, proof of the existence of your company.

OFFICE MAX SRL may involuntarily collect other data that do not lead to the unique identification of the person concerned (time of visit, place from which access is made, name and version of internet browser, operating system, including other technical parameters) provided by the internet browser through through which access to the site is made and can be used by OFFICE MAX SRL to improve the services offered to its Customers or Users.

Also, OFFICE MAX SRL may involuntarily collect information that could lead to the identification of www visitors . omax.ro such as the IP address. OFFICE MAX SRL will not use such information to identify website visitors and will not make such information public, other than under the conditions described in this Privacy Policy;

OFFICE MAX SRL can obtain data from the financial institution through which the purchase is made www.omax.ro , if the payment is made online by bank card or payment order;

Data Archiving Period

The personal data processed by OFFICE MAX SRL are retained for a period between 3 and 10 years, depending on the purpose of collecting the personal data, as follows: the data provided through the order form will be stored for a period of 10 years at the time of collection, the data provided to create an account will be retained for a period of 3 years from the Member's last login, the data provided by completing the contact form or requesting information for the product for a period of 3 years from the time of collection, the data processed for marketing purposes based on the express consent of the person concerned until the consent is withdrawn, and the data processed for marketing purposes in the legitimate interest of the Operator for a period of 5 years calculated from the moment of the last purchase from www.omax.ro .

*With the exception of explicitly concluded contracts with different archiving periods.

This duration may change with legislative changes regarding the archiving of fiscal-accounting or legal documents.

Your rights

As a data subject, you have the following rights in relation to OFFICE MAX SRL, operator of personal data:

1. The right of access means the right of the Member or the Client to obtain a confirmation from OFFICE MAX SRL that the personal data concerning the person in question are being processed or not and, if so, access to the respective data and information regarding the method can be obtained in which the data are processed.
2. The right to data portability refers to the right to receive personal data in a structured, commonly used and machine-readable format and to the right to have this data transmitted directly to another operator, but only if this is feasible from technical point of view.
3. The right to opposition refers to the Member's or Client's right to oppose the processing of personal data when the processing is necessary for the performance of a task that serves a public interest or when it considers a legitimate interest of the operator. When the processing of personal data is aimed at direct marketing, the Member or Client has the right to oppose the processing at any time.
4. The right to rectification refers to the correction, without undue delay, of inaccurate personal data. The rectification will be communicated to each recipient to whom the data was sent, except in the case where this proves impossible or involves disproportionate efforts on the part of OFFICE MAX SRL.
5. The right to delete data ("the right to be forgotten") means the right of the Member or the Client to request the deletion of personal data, without undue delay, if one of the following reasons applies: they are no longer necessary for fulfilling the purposes for which they were collected or processed; the person in question decides to withdraw his consent and there is no other legal basis for the processing; the person in question opposes the processing and there are no legitimate reasons to prevail; personal data were processed illegally; personal data must be deleted to comply with a legal obligation; personal data were collected in connection with the provision of information society services. If you wish to exercise this right, please contact us through the following link: https://omax.ro/pages/gdpr .

6. The right to restrict the processing can be exercised if the Member or the Client disputes the accuracy of the data processed by OFFICE MAX SRL, for a period that allows the verification of the correctness of the data; the processing is illegal, and the person in question opposes the deletion of personal data, requesting the restriction instead; in the event that OFFICE MAX SRL no longer needs the personal data for the purpose of processing, but the person in question requests them for establishing, exercising or defending a right in court; in case the person opposed the processing for the time interval in which it is checked whether the legitimate rights of OFFICE MAX SRL prevail over those belonging to the Member or the Client.
7. The right to file a complaint with the National Supervisory Authority for the Processing of Personal Data (ANSPDCP) . In the situation where it is considered that the rights provided for in Regulation no. 679/2016 were violated, any person concerned has the opportunity to address ANSPDCP by filing a complaint.

The contact details of ANSPDCP are as follows:

Bucharest, B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, postal code 010336;
Telephone: +40.318.059.211/+40.318.059.212; Fax: +40.318.059.602;
Email: anspdcp@dataprotection.ro; Website: www.dataprotection.ro.

To exercise your rights under the GDPR, you can contact us at any time and free of charge by sending a notification to the email address: date. protection @officemax.ro .

Due to ongoing legislative changes, it may become necessary to amend these data protection notices. In this case, you will find the changes in the GDPR section, available online. To the extent that the changes affect processing based on your consent, we will request your new consent, if necessary.

Natural persons:

We use your data for fiscal and legal reporting purposes, or in legitimate interest, only with your consent, depending on their nature.

For example:

email address

If you have provided your email address, we will use it to send you order information, package tracking in integrator applications/courier companies, informative emails about our products and services, as well as periodically published articles and resources on this one.

For online payments, your email address will be passed on to the online payment processor. The e-mail address will be used for e-marketing campaigns on social networks to promote the site only if you agree with this type of use.

First Name and Last Name

If you have provided your first and last name, we will use this data to process orders and issue invoices, couriers, to personalize the emails you receive from us.

Phone number

If you have provided your phone number, we will use this data to contact you quickly, by phone, text or WhatsApp for the purpose of placing the order and delivery. The phone number will be used for e-marketing campaigns on social networks to promote the site, as well as to send you SMS and WhatsApp messages with promotional offers, news and events, if you have opted for this.

Billing Information

If you have provided invoicing information (including VAT ID, Trade Register Registration Number, head office address, bank account, bank name, name of legal representative, position of legal representative), we will use this data to issue the invoice related to the order placed on the site- our These data will be saved in our ERP system and will be correlated with the tax data available in the available public tax vector.

Sharing of Personal Data

We have not sold, do not sell and will never sell your data to third parties.

Please set your cookie options independently for maximum representativeness and confidentiality of your data.

We have taken all technical measures so that you are not obliged to provide us with any information that is not necessary. It's good to know that without this minimal information, certain parts of our website may not work properly, we may not be able to collaborate or inform you about our services and products that you may be interested in or process your orders placed.

For any questions in this context or clarifications, do not hesitate to contact us at data.protection@officemax.ro .

12.03.2024