01 Privacy policy
Who we are
The data controller is the company that runs topsistem.ro and sipca.ro:
- Company
- S.C. TOP PROFIL SISTEM S.R.L.
- Registered office
- Șoseaua Olteniței 243, 077160 Popești-Leordeni, Ilfov, Romania
- VAT number
- RO 23118944
- Trade Register no.
- J2008001896233
- Phone
- +40 374 469 680 (Mon–Fri 08:30–17:00, Sat 08:30–13:00, Romanian time)
- Email for personal data
- sipca@topsistem.ro (subject: “Personal data”)
We are not legally required to appoint a data protection officer (DPO). You can send any request about your data to the email address above.
02 Privacy policy
What data we process
This site has no customer accounts and does not sell online. We only process the data you send us and the technical data the site needs to run:
- Form data: name, phone, email, company, town or region, type of business and project details, sample colours and the delivery address for samples. With each enquiry we also receive the page you sent it from and, if your browser passes it on, the page or site that brought you there (for example a search engine), so we know which pages bring enquiries.
- Files you attach, for example a project site plan. Please do not include other people’s personal data in them unless it is necessary.
- Correspondence with us: emails and phone calls.
- Technical data: IP address, browser type and server access logs, collected by our hosting provider for security.
Providing data is voluntary. Without a name and a way to contact you, we cannot answer your request.
03 Privacy policy
Why we process it and on what basis
| Purpose | Legal basis (Art. 6 GDPR) | How long |
|---|---|---|
| Answering requests for quotes, samples, data sheets and partnerships | Art. 6(1)(b), steps before entering into a contract, and Art. 6(1)(f), our legitimate interest in answering company representatives | For as long as the conversation lasts; if no business follows, at most 2 years from the last contact |
| Working with partners: quotes, orders, deliveries | Art. 6(1)(b), performance of a contract | For the duration of the partnership and the product warranty |
| Invoicing and accounting obligations | Art. 6(1)(c), legal obligation | 5 years; annual financial statements 10 years (Romanian Law 82/1991) |
| Site security and abuse prevention | Art. 6(1)(f), legitimate interest | A short period (technical logs) |
| Establishing, exercising or defending legal claims | Art. 6(1)(f), legitimate interest | For the applicable limitation periods |
We do not use form data for newsletters, advertising or profiling, and we make no automated decisions that affect you.
04 Privacy policy
Phone calls and factory visits
Our phone number, +40 374 469 680, runs through the Daktela call-centre system. Calls may be recorded for quality, training and as a record of requests; you are told at the start of the call and you can object (Art. 6(1)(f) GDPR). Recordings are kept for a limited period.
Our premises in Popești-Leordeni use video surveillance (CCTV) for the safety of people and property. Monitored areas are signposted, and footage is normally kept for no more than 30 days.
05 Privacy policy
Cookies
topsistem.ro uses no cookies and no analytics or advertising tools. See the cookie policy for details.
06 Privacy policy
Who we share data with
We do not sell data. We pass it only to providers who help us operate, as far as necessary and under data processing agreements (Art. 28 GDPR):
- Website hosting and spam protection for forms (Cloudflare Turnstile): Cloudflare, Inc.
- Call centre: Daktela, for phone calls.
- Handling the requests sent through the form: monday.com Ltd., where requests arrive.
- WhatsApp messages: WhatsApp Ireland Limited (Meta), if you message us on WhatsApp.
- Our internal email systems, for corresponding with you.
- Couriers, only for sending samples: name, address and phone number.
- Advisers (accountants, auditors, lawyers) and public authorities, where the law requires it.
07 Privacy policy
Transfers outside the EU/EEA
Cloudflare, monday.com and WhatsApp (Meta) may also process data outside the European Economic Area, including in the United States and Israel (which has a European Commission adequacy decision). These transfers use the safeguards in Articles 44–49 GDPR: the adequacy decision for the EU–US Data Privacy Framework and/or the standard contractual clauses approved by the European Commission. You can ask us for a copy of the safeguards that apply.
08 Privacy policy
How we protect data
We use encrypted connections (HTTPS), give access to data only to the people who need it, and have processing agreements with each provider (Art. 32 GDPR).
09 Privacy policy
Your rights
- Right of access: to find out what data we hold about you and receive a copy.
- Right to rectification: to correct inaccurate or incomplete data.
- Right to erasure, under the conditions set by law.
- Right to restriction of processing (Art. 18 GDPR).
- Right to data portability.
- Right to object to processing based on legitimate interest, including call recording.
- Right to withdraw consent at any time, where processing is based on it.
Send your request to sipca@topsistem.ro. We reply free of charge within one month. We may ask for more information to confirm your identity.
10 Privacy policy
Complaints
Please write to us first; we try to resolve any problem quickly. You always have the right to complain to the supervisory authority or to go to court:
- Authority
- Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP)
- Address
- B-dul G-ral Gheorghe Magheru 28-30, Sector 1, 010336 Bucharest, Romania
- Web
- www.dataprotection.ro
- anspdcp@dataprotection.ro
- Phone
- +40 318 059 211
11 Privacy policy
Children
This site is for companies and professionals. We do not knowingly collect data from anyone under 16; if you notice this has happened, tell us and we will delete it.
12 Privacy policy
Changes
We may update this policy when what the site does or the legal requirements change. The version that applies is the one on this page, with the date of the last update shown at the top.