Privacy policy

1. Data controller

The controller of your personal data is:

• OMNIOFFICE ROMANIA S.R.L.
• Registered office: Calea Victoriei 145, Victoria Center, Sector 1, București, România
• Tax ID (CUI): 52498715
• Trade Register no.: J2025069359005
• Email: contact@omnioffice.ro
• Phone: +40 746 664 325

For any question about how your personal data is processed, contact us at the email address above.

2. What personal data we process

Depending on how you use the site, we may process the following categories of data:

• first and last name;
• company name;
• email address;
• phone number;
• the content of messages sent through the contact form;
• information about the services you are interested in;
• IP address;
• device type, operating system and browser;
• billing details (company name, address and tax ID) when you pay for a conference room online;
• information collected through cookies and similar technologies.

Providing data through the contact form is voluntary, but it is needed for us to answer your request.

3. Purposes and legal bases of processing

Handling requests

Data sent through the contact form, by email or by phone is processed to:

• answer requests;
• provide information about OmniOffice services;
• prepare and send an offer;
• arrange a meeting or a viewing;
• continue the business conversation.

The legal basis is taking the steps you request before entering into a contract, and the Controller's legitimate interest in handling requests and business communication.

Concluding and performing a contract

If you decide to use OmniOffice services, your data may be processed to:

• prepare documents;
• conclude the contract;
• provide the services;
• manage payments and the business relationship;
• resolve any complaints.

The legal basis is that processing is necessary to conclude and perform the contract.

Legal obligations

Data may be processed to comply with tax, accounting, commercial, administrative and archiving obligations required by law.

Site security and operation

Technical data may be processed to:

• keep the site working correctly;
• prevent fraud and abuse;
• identify technical errors;
• protect IT systems;
• analyse how the site is used in general.

The legal basis is the Controller's legitimate interest in keeping the site secure and working properly.

Direct marketing

If you have given your consent, your data may be used to send commercial offers, information about services, news, event invitations and other marketing communications.

You can withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

4. Recipients of the data

Personal data may be shared with entities that support the activity of OMNIOFFICE ROMANIA S.R.L., in particular:

• hosting providers;
• IT and maintenance providers;
• email service providers;
• CRM system providers;
• analytics and marketing providers — Google Ireland Limited (Google Analytics, Google Tag Manager, Google Ads, Google Maps) and Meta Platforms Ireland Limited (Meta Pixel), only with your cookie consent;
• the payment processor Stripe Payments Europe, Limited (Ireland), for paying for conference rooms by card online — you enter your card details directly on Stripe's page; we never see or store them;
• accounting and consulting providers;
• lawyers and legal advisers;
• public authorities, where disclosure is required by law.

Data is shared only to the extent needed for the purposes described in this Policy.

5. Transfers outside the European Economic Area

Some technology service providers may process data outside the European Economic Area.

In such cases, data is transferred only on the basis of safeguards recognised by data protection law, including:

• an adequacy decision issued by the European Commission — for Google, Meta and Stripe, the EU-US Data Privacy Framework;
• standard contractual clauses;
• other legal mechanisms provided for by the GDPR.

6. How long we keep data

Data is kept only for as long as the purpose it was collected for requires.

Depending on the situation, data may be kept:

• until your request is resolved;
• for the duration of business negotiations;
• for the duration of the contract;
• for as long as needed to meet legal obligations;
• until the applicable limitation periods expire;
• for marketing communications, until you withdraw your consent or object.

Technical data and information collected through cookies is kept according to the lifetime of each tool.

7. Your rights

Under the GDPR, you have the following rights:

• the right of access to your personal data;
• the right to obtain a copy of your data;
• the right to have incorrect or incomplete data rectified;
• the right to erasure;
• the right to restriction of processing;
• the right to data portability;
• the right to object to processing;
• the right to withdraw consent at any time;
• the right not to be subject to a decision based solely on automated processing, where it produces legal effects or similarly significantly affects you.

To exercise your rights, send a request to: contact@omnioffice.ro

The Controller may ask for additional information needed to verify the identity of the person making the request.

8. The right to lodge a complaint

If you believe your data is processed in breach of the law, you have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing – ANSPDCP.

You may also contact OMNIOFFICE ROMANIA S.R.L. first to clarify the matter.

9. Cookies

Statistics and marketing cookies switch on only after you consent in the cookie banner. Until then no Google or Meta tool loads on the site (Google Consent Mode, basic setup).

Strictly necessary (no consent needed)

Your cookie choice, kept in your browser's storage, and a technical cookie set only for OmniOffice staff previewing unpublished content.

Statistics (with consent)

Google Analytics 4, loaded through Google Tag Manager (Google Ireland Limited): number of visitors, pages read, where visits come from, and actions such as sending the form or clicking the phone number or email. Cookies: _ga, _ga_* (up to 2 years). Google Analytics 4 does not store IP addresses.

Marketing (with consent)

Google Ads (Google Ireland Limited) and Meta Pixel (Meta Platforms Ireland Limited): measuring our ads and showing them to people who visited the site. Cookies such as _gcl_au, _fbp (up to 90 days). This also covers the Google Maps map on the Contact and Location pages, which is shown only after you consent to marketing cookies.

Data collected by Google and Meta may be transferred to the USA under the EU-US Data Privacy Framework (section 5).

You can change or withdraw your consent at any time with the “Cookie settings” link in the footer. Cookies can also be deleted in your browser settings.

10. Data collected through the contact form

When sending the contact form, you may provide:

• first and last name;
• company name;
• email address;
• phone number;
• the content of your request.

Name, email address and message are required; company and phone are optional.

This data is used to handle your request, present an offer and continue the business conversation. The legal basis is taking the steps you request before entering into a contract, so sending the form needs no separate consent.

If required data is not provided, we may not be able to process the request.

11. Commercial communications

Commercial communications by email or other electronic means are sent only where there is an appropriate legal basis.

You can unsubscribe at any time:

• using the unsubscribe link;
• by sending a request to contact@omnioffice.ro.

12. Automated decision-making

OMNIOFFICE ROMANIA S.R.L. does not normally use decision-making based solely on automated processing that produces legal effects or significantly affects the user.

If this changes, users will be informed accordingly.

13. Data security

OMNIOFFICE ROMANIA S.R.L. applies appropriate technical and organisational measures to protect data against:

• unauthorised access;
• loss;
• destruction;
• alteration;
• unauthorised disclosure;
• unlawful use.

Security measures are adapted to the risk and the nature of the data processed.

14. Links to other sites

The site may contain links to external pages.

OMNIOFFICE ROMANIA S.R.L. is not responsible for the privacy practices, content or security of sites run by third parties.

Before providing personal data on an external site, we recommend reading that site's privacy policy.

15. Changes to this Privacy Policy

This Policy may be updated in the event of:

• changes in legislation;
• new features being introduced;
• changes to the tools used on the site;
• changes in how data is processed.

The current version is always available on omnioffice.ro.