Privacy Policy

This is an English translation provided for convenience. If there is any discrepancy, the Romanian version prevails.

Last updated: October 30, 2026

This policy explains what personal data we process when you visit secureitsolutions.ro, fill in the quote request form or contact us, why we process it, who we share it with and what rights you have, in accordance with Regulation (EU) 2016/679 (GDPR) and applicable Romanian law.

1. Who the data controller is

The secureitsolutions.ro website, including the blog at /blog/ (in Romanian), is operated by S.C. Secure IT Solutions S.R.L. (“we”, “us”).

For any question or request about your data, write to us at office@secureitsolutions.ro. All requests concerning personal data should be sent to this address.

2. What data we process

a) The quote request form

Through the quote request form (on the home page, on /en/request-a-quote/, on /en/contact/ and on the service pages) we collect:

your first and last name;
your email address;
your phone number;
your company name (optional);
the service you are interested in and your message (optional);
your confirmation that you have read this policy.

If you have accepted marketing cookies, data about the source of your visit is also sent along with the form: campaign parameters (utm), Google and Meta click identifiers (gclid, fbclid) and the Meta identifiers stored in cookies (_fbp, _fbc). Without your consent to marketing, this data is not sent.

When bot protection is active, the form is checked by Cloudflare Turnstile, a service that analyzes technical data about your browser and connection.

Please do not send us passwords, system access credentials or personal data of your customers or employees through the form.

b) Messages sent by email, phone or WhatsApp

Your name, contact details and the content of your message when you write to us at office@secureitsolutions.ro, call us or message us on WhatsApp at +40 750 293 932.

c) Conversations with the AI assistant (Ares)

The messages you type in the “AI Assistant” window, a random conversation identifier (kept in your browser only until you close the window or tab) and the page you are writing from. Nothing is sent until you open the chat and send a message. If you leave your name, email or phone number in the conversation, we use them to contact you. Do not enter sensitive data (for example passwords, health data or banking details).

d) Data collected automatically when you visit the website

Your IP address, browser and device type, pages visited, the source of your visit and your interactions with the website. Technical data needed for security is processed by our hosting provider. Analytics and marketing data is collected through cookies only after you give your consent. Details in the Cookie Policy.

3. Why we process the data and on what legal basis

Purpose	Data	Legal basis
Responding to your request and preparing a quote	data from the form or message	steps taken at your request prior to entering into a contract (Art. 6(1)(b) GDPR)
Keeping a record of requests in our customer relationship management system (CRM)	form data, source of the visit	our legitimate interest in managing and following up on requests (Art. 6(1)(f) GDPR)
Statistics on how the website is used	analytics cookies	consent (Art. 6(1)(a) GDPR and Art. 4(5) of Law No. 506/2004 on privacy in electronic communications)
Measuring advertising campaigns and the requests they generate	data about the source of the visit, marketing cookies, email and phone number in irreversibly encrypted form (hash)	consent (Art. 6(1)(a) GDPR and Art. 4(5) of Law No. 506/2004)
The AI assistant’s answers and, if you leave your contact details, our follow-up	chat messages, the contact details you type	steps taken at your request (Art. 6(1)(b) GDPR) and our legitimate interest in answering questions (Art. 6(1)(f) GDPR)
Operation and security of the website, protection of the form against abuse	IP address, technical data	legitimate interest (Art. 6(1)(f) GDPR)
Performance of the contract and legal obligations (accounting, tax), if you become a client	contact and billing details	Art. 6(1)(b) and (c) GDPR

The internal notifications we receive about a request submitted through the form do not contain your contact details; these can only be viewed in our customer relationship management system. Conversations with the AI assistant reach us by email, including any contact details you type in the chat, so that we can reply to you. We do not make decisions based solely on automated processing that produce legal effects concerning you.

We do not sell or rent your data. We share it only with providers that help us operate the website and our services, under contract and only for the purposes above:

our hosting provider (cPanel), in Romania, where the website and the blog are hosted;
our own infrastructure in Romania (servers managed by us, running the n8n automation system and the EspoCRM customer relationship management system);
Anthropic PBC (USA) – the provider of the artificial intelligence model (Claude) that generates the assistant’s answers, only for messages sent in the chat;
our email service provider, used for confirmations and replies;
Cloudflare, Inc. – bot protection for the form (Turnstile), when active;
Google Ireland Limited / Google LLC – Google Tag Manager, Google Analytics 4 and Google Ads conversion measurement, only with your consent. If you become a client, we may send Google Ads the click identifier (gclid) associated with your request, to measure which campaign brought in the contract;
Meta Platforms Ireland Limited / Meta Platforms, Inc. – the Meta Pixel and the Conversions API, to measure campaigns on Facebook and Instagram, only with your consent to marketing;
Meta (WhatsApp), if you choose to message us on WhatsApp;
public authorities, only when required by law.

5. Transfers outside the European Economic Area

Some providers (Cloudflare, Google, Meta, Anthropic) may process data in the United States. In these cases, the transfer is based on the European Commission’s adequacy decision on the EU–U.S. Data Privacy Framework (for certified companies) or on the standard contractual clauses approved by the European Commission.

6. How long we keep the data

quote requests and messages received: no more than 24 months from the last interaction, if no contract is concluded;
client data: for the duration of the contract and then for the period required by accounting and tax law;
conversations with the AI assistant: no more than 24 months in our email; on the assistant’s server, the conversation is deleted after it has been sent to us;
technical security data (for example IP addresses in logs): no more than 12 months;
data about the source of the visit (gclid, fbclid, utm): 90 days in your browser, only with your consent to marketing;
cookies: for the duration stated in the Cookie Policy.

7. Cookies

We use strictly necessary cookies (security and remembering your choice) and, only with your consent, analytics cookies (Google Analytics 4) and marketing cookies (Google Ads, Meta Pixel). Google Tag Manager loads only after you give your consent. You can change your choice at any time from the “Cookie settings” link in the page footer. The full list is in the Cookie Policy.

8. Your rights

You have the right to:

find out whether we process data about you and receive a copy of it (right of access);
request correction of inaccurate data;
request erasure of your data;
request restriction of processing;
receive your data in a structured format or ask for it to be transmitted to another controller (data portability);
object to processing based on our legitimate interest, including, at any time, to processing for direct marketing purposes;
withdraw your consent at any time, without affecting the lawfulness of processing carried out before the withdrawal;
lodge a complaint with ANSPDCP (the Romanian National Supervisory Authority for Personal Data Processing), B-dul G-ral Gheorghe Magheru nr. 28-30, sector 1, Bucharest, www.dataprotection.ro.

To exercise your rights, write to us at office@secureitsolutions.ro. We will reply within one month of receiving your request; in complex cases this period may be extended by two further months, and we will inform you.

9. How we protect the data

We use encrypted connections (HTTPS) across the entire website and for form submission, bot protection, restricted access to internal systems, authentication for administrative accounts and backups. Data sent to Meta for campaign measurement (email, phone) is irreversibly encrypted (SHA-256 hash) before transmission.

10. Changes to this policy

We may update this policy when our services, providers or the law change. The version in force is always the one published on this page, with the date of the last update shown at the top.