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Retention policy
The operator who processes data
The operator of personal data obtained from clients, collaborators, employees and possible employees of the company is:
- Pehart Tec Grup SA and the companies in the group, named: "Pehart Grup"
- Address of the registered office: Petresti, street 1 Mai, number 1, Petresti, Alba county
- You can contact us by: - email dpo@pehartgrup.ro
- By phone to the Secretariat
Within this policy, the operator of personal data will be called "Pehart Group" or "the company".
2. General
The need to keep personal data varies depending on the type of data that is processed within the company.
Some data are deleted as soon as they are no longer needed, while others must be stored until the company no longer needs this data. When we no longer need the documents on which the personal data are found, they are archived according to our archiving and destruction procedure, and will be destroyed according to the mentioned procedure.
There are also cases in which each company must establish its personal data storage term, depending on the activity it carries out, taking into account the EU Regulation 679/2016 on the protection of natural persons with regard to the processing of personal data and regarding the free circulation of these data. By implementing this personal data retention policy, the company ensures that it complies with the requirements for storing personal data according to the provisions of the GDPR.
3. Storage Policy
The scope of this policy covers all company data, respectively data stored in IT systems or data from partnerships and contractual collaborations, regardless of the location where the data is processed. The storage policy within the Pehart Group company ensures that GDPR requirements are met. This Policy mainly refers to the principle of limiting the time retention of processed personal data and which involves storing them only for a period of time necessary for the purposes for which these data are processed. The personal data storage policy is primarily intended as a business-friendly resource that will allocate relevant retention periods across all business areas and company departments. allowing the carrying out of personal data removal/deletion activities in a consistent and controlled manner, according to our archiving and destruction procedure.
4. Requests regarding the Personal Data Storage Policy (retention)
The data retention (storage) policy applies to all natural persons as employees or clients of the company, but also to representatives of our contractual partners or collaborators, both as Personal Data Operators in relation to Pehart Tec Grup or as by persons authorized by the Operator, according to GDPR.
Personal data are processed by the company only if we have the express consent of the person concerned, i.e. by signing a personal data processing agreement.
To the extent that you have questions related to the storage period of your personal data, please contact the person responsible for the protection of personal data within the company, at the email address dpo@pehartgrup.ro.
5. The reasons justifying the long-term storage of personal data within the Pehart Tec Grup company:
The company does not consider it efficient to manage a large amount of personal data, that is why we pay attention to the amount of personal data processed and their storage period, thus processing only the data strictly necessary for the daily activity of all departments within the company. However, there are certain data that must be kept for a longer period of time, in order to protect the interests of the company, to save evidence regarding the processing or deletion according to the law and this policy of the processed personal data, if Pehart Tec Grup considers that it is unmarried The reasons why we store certain personal data in the long term are:
- Disputes
- Legal regulations
- Investigation of work accidents
- Investigations into the occurrence of a security accident
- Security of intellectual property
- Fulfillment of service duties
- Protection of Pehart Tec Group assets against destruction and unauthorized access
6. Retention periods (storage) of personal data
Examples of data categories and their storage:
| Categories of data | Retention period |
| Data from the Contact section of the website: Name, Surname, Email address, Phone number | The data from the contact form are stored in the site's database for 30 days. They are redirected to the email address office@pehartgrup.ro |
| Data from the career section: Surname, Surname, Phone number, Email address, CV | 6 months |
| Metadata | 180 days |
| Data collected from participation in promotions or contests | Data collected from participation in promotions/contests are deleted 30 days after the end of the campaign. |
7. Destruction of Data
Data destruction ensures the efficient use of data collected within the business, making data management and recovery possible and cost-effective.
When the personal data retention period expires, the company actively destroys the data covered by this Policy. If an employee (or collaborator) who has access to processed personal data considers that certain data should not be destroyed, he/she should contact the direct superior, the Data Protection Officer or, in his absence, the direct management of the company, so that an exception to the rules established in this Policy can be considered. As this decision has long-term legal implications, exceptions will only be made by a member or members of the company's management team.
The Company specifically directs employees (or contributors) not to destroy data that violates this Policy. Destruction of data that an employee (or collaborator) may consider harmful to the company or destruction of data in an attempt to hide a violation of the law or the provisions of this Policy are explicitly prohibited.
8. Requests to delete personal data
The deletion of personal data is possible by sending a request by email to the address dpo@pehartgrup.ro, in which the following must be mentioned:
- Your contact details for submitting the company's response/point of view;
- Your name
- The processing activities through which the data was collected or processed
- The type of data collected or processed that you wish to delete;
- The total number of records to be deleted;
The deadline for responding to these requests is 15 days from the date of issuing the request. To the extent that the complexity of your request implies the need to extend the response period for a period that will not exceed 30 working days from the date of submission of the request. In this regard, a representative of the company will inform you of the status of the submitted request.
To the extent that the submitted request will be resolved after its evaluation within Pehart Tec Grup, with the deletion of your data, we will send to your attention a document that represents the company's point of view regarding your request and the actions taken, by means of communication agreed. The document will contain at least the following information:
- The purpose(s) based on which the data were processed;
- Data that have been deleted/eliminated/destroyed and the processing activity within PEHART GRUP to which they belonged;
- The number of records removed.
The physical document sent is signed by a PEHART GROUP representative and is stored and scanned in physical format for a period of 3 years from the date of transmission of the notification, after which the original document will be destroyed and recycled. If the point of view will be sent by email, it will be stored on the company's servers for a period of 3 years from the date of its transmission to the Client at the email address provided, then it will be deleted.
If you send a request to PEHART GROUP for access to the processing activities of your personal data in our company, please note that due to the continuous processing of your personal data and taking into account the routine established in our systems for the deletion of information processed under the terms of the Data Storage Policy, we try to keep your data up-to-date and accurate at all times. Thus, this routine processing may involve changing or deleting the personal information we process, after you have submitted a request to us. In this case, PEHART GROUP will provide the information held at the time we send you the answer, even if it differs from the information we had stored at the time of sending the request. Note that the deletion of your personal data is a procedure that PEHART GRUP would have carried out even if you had not sent the request.