Privacy and personal data protection policy
Version 0.1 of 06.03.2026
Protecting your personal data is one of the essential responsibilities of IQHR SOLUTIONS SRL (hereinafter "IQHR" or "the Company").
IQHR therefore acts responsibly and with the utmost care when processing your personal data, in line with the principles of the data protection legislation applicable in Romania, including Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (the "GDPR"). Personal data means any information relating to an identified or identifiable natural person; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier or to one or more factors specific to their physical, physiological, mental, economic, cultural or social identity.
This policy covers the confidentiality of the personal data of IQHR's clients and business partners, as well as of other people who contact or visit IQHR and their representatives, people taking part in training or in events organised by or involving IQHR, and associates. It applies to data collected through our website, www.iqhr.ro, and to other personal data we collect and use by e-mail, through other offline contacts or at events organised by or involving IQHR. This privacy policy describes:
- the purposes for which we collect and use your personal data;
- the legal bases for those purposes;
- the types of personal data we collect, use and process;
- how long we process the data;
- your rights as a data subject and how you can exercise them;
- the people to whom we may disclose your personal data.
Purposes, legal bases and categories of personal data
In the context of your interaction with IQHR, you, as a natural person, may be subject to the data processing activities we carry out. Your personal data will be used in the following cases:
1. If you are a client or prospective client of IQHR
Providing the requested advisory services in human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We use your relevant personal data to prepare and provide the requested services.
Categories of personal data: For example, we may need to use personal data relevant to the services you requested in order to prepare the necessary materials.
Legal basis: Performance of our contract.
Communicating with you
Purpose: We use your contact details to communicate with you about any relevant matters in the field concerned.
Categories of personal data: Contact details.
Legal basis: Performance of our contract.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed on IQHR by law (for example, know-your-customer obligations).
Categories of personal data: The categories of data processed in our interaction with you are your name, e-mail address, phone number, fax number, address and other personal data you may communicate to us directly, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
Sending newsletters on human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We may use your contact details to send you, electronically, our specialist newsletters on changes in legislation, case law and the practice of the authorities, but only if you have subscribed and have therefore expressly consented to this processing.
Categories of personal data: The categories of data processed in our interaction with you are your name, e-mail address, phone number, fax number, address and other personal data you may communicate to us directly.
Legal basis: Your express consent. You can withdraw your consent at any time and opt out of future newsletters by clicking the "Unsubscribe" link in the e-mail or by writing to us at dpo@iqhr.ro.
2. If you are a representative or contact person of a client or prospective client
Providing the requested advisory services in human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We use your relevant personal data to prepare and provide the requested services.
Categories of personal data: For example, we may need to use personal data relevant to your file in order to prepare the necessary materials.
Legal basis: Our legitimate interest in providing our services within our field of activity and in managing the relationship with our clients.
Communicating with you
Purpose: We use your contact details to communicate with you about any relevant matters in the field concerned.
Categories of personal data: Contact details.
Legal basis: Our legitimate interest in providing our services within our field of activity.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed by law (for example, know-your-customer obligations).
Categories of personal data: The categories of data processed in our interaction with you are your name, e-mail address, phone number, fax number, address and other personal data you may communicate to us directly, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
Sending newsletters on human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We may use your contact details to send you, electronically, our specialist newsletters on changes in legislation, case law and the practice of the authorities, but only if you have subscribed and have therefore expressly consented to this processing.
Categories of personal data: The categories of data processed in our interaction with you are your name, e-mail address, phone number, fax number, address and other personal data you may communicate to us directly.
Legal basis: Your express consent. You can withdraw your consent at any time by clicking the "Unsubscribe" link in the e-mail or by writing to us at dpo@iqhr.ro.
3. If you are an employee or other collaborator of a client or prospective client
Providing the requested advisory services in human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We use your relevant personal data to prepare and provide the requested services.
Categories of personal data: For example, we may use personal data to manage the relationship with the client you represent, or we may need to use your personal data to prepare the necessary materials.
Legal basis: Our legitimate interest in providing our services within our field of activity.
Communicating with you
Purpose: We use your contact details to communicate with you about your requests and any other relevant matters in the field concerned.
Categories of personal data: Contact details.
Legal basis: Our legitimate interest in providing our services within our field of activity.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed by law (for example, know-your-customer obligations).
Categories of personal data: In all cases the data is provided either directly by you or by the client. The categories of data processed in this context are generally your name, position, e-mail address, phone number, address, identification data and other personal data made available to IQHR, usually by you, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
Sending newsletters on human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We may use your contact details to send you, electronically, our specialist newsletters on changes in legislation, case law and the practice of the authorities, but only if you have subscribed and have therefore expressly consented to this processing.
Categories of personal data: In all cases the data is provided either directly by you or by the client. The categories of data processed in this context are generally your name, position, e-mail address, phone number, address, identification data and other personal data made available to IQHR, usually by you, as necessary to fulfil the purposes.
Legal basis: Your express consent. You can withdraw your consent at any time by clicking the "Unsubscribe" link in the e-mail or by writing to us at dpo@iqhr.ro.
4. If you are a business partner
Maintaining the contractual relationship with you
Purpose: We use your relevant personal data to maintain the contractual relationship with you.
Categories of personal data: Contact details.
Legal basis: Performance of our contract.
Communicating with you
Purpose: We use your contact details to communicate with you about any relevant matters in the field concerned.
Categories of personal data: Contact details.
Legal basis: Performance of our contract.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed by law.
Categories of personal data: The categories of data processed in our interaction with you are your name, e-mail address, phone number, fax number, address and other personal data you may provide to us directly, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
5. If you are a representative, contact person, employee or other collaborator of a business partner
Maintaining our contractual relationship with our business partner
Purpose: We use your relevant personal data to maintain our contractual relationship with our business partner.
Categories of personal data: Contact details.
Legal basis: Our legitimate interest in properly managing the contractual relationship.
Communicating with you
Purpose: We use your contact details to communicate with you about any relevant matters in the field concerned.
Categories of personal data: Contact details.
Legal basis: Our legitimate interest in adequately managing the contractual relationship.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed by law.
Categories of personal data: In all cases the data is provided either directly by you or by the business partner. The categories of data processed in this context are generally your name, position, e-mail address, phone number, fax number, address, identification data and other personal data made available to IQHR, usually by you, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
6. If you visit the company's premises
Ensuring security
Purpose: We use your personal data to ensure the security of the company's premises, assets and staff.
Categories of personal data: The categories of personal data processed in this context are your name and other personal data you may provide to us directly.
Legal basis: IQHR's legitimate interest in protecting the company's premises, assets and staff.
7. If you use our website
Accessing www.iqhr.ro
Purpose: We use the personal data collected when you access our website, www.iqhr.ro, to monitor traffic and improve the website's content. For these purposes we use cookies, as detailed in the Cookie policy.
Categories of personal data: The categories of personal data processed in this context are the time and date the website was accessed and the IP address from which it was accessed.
Legal basis: Our legitimate interest in ensuring the proper functioning of the company's website and improving it.
8. If your data is provided to us by a client or prospective client
Providing the requested services in human resources, payroll, tax and temporary work agency matters, and related services
Purpose: We may process certain personal data to prepare and provide the requested services.
Categories of personal data: The categories of data processed in this context are your name and other personal data provided to us by the client or prospective client or obtained from public sources at the client's request, as necessary to fulfil the purposes. We may also need to use your personal data to prepare the necessary materials.
Legal basis: Our legitimate interest in providing our services within our field of activity.
Processing required by law
Purpose: We may process certain personal data in providing our services on the basis of legal obligations or obligations imposed by law.
Categories of personal data: The categories of data processed in this context are your name and other personal data provided to us by the client or prospective client, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
9. If you exercise your rights under the GDPR as a data subject
Managing data subjects' rights under the GDPR
Purpose: Processing your personal data may be necessary when you exercise your rights under the GDPR as a data subject.
Categories of personal data: The categories of data processed in this context are identification data and other personal data you may communicate to us directly, as necessary to fulfil the purposes.
Legal basis: Legal obligation.
Providing personal data
Where personal data must be provided by you directly, please provide all the types of personal data requested for the purposes listed above. Otherwise, we will not be able to carry out our activity (including, among other things, providing our services to you).
If you provide IQHR with personal data of other natural persons, please inform them, before disclosing the data, of how IQHR intends to process their data, as set out in this policy.
Disclosure of personal data
Although, as a general rule, we will not disclose your personal data to third parties, we may:
- disclose your contact details to our affiliates within IQHR, to IQHR's contractual partners and service providers (including processors);
- disclose relevant personal data to the competent authorities, in providing the requested services, where this is in your interest and necessary;
- disclose relevant personal data to the clients who provided us with your personal data, in providing the requested services, where this is necessary to fulfil those purposes;
- when organising events (including webinars) by or involving IQHR:
- disclose photos/videos by publishing them on our website. We may also send photos/videos to the following types of recipients: event participants; people who registered for events but could not attend; professional organisations; IQHR's contractual partners or processors we work with for events; our affiliates within IQHR.
- disclose data about event participants to the panellists/presenters and to other participants (for example, if you choose to be active during the event without using the option to remain anonymous).
Retention period
We intend to keep your personal data for the entire duration of the services contract and also after the contract ends, in line with our internal policies and our legal obligations.
Where data is not collected under a services contract, it will be kept for as long as necessary to fulfil the purpose of processing (for example: 50 years for data included in personnel files; 3 years for photos/videos recorded at an event organised by or involving IQHR).
Your rights
As data subjects, the GDPR gives you a number of rights, such as:
- The right of access — lets you obtain confirmation as to whether or not we process your personal data and, if so, relevant information about the processing activities.
- The right to rectification — lets you correct your personal data if it is inaccurate.
- The right to erasure — lets you obtain the erasure of your personal data in certain cases (for example, if the data is no longer needed for the purposes for which it was collected).
Important! We will not be able to comply with the request in every case, for example where the law requires us to keep the data for a certain period or where the data is useful to us for a legitimate interest such as defending a right in court.
- The right to restriction of processing — lets you ask us not to use your personal data but only to store it until another request of yours is resolved, namely where: (i) you have asked for rectification; (ii) you have objected to erasure in the case of unlawful processing; (iii) you have asked us to provide certain data for the defence of a right; (iv) you have objected to processing.
- The right to object — lets you object to the processing of your personal data under the conditions and within the limits provided by law.
Important! The law requires us to comply only for processing carried out for direct marketing (for example, if you receive our newsletters, you can ask to unsubscribe). In other cases, we will weigh our interests against your particular situation before taking a final decision. That is why we ask you to explain why you object when making such a request.
- The right to data portability — lets you receive the personal data you provided to us in a structured, commonly used and machine-readable format, or have it transmitted to another controller.
Important! The law requires us to comply only for data previously processed on the basis of your consent or for the performance of a contract with us, and only if the data is processed by automated means.
We are glad to help you exercise these rights.
To exercise the rights above and to obtain more information about them, please contact us by e-mail at dpo@iqhr.ro.
You also have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP), at B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest 010336, Romania.
We are committed to giving your requests the utmost attention and to answering any questions you may have as soon as possible.
Contact
IQ.HR Solutions S.R.L., 1A Vasile Gherghel Street, Sector 1, Bucharest, Romania · Phone +40 21 224 24 25 · E-mail office@iqhr.ro