Privacy Notice - Todor Legal - Business Law Firm

Privacy notice

Anda Todor Legal Firm („Todor Legal”) is a Romanian legal firm, having its headquarters at no. 17 Alexandru Ioan Cuza Blvd, 1^st District, Bucharest, Romania. Todor Legal provides client services through its team, on various legal practice areas. For more information, please visit our website www.todor-legal.ro.

Todor Legal is committed to protecting your privacy, by complying with all applicable data protection and regulations, including but not limited to the General Data Protection Regulation (EU) 2016/679 (the “GDPR”). Personal data represents any information relating to an identified or identifiable natural person. An identifiable person is that person that may be identified directly or indirectly, particularly by reference to an identification number or to one or more factors specific to its physical, psychological, mental, economic, cultural or social identity.

Data collection and usage

If you have any questions about Todor Legal use of your personal data, please use the following contact:

Email: office@todor-legal.ro.

Registered office: no. 17 Alexandru Ioan Cuza Blvd, 1^st District, Bucharest, Romania.

This privacy notice is in connection with the personal data of our clients, business partners, other persons contacting and visiting us and of their representatives thereof, as well as any intern, associate, collaborator, employee or person attending events organized by Todor Legal and it applies to data collected through our website, www.todor-legal.ro, as well as to all other personal data we collect through e-mail or other off-line contacts.

2. Processing of your personal data

You will find below the information related to each category of data subjects, regarding the purpose of the processing of personal data, as well as, the information related to the legal provision of the processing for each applicable purpose, the categories of processed data, the duration of the processing, the recipients and the transfer of personal data (where applicable).

A. Users and visitors of our website

While operating this website, Todor Legal will collect certain information relating to or which can identify natural persons, personal data provided by the users of this website directly (e.g., name, surname, e-mail address) or indirectly (e.g., IP address).

Activity	Purposes	Categories of personal data	Grounds for processing	Duration of the processing
Visiting our internet site www.todor-legal.ro.	We use the personal data we collect from you when you visit our internet site, in order to monitor the traffic and to improve the content of the website. For these purposes, we use cookies, as detailed in our Cookies Policy.	The categories of data processed in this context are the hour and date of accessing the internet website and the IP address from which our internet website was accessed.	– the legitimate interest in ensuring the proper functioning of our internet website, as well as its improvement.	– 3 years from the settlement of your request.

B. Clients and contractual partners

This section is in connection to a natural person’s capacity acting as a representative (legal or conventional representative), contact person, collaborator or employee of our existing or potential clients or contractual partners (e.g., service providers), including the representatives and lawyers of the international law firms we work with, when authorized by you to do so under the legal assistance agreement.

Activity	Purposes	Categories of personal data	Grounds for processing	Duration of the processing
Providing the legal services requested from us	We use your relevant personal data in order to prepare and provide the services requested from us.	For instance, in preparing materials required during the course of our legal relationship, we may have to rely on your personal data of relevance for your case.	– performance of our agreement.	– During the term of the agreement and for the required period after the termination of the agreement in order to protect Todor Legal’s rights, taking into consideration the law applicable to the agreement, including the statute of limitation period and the terms provided by the fiscal and accounting legislation.
Communicating with you	We use your contact details in order to communicate with you with respect to your requests and any other relevant business-related matters.	Contact details	– performance of our agreement.	– 10 years. – Professional correspondence is kept for a reasonable period. Throughout the relationship with the client and for the required period after the termination of the agreement in order to protect Todor Legal’s rights of time after the termination of the collaboration with Todor Legal.
Data processing as obligation imposed by the law and by the statute governing the legal profession	We may process some of your data in the context of providing the services based on legal obligations or obligations imposed upon Todor Legal by the statute governing the legal profession (e.g., a know-your-client obligation).	The categories of data processed in the context: your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us, as needed to fulfill these purposes.	– the legal obligation.	– Throughout the relationship with the client and for the required period after the termination of the agreement in order to protect Todor Legal’s rights.
Newsletters	We may also use your contact details in order to provide to you information related to legislative changes, communications and materials regarding legal updates, as well as communications of interest for your business area of practice.	The categories of data processed in the context: your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us, as needed to fulfill these purposes.	– the express consent to such processing. You can always withdraw your consent expressing thereby your option of not receiving our newsletters in the future by writing at office@todor-legal.ro	– Throughout the relationship with the client until withdrawal of consent.
Events or webinars	We may also use your contact details in order to provide to you an invitation regarding the organization of events or webinars to which your representatives are invited.	The categories of data processed in the context: your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us, as needed to fulfill these purposes.	– the legitimate interest of Todor Legal to invite the representatives of its clients to the events or webinars organized for them.	– Throughout the relationship with the client

C. Associates and collaborators

This section refers to the capacity of an associate or collaborator of Todor Legal, as well as, their representatives.

Activity	Purposes	Categories of personal data	Grounds for processing	Duration of the processing
Maintaining the contractual relationship with our lawyers, including the payment of fees, bonuses, or other benefits	We shall use your personal data in order to maintain our contractual relationship with you.	Contact details	– the performance of our agreement, as well as complying with certain legal obligations	– The invoices and other justifying documents are kept for a 10- year time period as of their issuance; – The other documents are maintained throughout the duration of the collaboration and another 4 years after its termination.
Communicating with our associates and collaborators	We shall use your contact details in order to communicate with you with respect to the projects, requests and any other relevant business-related matters.	Contact details	– the performance of our agreement.	– 10 years. – Professional correspondence is kept for a reasonable period of time after the termination of the collaboration with Todor Legal, depending on associate or collaborator seniority.
Fulfilling various activities related to the legal profession (e.g., elaboration of documents, reports, assessments, presentations and offers towards the clients or potential clients, negotiation, conclusion a performance of the relation with clients)	We shall use your contact details in order to communicate with you with respect to the projects, requests and any other relevant business-related matters.	Contact details	– the performance of our agreement.	– 10 years (because they include the agreements with the clients).
Publishing on our website the image and or CV of the lawyers, presenting the team and the practice areas, associating the lawyers’ image (photo) to the office email account	We shall use your personal data in order to present the team and the practice areas.	The categories of data processed in this context are: name, e-mail, phone, fax, address, as well as other personal data the lawyer may provide regarding his studies, experience, etc.	– the legitimate interest to present its activity and the lawyers’ areas of expertise.	– Throughout the duration of the collaboration.
Data processing as obligation imposed by the law and by the statute governing the legal profession	We shall process some of your data in the context of providing the services based on legal obligations or obligations imposed upon Todor Legal by the statute governing the legal profession.	The categories of data processed in the context of our relationship with you are your name, e-mail, phone, fax, address, as well as other personal data you may provide directly to us, as needed to fulfill the purposes.	– the legal obligations.	– Throughout the relationship with the associate and collaborator and for the required period after the termination of the agreement in order to protect Todor Legal’s rights.

D. Candidates and interns

This section refers to the future candidate in the recruitment process carried within Todor Legal, as well as, interns.

Activity

Purposes

Categories of personal data

Grounds for processing

Duration of the processing

Carrying on the recruitment process to fill in a position within Todor Legal and internship program

We use your personal data in order to carry out the recruitment process, to evaluate and manage your application, to determine if your application is suitable for a position within our firm, including in relation to our internship program.

If you are not selected for the position for which you applied or for which we initially evaluated your application, we will consider your personal data in future recruitment processes, for other positions within Todor Legal similar to those for which you have initially applied, but only if you do not object to such processing of your personal data, exercising your right to object according to the information in this privacy notice.

In all cases, we will also process your personal data to document how we carried out the recruitment process.

The categories of data processed in the context of our relationship with you are or may be:

a) categories of data you provide directly to Todor Legal: your name, surname, e-mail, phone, fax, address, home address, date and place of birth, education and training details, professional qualifications, professional experience, previous collaboration with other employers and collaborators, information on involvement in certain professional projects or activities, results of written and practical tests in professional examinations or certifications, recommendations, salary expectations, as well as other personal data you may provide directly to us;

b) categories of data we process about you from third parties, including publicly available sources: name, surname, photos, professional experience, previous collaboration with other employers and collaborators, information on involvement in certain projects or professional activities, data on marital status and family life, data on social and private life, publishing activity, participation in conferences, interactions in the context of previous employment relationships or collaboration. These categories of personal data are or can be processed from the following sources: websites specialized in recruitment services social networks, professional networks, references, online professional magazines.

– the legitimate interest of Todor Legal in taking the necessary steps to fill the available positions within the firm and to document how we conducted the recruitment process.

– after the selection of a candidate to hold a position in Todor Legal firm, we will process your personal data based on the agreement that will be concluded with you.

– Throughout the recruitment process.

E. Employees

This section refers to the employees of Todor Legal.

Activity	Purposes	Categories of personal data	Grounds for processing	Duration of the processing
The management of the employment relationship with employees	We use employees’ personal data in order to fulfil of work obligations, salary payment, Revisal, compensation, granting of benefits, fulfilment of unemployment formalities.	Contact details, as well as data regarding his/ her education and qualifications, seniority, number of medical leave taken during the last 12 months worked and calculation basis for the last 6 months worked – employment termination form.	– our legal obligations; – the performance of an agreement, for employment relationship purposes.	– 50 years for the salary payroll; – 75 years for the personnel files; – Other documents processed: throughout the employment relationship and 4 years after its termination.
The granting and managing of personal benefits for the employees (not included in the labour agreement or in the employment offer).	We use employees’ personal data fulfil and maintain of work obligations.	Contact details.	– the legitimate interest in maintaining a good relationship with the employees.	– Throughout the employment relationship plus another 4 years as of the termination thereof.
Obligation regarding the labour health and safety: conducting labour protection trainings and occupational health check-ups.	We use employees’ personal data in order to fulfil legal obligation to process labour health and safety related data (for all processing required under the relevant legislation).	Contact details.	– our legal obligation to process labour health and safety related data.	– Throughout the employment relationship plus another 4 years as of the termination thereof.
Performance evaluation and carrying out employee’s satisfaction surveys and salary surveys.	We use employees’ personal data in order to centralize and assess the performance of employee’s firm level and to identify the employees’ level of satisfaction.	Contact details.	– the legitimate interest in maintaining a good relationship with the employees.	– Throughout the employment relationship plus another 4 years as of the termination thereof.

3. Your communications with us

Todor Legal may also collect information that you choose to provide in communications with us. Please do not send us confidential information until we have confirmed in writing that we represent or act for you or your company or organization. Unsolicited emails from non-clients do not establish a lawyer-client relationship. They may not be privileged and, therefore, may be disclosed to others.

4. Sharing your data

During the exercise of our activity, we may share your information with others as follows:

Our clients’ company in connection with our relationship in providing to them the legal services;
Our suppliers who support our business (e.g.: IT and communication, outsourced business support, etc.). The suppliers with whom we interact have to meet minimum standards as to information security. In this respect, they will only be provided data in line with their function;
Other law firms and legal experts and professionals, including enforcement bodies;
Screening service providers, in order to comply with legal obligations in relation to the prevention or protection of crime, ant-money laundering, sanctions screening and other required checks;
Advertising networks and analytics service providers in order to support and display ads on our website, apps and other social media tools;
Third parties (delegates), where you have told us you plan to attend the events, your name will appear on the attendee list.

5. Others

During the exercise of our activity, we might be provided with personal data about other people related to our client’s activity (e.g.: customers, directors, officers, shareholders or beneficial owners). In this regard, you must ensure that you have given those individuals an appropriate notice that you are providing their information to us and have obtained their consent to that disclosure.

6. Security of your personal data

Todor Legal will take all measurement to hold your information securely in line with physical, technical and administrative security standards. However, the transmission of information via the internet is not completely secure. In this respect, we cannot guarantee the security of your information transmitted and any transmission is at your own risk, even if we will take all reasonable measures to protect your personal data.

7. Where your information will be held

We are a Romanian law firm. Todor Legal will take steps to protect your information in line with locally applicable data protection requirements.

8. Your rights

In your capacity as data subjects working with Todor Legal, you have the following rights in relation to your information. If you would like to exercise, or discuss, any of these rights, please contact us at office@todor-legal.ro

Access: allows you to obtain confirmation that your personal data are being processed by us and, if affirmative, the relevant details of such processing activities;
Correction: allows to rectify any incomplete or inaccurate personal data we hold about you;
Erasure: allows you to obtain the erasure of your personal data in certain cases. There are also certain exceptions where we may refuse a request for erasure, for example, where the personal data is required for compliance with law or where the data are necessary for a legitimate interest, such as, the defence of a right in court;
Restriction: allows you to request us not to use your personal data in any way except to store it until another request from you is resolved;
Transfer: allows you to request us to help you to transfer certain of your personal data to another party;
Objection: allows you to challenge the processing of your personal data based on a legitimate interests (or those of a third party). However, we may be entitled to continue processing your information. You also have the right to object where we are processing your personal information for direct marketing purposes;
Automated decisions: allows you to contest any automated decision made about you where this has a legal or similar significant effect. In this regard, you may ask for it to be reconsidered.
Consent: allows you to withdraw your consent, where we are processing personal data with consent. You also have a right to submit a complaint with the data protection supervisory authority. In Romania you can make a complaint to the National Supervisory Authority for Personal Data Processing (Tel: 40.318.059.211 or at https://www.dataprotection.ro/index.jsp?page=contact&lang=ro).

9. Cookies

We use cookies in order to ensure the proper functioning of the websites and to optimize their content. They collect and store information when you visit our website about how you use it through which it is possible to record your use of the website, as well as, provide you with a better service and experience when browsing and for analytics. The personal data we collect through these technologies will also be used to manage your session. For more information about cookies and how we use them, please see our Cookies Policy.

10. Links to third party websites

Todor Legal website, as well as our newsletters, email updates and other communications may contain links to and from the websites of others. The personal data that you provide through these websites is not subject to this privacy notice and the treatment of your personal data by such websites is not our responsibility.

If you follow a link to any other websites, please note that these websites have their own privacy notices which will set out how your information is collected and processed when visiting those sites.

11. Changes to this notice

Todor Legal privacy notice is subject to changes from time to time. In such case, as a consequence of any important change, we will highlight it and provide a link for a reasonable length of time following the change.