Privacy policy

Last updated: November 11, 2025

This Policy informs you about how we collect, use, transfer, and protect your personal data.

We process this data in accordance with the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“General Data Protection Regulation,” hereinafter “GDPR”) and relevant national legislation on the protection of personal data.

  1. WHO ARE WE?

OPTIMOO FLEXIBLE SRL (hereinafter “the Company” or “We”) is registered with the Trade Registry under No. J2019001340262, has CUI RO41279655, and is the owner and developer of the website www.optimoo.ro and all the features and services included therein.

Optimoo is a comprehensive system for tracking work schedules and supporting human resources management, which facilitates the digitization of processes related to time tracking and personnel administration. It provides personalized, accurate, and traceable data, and using the time tracking system frees up considerable time for HR department employees, allowing them to focus on developing and motivating their colleagues.

Our contact information is:

Registered office address: Târgu Mureș, 9A Dr. Knöpfler Vilmos St., Târgu Mureș, postal code 540331, Mureș County, Romania.

Phone/Fax: 0365.809.305

Email:sales@optimoo.ro , dpo@optimoo.ro  

 

  1. HOW DO WE PROCESS YOUR PERSONAL DATA?

The Company, in its capacity as Data Controller, processes the personal data of data subjects (employees, representatives of corporate clients, contractual partners, collaborators, service providers, and the data of other individuals who interact with the Company and/or are involved in contractual relationships with it).

Personal data is:

  • processed lawfully, fairly, and transparently in relation to the data subject;
  • collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes;
  • adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed;
  • accurate and kept up to date;
  • stored in a form that allows for the identification of data subjects for a period not exceeding that necessary to fulfill the purposes for which the data are processed;
  • processed in a manner that ensures appropriate security of personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage, by taking appropriate technical or organizational measures.

 

  1. WHAT TYPES OF PERSONAL DATA ARE PROCESSED AND FOR WHAT PURPOSES ARE THEY PROCESSED?

In order to complete and submit the Demo Request Form (under the “Solutions” section – “Request a Demo!” button – fill out the Form) on the Company’s website www.optimoo.ro, we process the following types of personal data: first name, last name of the company representative, email address, phone number, as well as any other data provided at the data subject’s initiative in the “Message” section. The company name is also processed.

You have the option to subscribe to the Newsletter by checking the corresponding consent box (“I want to subscribe to the Optimoo newsletter”).

Check the box with the message “I have read and agree to the Privacy Policy” and click the “Send” button.

 

In order to complete and submit the Contact Form (the “Contact” section – fill out the “Contact an Optimoo Specialist” form) on the Company’s website www.optimoo.ro, we process the following types of personal data: first name, last name, email address, phone number, details regarding the subject of the discussion, as well as any other data provided voluntarily by the data subject in the “Message” field.

You have the option to subscribe to the Newsletter by checking the corresponding consent box (“I want to subscribe to the Optimoo newsletter”).

Check the box with the message “I have read and agree to the Privacy Policy” and click the “Submit” button.

 

In order to complete and submit the Optimoo Free Trial Form (the “Try for Free” button in the top-right corner) on the Company’s website www.optimoo.ro, we process your email address for the demo account. You must also enter a security code, check the box next to the message “I have read and agree to the Terms and Conditions” ( ), and click the “Next” button. Enter the security code (sent by the Operator via email), which is used to create a user account and generate a one-time login password (you will need to change this password after logging in). Finally, click the “Log In”     button.    

 

To complete and submit the Account Login Form (click the “Login” button in the upper-right corner of the Company’s website at www.optimoo.ro), enter your username and password, then click the “Login” button.

Fields marked with * are required.

You can contact the Company’s representatives directly by calling the landline number or sending an email to the address listed in the “Contact” section of the Company’s website www.optimoo.ro.

For website visitors, we may collect data through cookies or similar technologies, such as: IP address, web browser, location, web pages accessed on our website, time spent on the website, internet network, and device used. For more details on this, please see and the Cookie Policy at . 

We do not use your personal data to send you marketing communications, such as newsletters, unless you expressly consent to such communications by checking a consent box. In this regard, we process only your email address and ensure that you have a simple option to unsubscribe at any time, or to withdraw your consent to receiving these types of communications. 

 

  1. WHAT ARE THE LEGAL BASES FOR THE PROCESSING OF PERSONAL DATA?

Your personal data is processed for the purpose of:

  • concluding and performing various contracts;
  • fulfilling our legal obligations;
  • based on consent requested and/or provided in advance (for sending marketing communications, newsletters, etc.);
  • for the purposes of the Company’s legitimate interests (e.g., implementing measures to protect and ensure the safety of our employees, exercising the Company’s legitimate rights and interests in litigation or non-litigation proceedings, etc.)

 

  1. HOW LONG DO WE PROCESS YOUR PERSONAL DATA?

The data subject’s personal data is stored for processing throughout the duration of our contractual collaboration/relationship and, by extension, after its termination, at least for the period necessary to achieve the processing purposes mentioned in this Privacy Policy or the period required by applicable legal provisions, including, but not limited to, provisions regarding data archiving, accounting, etc.

 

  1. TO WHOM DO WE DISCLOSE PERSONAL DATA?

We will not disclose or transfer any of the personal data collected from you or about you to any third party, except:

  • Public authorities and institutions – when there is a legal obligation to do so or for the purpose of a legitimate interest (defending the Company’s rights in litigation or non-litigation proceedings, etc.)
  • The Company’s contractual partners/collaborators who provide us with payment/banking services (if card payment is processed through the website), hosting service providers, IT service providers, etc.
  • Any third party – if you have given your express and specific consent for that particular situation and those specific data.

If the personal data processed by the Company is transferred by the Company directly or through its contractual partners/collaborators outside the European Economic Area, we assure you that these transfers are carried out in compliance with the GDPR (in particular Article 46 of the GDPR) and the applicable legal provisions, based on appropriate safeguards (standard data protection clauses adopted by the Commission) and provided that enforceable rights and effective remedies are available to data subjects.

 

  1. WHAT PROTECTION MEASURES AND SAFEGUARDS DO WE TAKE?

The Company implements appropriate technical and organizational measures to ensure a high level of security and protection of personal data.

We use security methods and technologies, along with internal work policies and procedures, including control and audit measures, to protect the personal data collected in accordance with the relevant legal provisions in force regarding the protection of personal data.

 

  1. WHAT ARE YOUR RIGHTS AS A DATA SUBJECT?

Any data subject may exercise the following rights, as provided by the General Data Protection Regulation:

  • Right of access;
  • The right to rectification;
  • The right to erasure;
  • The right to restriction of processing;
  • Right to data portability;
  • Right to object to processing;
  • The right not to be subject to a decision based solely on automated processing, including profiling;
  • The right to contact the National Supervisory Authority for Personal Data Processing (dataprotection.ro) and the courts.

Individuals may exercise their rights by submitting a written request, either to the Company’s headquarters (Târgu Mureș, 9A Dr. Knöpfler Vilmos Street, Târgu Mureș, postal code 540331, Mureș County, Romania), or electronically to the Data Protection Officer’s email address: dpo@optimoo.ro or by phone at: 0745.508.673, contact person Ionel Orza. Data Protection Officer (DPO) services are outsourced and provided by GDPRComplet.