Privacy policy of the Hercules Association
The purpose of this Privacy policy is to explain what data we collect, why we process it and how we use it. Please feel free to reach out to us in person or via email. We are fully aware that your personal information belongs to you; therefore, we do our best to store it securely and process it with care. We do not provide information to third parties without prior notice.
The Hercules Association is a charitable organization established and operating in accordance with Romanian legislation, with its registered office in Costești. Registered in the Registry of Associations and Foundations under no. 37 / PJ / 1994, with the unique registration code (CUI) 7927269, the Association is responsible for the processing of personal data collected directly from you or from other sources.
According to the law, the Hercules Association acts as the data controller. To ensure that your data is processed securely, we have made every effort to implement reasonable measures to protect your personal information.
According to the law, you, as an individual beneficiary of our services or as a person in any type of relationship with us, are a ,,data subject”, this means you are an identified or identifiable natural person. To ensure you can easily exercise your rights at any time, we have implemented measures to facilitate communication between us, as the data controller, and you, the data subject.
The protection of your personal information is of utmost importance to us. Therefore, we pledge to uphold the following principles:
Lawfulness, fairness, and transparency – Data is processed legally and fairly. We maintain full transparency regarding the information we use, ensuring you are always properly informed.
You are in control – Within the limits of the law, we provide you with the ability to review, modify or delete the personal data you have shared with us, and to exercise your other legal rights.
Data integrity and purpose limitation – We use data only for the purposes described at the time of collection or for new purposes compatible with the original ones. In all cases, our objectives comply with current legislation. We take reasonable steps to ensure that personal data is accurate, complete, and up to date.
Security – We have implemented reasonable security and encryption measures to protect your information as effectively as possible. However, please note that no website, application or internet connection is ever completely secure.
This Privacy policy may change at any time. All updates and amendments to this Policy are effective immediately upon notification, which will be provided by posting on our website and/or via e-mail notification.
By providing their personal data, data subjects express their explicit and unequivocal consent for their personal information to be included in the Hercules Association’s database. This data is used for providing social services, fundraising activities and awareness or information campaigns related exclusively to our projects and the activities we undertake.
The personal data collected and processed will not be disclosed to third parties, except in cases where the Hercules Association is legally obligated to disclose such data under current legislation.
The requested data may include: full name, phone number, email address and home address.
Processing is carried out in a lawful, fair and transparent manner toward the data subject, ensuring the integrity and confidentiality of personal data. This includes protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, by implementing appropriate technical and organizational measures.
We collect your information for specific and legitimate purposes, which include, but are not limited to, the following:
● For the conclusion or performance of a contract between you and us;
● To respond to your questions and inquiries;
● To inform you about opportunities to get involved in our projects as a volunteer or donor, with your prior consent;
● To provide and improve the services and products we offer;
● To provide newsletters, SMS updates and personalized content regarding our projects and activities;
● To protect against cyberattacks;
● To comply with legal requirements.
WHAT ARE THE LEGAL GROUNDS FOR PROCESSING?
Have you given your consent for the processing of your personal data?
Please note that you can withdraw your consent at any time by sending a written request to the email address: protectiadatelor@asociatiahercules.ro
Personal data collected and used by the Hercules Association for social services, marketing, advertising and information purposes will be stored for a period of 5 years following the termination of the contractual relationship or any longer period required by law, applicable accounting records retention regulations or requests from public authorities. Immediately upon the conclusion of the applicable storage period, the data will be:
● deleted or destroyed; OR
● anonymized; OR
● transferred to an archive (unless this is prohibited by law or applicable record-keeping regulations).
Personal data is stored electronically in secure, password-protected files. Information on paper is kept in dedicated folders, accessible only to Hercules Association employees who are bound by confidentiality obligations.
In case of a data security breach, we will provide notification within a reasonable timeframe after the discovery of such a breach. However, if a competent public authority determines that notification would impede a criminal investigation or prejudice national security, the notification will be delayed in accordance with the instructions of that authority. We will respond promptly to any inquiries you may have regarding such a data security breach.
Right to information – You may request confirmation regarding the processing of your personal data and how it is being used by sending a written request to the following e-mail address: protectiadatelor@asociatiahercules.ro
Right to rectification – If we process incomplete or incorrect personal data, you may request its correction or completion at any time by sending a written request to the following e-mail address: protectiadatelor@asociatiahercules.ro
Right to erasure – You may request that we delete your personal data if the purpose for which it was collected no longer exists, if the processing contravenes legal provisions, if the processing excessively affects your interests, or if the processing is based on your consent which has since been withdrawn. To exercise this right, please send a written request to the following address: protectiadatelor@asociatiahercules.ro
Please note that there are certain grounds that may prevent the immediate erasure of your data, such as mandatory archiving periods, pending legal actions, claims or the necessity to exercise or defend legal rights, etc.
Right to restriction of processing You have the right to request the restriction of the processing of your personal data in the following cases:
● You contest the accuracy of your data, in this case, the restriction applies for a period that allows us to verify the accuracy of the data,
● The processing of your personal data is unlawful, but you oppose their erasure and request a restriction of their use instead,
● We no longer need your personal data for the intended purposes, but you require them for the establishment, exercise or defense of legal claims or you have objected to the processing.
Right to data portability You may request that we provide the personal data you have shared with us in a structured, commonly used, and machine-readable format, provided that we process this data based on your consent or for the performance of a contract, and that the processing is carried out by automated means.
Right to contest If we process your personal data for the performance of a task carried out in the public interest, in the exercise of official authority or based on our legitimate interests, you have the right to object to such processing. Furthermore, you may withdraw your consent for receiving marketing communications at any time, without providing any reason.
Right to lodge a complaint If you believe that we have breached Romanian or European law in the processing of your personal data, thereby violating your rights, please contact us at protectiadatelor@asociatiahercules.ro so that we may address your concerns. We aim to respond to all requests within 30 days. However, this period may be extended based on various factors, such as the complexity of the request, a high volume of inquiries, or difficulties in identification within a timely manner.
If, despite our best efforts, we are unable to identify you and you do not provide additional information to assist in your identification, we are not obligated to fulfill the request.
Additionally, you have the right to contact the National Supervisory Authority for Personal Data Processing or any other European supervisory authority.