Pentru versiunea în romăna apasa aici.
Effective date: 01.04.2025
1. Introduction
This Privacy and Data Processing Policy (“Policy”) has been issued by SC UBX Studio Consulting SRL (“ Auto Rent Manager ”, “ we ”), with its registered office at Str. Baia de Arama no.1, Bucharest, Romania, as controller and, in certain contexts, as data processor.
This Policy sets out how we collect, use, store, protect and disclose your personal information when:
(a) Access and use our presentation website ( auto-rent.app ) – in this case, we are the Data Controller .
(b) You use our SaaS software platform “Auto Rent Manager” – in this case, for the data that the customer (the car rental company) enters into the platform, it is the Controller and we are the Data Processor . The processing of this data is governed by the Data Processing Agreement (DPA) concluded with your customer.
2. Contact details
If you have any questions or concerns regarding the processing of your personal data, please contact us at:
Phone: +40774154678
Address: 1 Baia de Arama Street, Bucharest, Romania
3. What data do we collect and for what purpose (When we are the Operator)
Data category | Purpose of processing | Legal basis |
Contact details (name, email, phone, company name) | To respond to your requests received through the contact form. | Execution of a contract (your request) |
Account details (email, password) | To contact you regarding the demo/platform testing account. | Execution of a contract (terms of use) |
IP address, technical data (browser type, device) | For site security and functionality, fraud prevention, and statistical traffic analysis. | Legitimate legitimate interest |
Data for marketing (email) | To send you our newsletter and promotional offers, if you have subscribed. | Consent |
The “Auto Rent Manager” mobile application requests permission to access the device’s camera to allow users (your car rental company’s employees) to capture:
Image processing:
The captured images are processed using OCR (Optical Character Recognition) technology to automatically extract text and relevant information. The extracted data is stored according to the retention policy described in Section 7.
Storage and protection:
All images and extracted data are stored on our servers in Romania and are protected according to the security measures described in Section 9. The original images are deleted according to the specified retention periods.
Responsibility:
As a platform operator, we do not collect personal data of your customers without consent. Your company (data controller) is responsible for obtaining consent from its customers (individuals) before collecting and processing their personal data.
4. How we process data as a Processor (SaaS Platform)
When you sign a contract for our SaaS platform, we are the Processor of your personal data and that of your customers. We do not decide what data is entered into the platform or why. We process this data strictly on your behalf and according to your documented instructions , for the sole purpose of providing you with the contracted services (fleet management, contracts, customers, etc.).
Full details of the processing as a Processor are contained in the Data Processing Agreement (DPA) , which forms an integral part of the commercial contract. It specifies:
The categories of data subjects (e.g., your customers).
The types of data processed (e.g., last name, first name, CNP, driver’s license data, passport data).
Our security measures.
Rights and obligations of the parties.
5.A. Data recipients (Who we share data with)
We may need to share your data with third parties, who act as independent Processors or Operators:
IT service providers: Our hosting provider that stores data on servers located in Romania .
Marketing service providers: (e.g., email marketing platforms, only if you have given consent).
Regulatory authorities: Only when we are expressly required by law.
All of our processors are contractually obligated to respect data confidentiality and security.
5.B. Responsibility for Your Customer Data
As a user/operator (rent-a-car company), you are responsible for:
– Obtaining consent from your customers (individuals) for the collection and processing of their personal and sensitive data
– Communicating this Privacy Policy to your customers
– Complying with personal data protection legislation
6. International transfers
All personal data is stored and processed on servers located in Romania (European Union) . We do not transfer data to third countries that do not benefit from an adequacy decision from the European Commission.
7. Data Retention (How Long We Store Data)
Contact details for requests: We keep them for 6 months after the request is completed.
Marketing data: We keep it until you withdraw your consent .
Demo account data: We keep what is entered in the application for 24 hours / contact details for 12 months.
As Processor: We store the data for the duration of the commercial contract and delete it within 90 days of its expiration, according to our security procedures.
8. Your rights (according to GDPR)
You have the following rights regarding your personal data:
The right to access the data we hold.
Right to rectification (correction of inaccurate data).
The right to erasure (“right to be forgotten”).
The right to restriction of processing .
The right to data portability .
The right to object to processing based on legitimate interest.
The right to withdraw your consent at any time (for marketing).
To exercise these rights, you can contact us at the addresses indicated in point 2.
8.1. Account Deletion and Contract Termination
As a B2B service based on commercial contracts, account deletion is subject to the terms of your signed agreement. Users can request account closure and data deletion by contacting us at [email protected].
Identity Data: Deleted upon request once the contract is terminated.
Financial/Contractual Data: Retained for the period required by Romanian fiscal law (e.g., 10 years for invoices).
Processing Data: Deleted within 90 days of contract expiration as per Section 7.
9. Data security
We implement appropriate technical and organizational measures to protect your data, including encryption, strict internal access control policies, and regular backup procedures. However, no system is 100% secure.
10. Cookie Policy
Our website uses cookies to function properly and to analyze traffic.
You can control cookies in your browser settings. Blocking strictly necessary cookies may affect the functionality of the site.
11. Policy changes
We reserve the right to update this policy. Any significant changes will be communicated through our website or, where applicable, by email. We encourage you to check this page periodically.
Thank you for choosing Auto Rent Manager!
