At Madalina Ivan Business Attorneys at Law (“Madalina Ivan BA” or “us” or “we”) we observe the requirements for the processing of personal data in accordance with the provisions 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 (hereinafter referred to as “GDPR”). 

We are fully committed to processing and protecting the personal data of individuals in compliance with the legal norms in force in Romania and the principles set out in the GDPR.

Personal data means any information regarding an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

This privacy policy regards the personal data of our clients, collaborators, business partners and the representatives of thereof, employees, interns, potential clients/ business partners/collaborators. This policy applies to all personal data collected on our website, www.ivanlaw.ro, as well as to all personal data we collect via social media, e-mail, letter, telephone, or by any other means of communication by which such data are going to be processed. We can also collect information regarding your preferences by using the above-mentioned website, when you request information from us or as a result of the relation you have with us.

1.   Personal data processing principles

The personal data processing by Madalina Ivan BA is based on the following principles set out in the GDPR:

• Lawfulness, fairness and transparency – your personal data will be processed “lawfully, fairly and in a transparent manner”;
• Purpose limitation – your data will be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
• Data minimization – any collection of personal data will be very well analyzed before the actual request for the data we are going to process, which shall be relevant and strictly limited to what is absolutely necessary in relation to the purposes for which they are processed;
• Information accuracy – data controllers must take every step to ensure the validity of personal data, and the ones proven inaccurate shall be erased or rectified without delay;
• Storage limitation – personal data shall be stored exclusively for the period for which they are necessary for assumed processing. Longer storage periods are exceptions associated to public archiving activities, research or statistics;
• Integrity and confidentiality – personal data shall be processed securely, this including “protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organizational measures”.

2. Purpose and processing of personal data

Your personal data shall be used in the following situations:

2.1.   If you are a client or a potential client or an employee/ collaborator of a client or a potential client

We use your personal data for the purpose of providing of legal services, as well as accounting and tax purposes. In this case, the legal ground for personal data processing is the performance of the legal assistance agreement concluded by and between Madalina Ivan BA and our client or potential client.

Your data will be processed, inter alia, for the communication by e-mail, correspondence, by phone, by video transmission, or by any other means of communication by which the answers to your requests, the documents/materials prepared during the legal advice, negotiations, courtly procedures, as well as any other answer or request within the collaboration or possible collaboration with Madalina Ivan BA will be transmitted. In this case personal data processing will rely on the legitimate interest for the rendering of our services depending on the area of expertise or contractual relation.

We can process your personal data also in the context of identity verification and conflict checks, anti-money laundering and other regulatory checks imposed by the legal provisions governing the legal profession, in this case the legal obligation represents the ground for the personal data processing.

Categories of personal data processed: identification and contact details – your name, e-mail address, phone number, fax number, address, as well as other personal data you may communicate to us.

Identification and contact details may also be processed by us for marketing and business development purposes based on consent or legitimate interest (business need). We may use your personal details to send you information by e-mail or post, or using social media or social networking websites, about our services, brochures, press releases, invitations to events/seminars. 

2.2.   If you are user of our website www.ivanlaw.ro

We use the personal data collected from you when accessing our website, www.ivanlaw.ro, to monitor traffic and improve our website traffic. The ground for the data processing consists in our legitimate interest to provide adequate functioning of Madalina Ivan BA’s website and its improvement. The categories of personal data that are processed in this context consist in the hour and date of accessing the Internet website and the IP address from which our Internet website was accessed.

We process personal data in order to be able to respond properly to your request or query. We may also process your personal data to manage the security of our websites and systems. We may collect contact data, communication data and data about your device, for security and operations management, to help keep our websites systems secure. We have a legitimate interest for processing this data.

If any parts of our website link you to other websites or applications (Linkedin), such do not operate under this privacy policy. You should consult the privacy policies posted on those other online platforms as we have no control over information that is submitted to, or collected by, theses third parties.

2.3.  If you are a candidate for a collaboration, job or internship with us

We use personal data from the CVs we receive to assess the candidates’ qualifications for occupying a certain position in our office. Personal data processing derives from the necessity to conclude and perform the agreement between the parties.

The categories of personal data processed in such cases are name, e-mail address, phone number, fax number, domicile address, education and professional training data, professional qualifications, as well as other personal data that you may provide by CV or directly. 

2.4.   If you are visitor to our office

We use your personal data for securing our la firm’s offices, assets and personnel. In this case, the processing ground the legitimate interest to protect our law firm’s offices, assets and personnel. The categories of personal data processed in this context are related to names and other personal data you may provide us with directly.

3.   Sharing with third parties

We will only share personal data about you where disclosure is required by law, to protect our rights or protect your safety or the safety of others.

The personal data you provided us with are processed and kept mostly by us. In a very limited extent also other processors can be involved, such as providers of accounting or IT services, technical experts contracted in the proceeds of a particular courtly proceedings. Likewise, the client’s personal data may be disclosed by us in court of law according to our legal obligations set out under the Bar Association rules, as well as the specific legislation applicable to our profession.

4.   Security of the data processing 

Your personal data will be secured by us, by taking security measures proportionate to the sensitivity of your personal data processed. We implement appropriate physical, technical, and administrative security measures to protect your personal data against accidental loss/theft, unauthorized or accidental access, processing, deletion, use, disclosure or copying or accidental or unlawful destruction.

5.   How long we keep your data

We will keep your data only for as long as it is either legally required, if the case is such, or needed for the purposes it was collected for, in order to establish, exercise or defend our legal rights, or for archiving purposes. 

The personal data of candidates and interns applying for traineeships at Madalina Ivan BA, your personal data shall be stored for a period of maximum 2 (two) years.

6.   Your rights

As a data subject, you have the following rights in relation to your personal information:

• the right to access the personal information;
• the right to have your personal information rectified, for example if it is incomplete;
• under specific circumstances and subject to applicable law, the right to restrict or object to the processing of your personal information, or request that your personal information is erased;
• under specific circumstances and subject to applicable law, the right to receive a copy of the personal information which you have provided to us;
• where you have provided personal information based on your consent, or voluntarily, the right to withdraw your consent at any time, without prejudice to the legality of the processing done before your withdrawal;
• the right to lodge a complaint with a data protection authority;
• you also have the right to opt out, free of charge, at each and any time of receiving marketing communications from us;

To exercise each of the above-mentioned rights you may contact office@ivanlaw.ro.

7.   International transfers

We do not expect your data processed as per this policy to be transferred outside the EU, EEA or countries not recognized as having an adequate level of protection.

In case such transfer will however occur, we are committed to taking all necessary security and legal precautions to ensure the safety and integrity of personal data which is being transferred.

8.   Complaints

If you have any complaints regarding our compliance with this privacy policy, please Contact us first at office@ivanlaw.ro. We will investigate and do our best to resolve complaints regarding use and disclosure of personal information in accordance with this privacy policy and in accordance with applicable law.

You also have the right to lodge a complaint with a data protection authority about our collection and use of personal data about you. For more information, please contact your local data protection authority.

9.   Data controller contact details
The data controller is Madalina Ivan Law Office, established by decision 373/20.02.2024 of the Bucharest Bar, fiscal code RO23623334, with headquarters located at 8 Panait Cerna Street, M58, entrance 2, office 51, 3^rd District, 030993, Bucharest, Romania, office@ivanlaw.ro, tel. +40765487225.