Privacy notice

1. Who is responsible

The controller is Napoca Software. For any question or request about your data, write to [email protected].

2. Whose data

Team members (employees and contractors), shareholders with access to the application, and people who appear in the company's records, such as contacts at clients and suppliers or the payers and payees of payments.

3. What data, why, and on what basis

• Account and sign-in data, for access to the application and its security. Basis: your employment or service contract (Art. 6(1)(b)) and our legitimate interest (Art. 6(1)(f)).
• Work records (time worked, leave, expenses and amounts owed), to organise work, invoice clients and settle what is due. Basis: the contract (Art. 6(1)(b)) and legal obligations (Art. 6(1)(c)). Information about sick leave is processed only for obligations under employment law (Art. 9(2)(b)).
• Financial and accounting records (invoices, payments, bank transactions), for bookkeeping and tax obligations. Basis: legal obligations (Art. 6(1)(c)) and our legitimate interest in accurate records (Art. 6(1)(f)).
• A history of changes, to keep the records reliable. Basis: legitimate interest (Art. 6(1)(f)).

4. Who receives it

The data is kept in Romania. We share it only as far as needed with:

• IT service providers working for us, for example for email and backups;
• a licensed account information service provider that gives us access to the company's bank accounts;
• public authorities, including the tax authority (ANAF), and the company's accountant and auditor, when the law requires it.

Some providers belong to groups outside the European Economic Area. Any transfer relies on an adequacy decision of the European Commission or on its standard contractual clauses.

5. How long it is kept

Financial and accounting records, for as long as accounting law requires (generally 10 years). Other data, for as long as your relationship with the company lasts and then as long as needed for legal obligations or to defend a claim. When you leave the team, your access is closed.

6. Cookies

The application uses only cookies that are strictly necessary for it to work. There are no analytics or advertising cookies.

7. Automated decisions

We take no decision with legal effects on you based solely on automated processing.

8. Your rights

You have the right to access your data, to have it corrected, to have it erased (within the limits of what the law requires us to keep), to restrict its processing, to object, and to data portability. Write to [email protected]; we answer within one month.

You can complain to the Romanian data protection authority, ANSPDCP, www.dataprotection.ro.

9. Changes

We may update this notice; the date of the last update is shown above.