Privacy Policy

1. Identity and Contact Details of the Data Controller

The data controller is CIUBI.NET S.R.L. (CUI 42378568, Trade Reg. J2020000562089), a Managed IT Services & MSP provider, with its registered address at 13 Strada Emilian Ștefan, Brașov, 500170, Romania.

• Email: stefan@ciubi.net
• Phone: +40 731 924 779
• Website: ciubi.net

2. Categories of Personal Data Collected

2.1 Contact Form

When you submit our contact form we collect:

• First and last name
• Company name (optional)
• Email address
• Phone number
• Message content

2.2 Appointments / Calendar Widget

When you book a meeting through our scheduling widget we collect:

• First and last name
• Email address
• Requested date and time
• Any additional information provided in the notes field

2.3 Data Processed as an MSP/CSP Provider

In delivering managed IT services and as a cloud solution provider (including Microsoft 365 and related services), we process data belonging to our business clients and their employees (end users), under separate service contracts. These processing activities are governed by Data Processing Agreements (DPAs) concluded with each client and fall outside the scope of this public privacy policy.

3. Purposes of Processing and Legal Basis (GDPR Art. 6)

4. Data Retention Periods

• Contact form data: up to 2 years from the last interaction, or until the end of the business relationship, whichever is later.
• Appointment data: up to 12 months from the appointment date.
• MSP/CSP client data: for the duration of the contract and, after termination, in accordance with applicable legal obligations (generally a minimum of 5 years for accounting and tax records).
• Billing data: minimum 10 years in accordance with Romanian tax legislation.

After the retention period expires, data is securely deleted or anonymised.

5. Recipients and Third-Party Processors

Your data may be accessed by the following sub-processors or partners, limited to the purposes indicated:

• Microsoft Corporation (Microsoft 365) – messages sent through the contact form are delivered to and stored in Ciubi.NET's Microsoft 365 mailbox; data may be stored in Microsoft data centres within the EU/EEA or outside it, with appropriate safeguards (Standard Contractual Clauses and the EU-U.S. Data Privacy Framework).
• Microsoft Bookings – the online booking platform. The calendar only loads after you click “Load calendar”; from then on, Microsoft processes the data you enter and may set its own cookies, in line with its privacy policy.
• Cloudflare, Inc. – content delivery network (CDN), attack protection and the Cloudflare Turnstile anti-spam check on the contact form; processes IP addresses and technical browser data.
• Web hosting provider – the server the website runs on; may process visitor IP addresses and technical logs.

The website's fonts are hosted on our own server; we do not load resources from Google and do not use analytics or advertising services.

We do not sell, rent, or share your data with third parties for marketing purposes.

6. International Data Transfers

Where data is transferred outside the European Economic Area (EEA), Ciubi.NET ensures that adequate safeguards are in place through: European Commission adequacy decisions, Standard Contractual Clauses (SCCs), or other legally recognised transfer mechanisms under GDPR.

7. Rights of Data Subjects

Under GDPR, you have the following rights:

• Right of access (Art. 15): you may request a copy of the personal data we hold about you.
• Right to rectification (Art. 16): you may request the correction of inaccurate data or completion of incomplete data.
• Right to erasure / "right to be forgotten" (Art. 17): you may request deletion of your data, subject to applicable legal conditions.
• Right to restriction of processing (Art. 18): you may request that processing of your data be limited in certain circumstances.
• Right to data portability (Art. 20): you have the right to receive data you have provided in a structured, commonly used, machine-readable format.
• Right to object (Art. 21): you may object to processing based on legitimate interest or to direct marketing.
• Right not to be subject to automated decision-making (Art. 22): Ciubi.NET does not use automated profiling or solely automated decision-making with legal effects.

To exercise any of these rights, please contact us at: stefan@ciubi.net. We will respond to your request within a maximum of 30 calendar days.

8. Right to Lodge a Complaint with the Supervisory Authority

If you believe that the processing of your personal data violates GDPR, you have the right to lodge a complaint with the competent supervisory authority in Romania:

We encourage you to contact us directly before lodging a formal complaint so that we can resolve any concerns as quickly as possible.

9. Cookies and Similar Technologies

The ciubi.net website does not use analytics or advertising cookies. The only cookie set on our domain is a strictly necessary Cloudflare security cookie. The Microsoft Bookings calendar sets its own cookies only if you choose to load it.

The full list of cookies and how to control them is described in our Cookie Policy.

10. Data Security

Ciubi.NET implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, accidental disclosure, or destruction. Data transmission on the site is carried out over encrypted connections (HTTPS/TLS).

11. Changes to This Policy

We reserve the right to update this privacy policy to reflect legal or operational changes. The updated version will be published on this page with the revision date. We recommend checking this page periodically.