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Privacy Policy

Protection of personal data

On 25 May 2018, Regulation 679/2016 on the protection of individuals concerning the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC entered into force, applicable to any data controller or processor located in the European Union and to any person processing personal data of data subjects located in the European Union or providing services to them.

The Municipality of Cluj-Napoca, located at Moților Street, no. 3, Cluj County, Fiscal Code 4305857, telephone 0264.596030, [email protected], processes personal data necessary to provide services and information to taxpayers/citizens/petitioners, to carry out specific public administration activities and to fulfil legal obligations.

Depending on the department to which the data subject is addressed, we may collect the following categories of personal data of data subjects from outside the institution:

  • name and surname, address, CNP, series and number of identity card, tax data and real estate data, mobile phone number, e-mail address, data on education and profession, image, data on offences, criminal convictions, criminal record, ethnic origin, health data, of citizens and employees;
  • within the partnerships with which we have collaborations for the provision of products and services, we collect personal data of legal representatives or delegates, positions held, mobile phone, and email addresses.

Principles of Personal Data Processing

The Municipality of Cluj-Napoca processes personal data:

  • lawfully, fairly and transparently with respect to the data subject, which implies identifying the legal basis before processing, providing the data subject with information on the identity and contact details of the controller, the contact details of the data protection officer, the purposes of the processing, the recipients, the rights of the data subject, the possibility of withdrawing consent, the possibility of lodging a complaint with a supervisory authority as well as any other additional information necessary for transparent and fair processing;
  • for specified, precise, explicit and legitimate purposes, which implies that the processing is carried out only for the purpose defined before the collection of the data began; further processing for archiving purposes in the public interest, for scientific or historical research purposes or statistical purposes is not considered incompatible with the original purposes; in a manner appropriate and limited to the purposes of the processing, for a period limited to that necessary to achieve the purposes, which implies that the data processing is strictly limited to that necessary to achieve the purpose for which it is carried out;
  • in a manner that ensures appropriate data security by maintaining the confidentiality of the data and implementing appropriate organisational and technical measures to prevent unauthorized access, unlawful processing or distribution, and accidental loss, alteration or destruction.

The Municipality of Cluj-Napoca periodically updates the principles and technical and organisational measures applicable to the security of personal data, these principles contain our commitment to protect the confidentiality, integrity and availability of data of our taxpayers and partners, online and offline.

The processing of personal data by the Municipality of Cluj-Napoca is based on the following legitimate grounds:

  • the processing is necessary for compliance with the legal obligations incumbent on the controller, serves the legitimate interest and/or serves the public interest, is necessary for the performance of a contract (in the interest of the data subject);
  • consent: when the processing is not based on a legal obligation or does not result from the fulfilment of obligations related to the provision of our services, only with the consent of the data subject. For the expression of consent, the Municipality of Cluj-Napoca provides the data subject with the standard form – request and declaration on the expression of consent to the processing of personal data.

Purpose of processing / Duration of data retention

The Municipality of Cluj-Napoca processes personal data for the purpose of carrying out the specific activities of the institution, namely:

  • representation before the courts;
  • land fund;
  • agricultural register;
  • relations with the public;
  • archiving;
  • levying and collecting taxes and duties;
  • enforcement;
  • payments;
  • town planning, cadastre, building discipline;
  • project management, public services monitoring, investment and procurement;
  • administration of public or private assets, conclusion of contracts;
  • establishing contraventions and applying penalties;
  • issuing authorizations/permits in accordance with the legal regulations;
  • human resources;
  • specific activities in relation to education;
  • information and communication technology;
  • civil status and personal records;
  • press, culture, sport, tourism promotion, audit;
  • administrative services and any other specific activities of the institution deriving from other legislation.

The Municipality of Cluj-Napoca will store personal data necessary for the provision of public services in accordance with the scope of its activity, to keep in touch with data subjects and to comply with applicable legal obligations. Personal data will be stored for the period of time necessary to achieve the processing purposes set out above, while respecting the legal requirements in force and the interest of protecting the rights of the data subjects.

The controller does not keep the data longer than necessary, ensuring the implementation of data retention periods where there is no mandatory period laid down by law.

At the same time, personal data may be retained for longer periods for archiving purposes in the public interest or for scientific or historical research purposes, subject to the application of appropriate technical and organisational measures (such as anonymization, encryption, etc.).

If the Municipality of Cluj-Napoca determines that it has a legitimate interest or legal obligation to further process your personal data for other purposes, you will be informed of the secondary purpose.

Once the processing period expires, the Municipality of Cluj-Napoca no longer has legal or legitimate grounds to process your personal data, and measures aimed at erasure, anonymization, archiving, and destruction in accordance with the applicable legal procedures and the requirements to protect the interests of data subjects will be applied.

Source of personal data

The Municipality of Cluj-Napoca processes the personal data of taxpayers, business partners, visitors to the premises, persons who access the institution’s website or communicate with the operator through various communication channels (email, fax, mail, meetings, participation in events, etc.), employees and collaborators, other individuals.

Personal data processed by the operator are obtained:

  • directly from the data subject of the processing by providing data during meetings at the institution’s premises, by telephone, by receiving data by email/fax, by sending requests and filling in documents necessary for the provision of local public administration services, by filling in online forms, by visiting the premises or by sending CVs for employment on vacancies within the institution;
  • indirectly, from other sources: through disclosures made by other institutions (transfer of data), disclosures made in your interest or legitimate interest, by querying national databases where we have access regulated by law. These categories of information may include your name and identifying information, e-mail address and other information about you.

Rights of the data subject

The data subject of the processing of personal data may at any time exercise the following rights:

  • the right to be informed of the period for which personal data will be stored following the legal provisions, the recipients or categories of recipients of the data, the contact details of the data protection officer;
  • the right to request access to personal data, the right to rectification or erasure, restriction of processing, the right to object to processing, as well as the right to data portability; these rights can be exercised by filling in the standard applications posted on the institution’s website and registering them at the Cluj-Napoca City Hall;
  • the right to withdraw consent at any time, without affecting the lawfulness of the processing carried out on the basis of the consent given prior to the withdrawal of consent;
  • the right to lodge a complaint with a supervisory authority – the National Authority for Personal Data Protection – or the courts to defend any rights guaranteed by personal data protection law that have been infringed. The National Supervisory Authority for Personal Data Processing can be contacted at b-dul G-ral. Gheorghe Magheru, nr. 28-30, sector 1, Bucharest, Romania or by e-mail at [email protected];
  • can contact the Personal Data Protection Officer (DPO), by sending a request to the address of the institution in Cluj-Napoca, str. Moților nr. 3, Cluj County or by e-mail address at [email protected].

Security measures used by the City Hall of Cluj-Napoca to protect personal data

The City Hall of Cluj-Napoca is committed to protecting personal data as soon as it comes into its possession by implementing technical and organisational security measures. Despite the efforts of the controller, should we identify a security breach, the controller will take appropriate corrective measures.

In order to protect personal data, the City Hall of Cluj-Napoca has taken organisational and technical measures oriented in several directions:

User identification and authentication, type of access, data operation, execution of backups, computers and access terminals, communication networks and staff training. It also uses pseudonymization measures, to secure storage of information so that an adequate level of protection and security is ensured.

The City Hall of Cluj-Napoca uses the security procedures and safeguards it deems appropriate to protect the personal data of data subjects.

We aim to prevent unauthorized access, maintain data accuracy, ensure the appropriate use of data and protect data against loss of confidentiality, deletion, misuse or alteration of information under the control of the Municipality of Cluj-Napoca.

Collaboration protocols

Collaboration protocol on the provision of data from the National Register of Persons

This material has been prepared for the purpose of informing data subjects by posting on the institution’s website about the implementation of Regulation No 679/27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC.