Privacy policy

1. Data controller

Controller: Romanian Association for Smart City (ARSC). For questions about how your data is processed, or to exercise the rights described below, you can contact us at:

• Email: [email protected]
• Phone: +4031 425 4263
• Website: arsc.ro

For official details about the association (tax ID, registered office, management), please see arsc.ro.

2. Categories of data we process

We process only the data that is strictly necessary to reply to you and to keep the website working properly:

• Contact details you provide voluntarily (name, email, phone, organisation, message), when you fill in the contact form or email us.
• Minimal technical data (browser type, operating system, IP address, pages visited), collected through server logs for security and to fix faults.
• Accessibility preferences (display mode, zoom, font, etc.), stored locally in your browser, not on our servers.

We do not collect sensitive data (health, political opinions, religion, sexual orientation, etc.) and we do not use marketing cookies or social media tracking pixels.

3. Purposes and legal basis (Art. 6 GDPR)

• Replying to requests (contact messages, project entries, partnerships). Legal basis: ARSC’s legitimate interest in communicating with the people who contact us (Art. 6(1)(f) GDPR).
• Registration for the gala or an event. Legal basis: performance of a contract or pre-contractual steps taken at your request (Art. 6(1)(b) GDPR).
• Website security and fault fixing. Legal basis: ARSC’s legitimate interest in protecting its technical infrastructure (Art. 6(1)(f) GDPR).
• Legal obligations (responding to requests from ANSPDCP, the courts, etc.). Legal basis: legal obligation (Art. 6(1)(c) GDPR).

4. How long we keep data

• Contact messages: 24 months from receipt, after which they are deleted or anonymised.
• Project entry files: for the duration of the edition concerned and 5 years afterwards, for documentation and archive purposes.
• Server logs: up to 90 days.
• Accessibility preferences: for as long as they remain in your browser (you can delete them at any time in your browser settings).

5. Who we share data with

Your data stays with ARSC. Limited exceptions, only where strictly necessary:

• Technical providers (hosting, email), under data processing agreements (DPAs), strictly for running the infrastructure.
• The jury and evaluating partners, only when assessing a competition entry and under a signed confidentiality agreement.
• Public authorities, only following a justified legal request.

We do not sell data and we do not use it for automated profiling with legal effects on you.

6. Your rights (Art. 13-22 GDPR)

With regard to your personal data, you have the following rights:

• Access: you can ask for a copy of the data we process about you.
• Rectification: you can ask us to correct inaccurate data.
• Erasure (“the right to be forgotten”): when processing is no longer necessary.
• Restriction: when you contest the accuracy or lawfulness of the processing.
• Portability: receiving your data in a structured format.
• Objection: to processing based on legitimate interest.
• Withdrawal of consent: at any time, without affecting the lawfulness of earlier processing.
• Complaint to ANSPDCP: the Romanian supervisory authority (anspdcp.ro).

For any request, write to us at [email protected]. We reply within 30 days at most.

7. Cookies

The website uses strictly necessary technical cookies to function (session, language preference, accessibility preferences). We do not use marketing, retargeting or third-party analytics cookies. If we add analytics in the future, we will update this policy and show a consent banner.

8. Embedded external content (YouTube)

The SCIA X archive page may include YouTube videos loaded in “no-cookie” mode (youtube-nocookie.com), which sets no cookies until you press Play. If you choose to play a video, YouTube/Google may collect data under its own privacy policy.

9. International transfers

All main processing takes place in the EU/EEA. If a service provider (for example, hosting) also processes data outside the EEA, the transfer is based on the standard contractual clauses adopted by the European Commission.

10. Changes to this policy

We may update this policy to reflect technical or legal changes. The current version shows the date of the last update above. Substantial changes will be clearly flagged on the website.