Privacy Policy

SmartSpot strongly believes in protecting the confidentiality and security of your personal data. This document is referred to as our “Privacy Policy” and describes how we use the personal data that we collect.

Please take the time to read this Privacy Policy as it explains how we collect, use, and store your personal information, and the rights you have in relation to the protection of your personal information.

SmartSpot Services SRL

Str. Calea Turzii nr.245
400491, Cluj-Napoca, Romania
T: +40 371 442772
M: +40 725 213155
Unique Registration Number : J12/1983/2011
VAT Identification Number : RO 28926754


Thank you for your interest in SmartSpot.

As the protection and security of your data is one of our top priorities, we wish to inform you which of the data you provide us with when you visit the website we collect, process and use, as well as how we use it.

We collect, process and use personal data from our site visitors to improve the usability, effectiveness and security of our website and thus provide our site visitors with the best experience. We also collect, process and use the information you send via contact or application forms or buttons (including the Apply via LinkedIn button) to process requests for information or business inquiries, evaluate job applications, register visitors to events, training sessions or contests, and for other purposes you might have. When you submit your information, you consent to SmartSpot using such information as described herein.

Our website and the underlying technologies are subject to constant change and development, so we might need to change this Privacy Policy from time to time. SmartSpot reserves the right to modify or amend this Privacy Policy at any time. All changes to our Privacy Policy will be posted on this website. You should, therefore, periodically review this Privacy Policy to ensure you agree with the latest terms presented.

Purpose of data collection

We collect, process and store your data to be able to process your request. Whether you are interested in a job opportunity at SmartSpot, you need software services from SmartSpot or you wish to provide services to SmartSpot, we must store your personal data to process your request.

We apply the highest level of security when lawfully and fairly collecting, storing and processing adequate, relevant and not excessive personal data.

Data Collection

We collect and process data automatically (through technology) every time you visit our website and both automatically and manually, every time you provide data via our contact forms. We process the data you send to us via the contact forms manually.


1. Information provided by you that we may collect, processes and use

SmartSpot does not collect any personal data (personally identifiable information) from you without your knowledge or permission and does not ask you to provide such information to access and use this website. By personal data, we mean all the information relating to an identified or identifiable website visitor.

When you provide data via this website or directly via email or phone, we collect, process and use only the personal data you send, and necessary information we need to communicate with you on your inquiries or applications via this website.

If you contact us via the contact form, you consent to having SmartSpot collect and process the following data:

  • Your full name, email address and phone number
  • Your affiliation – the name of the organization you are part of
  • The reason for your inquiry
  • The source of your visit – how you found us

When you submit and inquiry via the contact form, you also consent to having SmartSpot representatives contact you via email or phone.

If you apply for a job position through our website via any available contact or application form or button (including the Apply via LinkedIn button), you consent to having SmartSpot collect, process and use the following data:

  • Your name, email address and phone number
  • Your city of residence
  • Your technology stack of interest
  • The source of your visit – how you found us
  • A message you willingly and knowingly send to us
  • Your CV
  • Your public LinkedIn profile, containing information such as your name, contact number, email address, city of residence and experience (applications via LinkedIn only).

When you apply for a job position through our website, you also consent to having SmartSpot representatives contact you via email or phone.

If you register or apply for an event, training or contest though our website or via email, you consent to having SmartSpot collect, process personal data. This data might include but is not limited to:

  • Your name, email address and phone number
  • Your city of residence
  • Your years of experience in a field
  • The technology stack of interest
  • The source of your visit – how you found us
  • The reason of your inquiry
  • Your affiliation – the name of the organization/institution/association you are part of
  • A message you willingly and knowingly send to us
  • Your CV

When you register or apply for an event, training or contest though our website, you also consent to having SmartSpot representatives contact you via email or phone.


2. Use of Cookies and Web Server data

As you navigate through the website, certain non-personal information may be passively collected (that is, gathered without your actively providing the information). SmartSpot may collect information about your computer and Internet connection, including your IP address, operating system and browser type. This is statistical data about our website visitors’ equipment, browsing actions and patterns and does not identify any individual.

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We use temporary cookies (also known as session cookies) and permanent cookies (also known as persistent cookies). Temporary cookies are stored in your browser for the entire time of your visit on our website and are deleted when you leave. Permanent cookies are those tiny text files that remain in your browser even after you leave our website, unless you delete them yourself.

If you don’t want SmartSpot to collect your non-personal information via cookies, you can prevent the acceptance of new cookies in your browser. You can find in the browser’s Help menu information on how to set your browser to notify you when you receive a new cookie and how to disable cookies completely.

The website uses Google Analytics. The cookies collected by Google Analytics are used to provide information about how visitors use our website. We use the information for internal reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Click here for more information about how Google uses cookies.

For technical reasons, the internet browser needs to automatically transmit data to our web server when you visit our website. This data is automatically collected and stored by us or third parties on our behalf. This data might include and is not limited to:

  • Your IP address
  • The date and time of your visit to our website
  • Types of websites you visit
  • The URL of the page you visited before (if you accessed our website from a referral source),
  • Information about the device and browser you are using (browser type, version, operating system, device type, screen resolution, etc.)

All this information is aggregated and analyzed anonymously to improve the experience of using this website. We have ensured with technical and organizational measures that our external service providers follow the rules of data protection and treat this detail with the outmost care.

Collected data

SmartSpot limits the personal data it processes to information we can use to identify you personally (name, address, phone number, email) so that we can communicate with you. If your inquiry is related to recruitment, we will also process information about your education, professional experience, skills, and anything else that can help our recruiters identify the best matching job for you. If your inquiry is business related, we will also process and record information about your company or business that enables us to assess the fit between our organizations.

Data Storage at SmartSpot

We will be storing your personal data for 10 years, ensuring adequate data protection and security for your personal data through this entire period.

We will only provide access to your personal data to personnel of SmartSpot, clients, partners or providers of SmartSpot who need it to handle your request or to address your potential future needs.

To avoid automatic decisions on how your personal data is handled we process it both manually and automatically, with computer software. This means machines cannot make assumptions on what you have given consent for.

In addition, we take strict security measures to prevent your personal data from leaking outside the countries in which we operate.

Data transfer to third parties

All details collected throughout the website might be sent via email to the relevant department at SmartSpot, to collaborators, partners or affiliate companies of SmartSpot. When we share your data with collaborators, partners of affiliate companies, we do so to achieve the purpose for which you provided us with the data, such as responding to your request.

The data you provide via our contact forms through this website or via email is shared directly with third parties only if we are legally required to do, such as in case of law enforcement or security. We will never share or sell your data to gain advantage or profit.

Your Rights

In accordance with the European Union legislation concerning the collection and processing of personal data, you have the following rights:

  • To request us to rectify or erase your personal data or restrict our processing of your personal data or object to such processing.
  • To request from SmartSpot copies of your personal data undergoing processing. We must provide the first copy for free, while for any further copies you request we may charge a reasonable fee based on administrative costs. If you make the request by electronic means and unless you request otherwise, we shall provide the information in a commonly used electronic form.
  • To not be the subject of a decision based exclusively on automatic data processing.
  • To not have your personal data transferred to third party countries.
  • To obtain from SmartSpot restriction of processing where one of the following applies:
    - you contest the accuracy of the personal data we processed, for a period that would enable us to verify the accuracy of your personal data;
    - the processing is unlawful, and you oppose the erasure of your personal data and request the restriction of its use instead;
  • SmartSpot no longer needs your personal data for the purposes of the processing, but you require us to keep it for the establishment, exercise or defense of legal claims.
  • To file a complaint against SmartSpot at the National Supervisory Authority for Personal Data Processing and before the competent courts of law if you believe that we have not handled your personal data according to the General Data Protection Regulations (GDPR) requirements.

In short, you can ask us to share with you, adjust, delete or keep the information we have about you for more than 10 years, or file a complaint against SmartSpot if you believe we have not met all the requirements imposed by law when processing your personal data.

You can withdraw at any time your consent to have your personal information processed and stored by SmartSpot by sending us a consent withdrawal at


Protecting your information is one of our primary concern. The information that we collect is stored on secure servers. We take reasonable precautions to protect your personal information.

Your consent

By using the website, you agree with these terms. Whenever you submit information via the website, you must consent to the collection and use of that information in accordance with this privacy policy.

SmartSpot mitigates and manages conduct risks by fostering an environment of high integrity and ethical values among its staff, business partners and stakeholders.

SmartSpot aims at promoting a culture of integrity and high ethical standards throughout all levels, internal and external level.

SmartSpot encourages speaking-up and whistleblowing and asks all employees and business partner to report any suspect misconduct or illegal acts within SmartSpot.

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