1. Who is responsible for your information
The data controller for enquiries and business research carried out under the project name Optimal Operations Solutions is Vlad Macovei, project initiator, acting in a personal capacity. Optimal Operations Solutions is not currently a separate legal person. Contact: contact@optimaloperationssolutions.ro.
2. Information we may process
If you choose to contact us through the website form or by email, we may process information such as your name, work email address, organisation, country, website, professional role, supplier capabilities, certifications, target markets, capacity and delivery information.
Information may come directly from you, from your organisation, from a referral, or from publicly available business sources used for B2B research. We do not intentionally request special-category personal data.
Information submitted through the website form is sent directly to our secure submission service and stored for the purpose of reviewing your company profile and responding to your enquiry. Service providers supporting form processing, secure storage, website hosting and security may process the information on our behalf. They may also process ordinary technical request data needed to deliver and protect the site, such as IP address, request time, browser information and security logs.
Uploaded documents and submission context
You may optionally upload up to five PDF, DOCX, XLSX, JPEG or PNG files, no larger than 10 MiB each. Supabase stores these files in a private bucket. They are not published or attached to notification emails. Access is restricted to the project initiator and authorized service operations needed to process the enquiry.
Document content and its filename, size, type and submission reference are processed for the initial assessment. Uploaded documents follow the enquiry retention period below: normally for 24 months after the last meaningful interaction, subject to the stated exceptions and the advance-notice safeguard below. You may request deletion using the contact address above. Temporary files not linked to a finalized submission record, including files whose submission has been deleted, become eligible for scheduled cleanup after 24 hours without modification. The scheduled retention process removes files before deleting the associated enquiry record; failures are retried.
For submission context we store only the page origin and path, plus the permitted UTM parameters (source, medium, campaign and content) with restricted values. Other query parameters and URL fragments are discarded. When the gateway provides an IP signal, daily keyed fingerprints are used for submission abuse controls; the raw address is not stored in that counter table. IPv6 abuse controls group addresses by /64 network. Counter rows older than 48 hours are eligible for scheduled deletion. A random request reference helps prevent duplicate submissions; it is not an analytics visitor identifier.
Supabase processes form data and private documents; the current project is configured in region eu-central-1. Resend processes internal notification emails, which contain submitted form details or document names and sizes, but no file attachments. Sites provides website hosting. Other provider processing and log locations have not been confirmed; a project region alone does not establish the location of every subprocessor.
Legal review pending: this operational notice, including retention and provider arrangements, must be reviewed by a qualified legal adviser. It is not a declaration of GDPR compliance.
Website measurement
We use Supabase to count page loads and interactions, including form starts and successful submissions. Our analytics dataset contains daily totals by event, EN/RO language, general traffic source and a permitted outreach wave code (w1–w12). It contains no IP addresses, contact details, document contents, full URLs or persistent visitor identifiers. This measurement sets no cookies and respects Do Not Track and Global Privacy Control. Hosting and infrastructure providers may still process technical request logs as described above. Daily totals older than 180 days are removed when measurement next receives an event. Counts describe activity, not unique people; automated traffic may still occur.
3. Why we use the information
- to respond to a supplier enquiry and carry out the free initial assessment;
- to clarify capabilities and research potentially relevant European commercial targets;
- to protect the website and communications against abuse or security threats;
- to keep appropriate records of business correspondence and comply with legal obligations.
Depending on the context, the legal basis may be taking steps at your request before a potential contract, our legitimate interest in evaluating and developing relevant B2B opportunities, compliance with legal obligations, or consent where consent is specifically requested.
No consent checkbox is required for an enquiry you choose to initiate. The Privacy Notice is presented next to the submission action, and the legal basis is determined by the purpose and context described above. Consent will be requested separately only if an optional future use genuinely requires it.
We do not make solely automated decisions or use automated profiling to decide whether a supplier is accepted, matched or introduced. Any assessment is subject to human review.
4. Sharing and international transfers
Information is shared only where reasonably necessary with service providers supporting form processing, secure storage, email, website hosting or security, professional advisers where required, authorities where the law requires it, or a prospective business party when you have agreed to an introduction or the sharing is otherwise legally justified.
We do not sell your contact details or publish the information you provide. We will not introduce you to a prospective supplier or buyer, or disclose your commercial details to them, without your permission for that introduction or another clearly applicable legal basis.
If a service provider processes information outside the European Economic Area, appropriate safeguards required by applicable data-protection law should be used.
5. Retention
Enquiry information is retained only for as long as needed to evaluate and follow the relevant business opportunity, normally for 24 months after the last meaningful interaction, unless a longer period is required for legal, contractual or dispute-management purposes. Before automated deletion, the owner receives advance notice and at least 30 days to record further relevant activity or a justified retention hold. If the notice cannot be delivered to the email service, deletion is paused pending review; this safeguard can extend the normal period.
6. Your rights
Subject to the conditions in applicable law, you may request access, correction, deletion, restriction or portability of your personal information, and you may object to processing based on legitimate interests. Where processing relies on consent, you may withdraw that consent for future processing; withdrawal does not affect processing carried out lawfully before withdrawal.
To exercise a right, email us using the address above. You may also lodge a complaint with the Romanian supervisory authority, the National Supervisory Authority for Personal Data Processing (ANSPDCP). Further information on EU data-protection law is available from the European Commission.
7. Cookies and local storage
This site does not use advertising or analytics cookies. The EN/RO language is determined by the page URL; this site does not store a language preference in your browser.
8. Security and updates
Reasonable technical and organisational measures are used to protect business correspondence. No online transmission is risk-free, so please do not send trade secrets, special-category personal data or highly sensitive technical information through the initial enquiry.
This notice may be updated when the site, service providers or information-handling process changes. The latest version will be identified by the date shown above.
9. Pre-launch limitation
The current activity is limited to research, supplier outreach and free initial assessments. No paid service is offered or accepted, no online payment is collected and no contract is concluded through the site. Before any paid commercial activity, the appropriate legal and tax framework, complete mandatory operator information and contractual terms must be established and independently reviewed.