Privacy Policy

Privacy Policy

Privacy Policy

This Privacy Policy explains how OEPIA collects, processes, and protects your personal data when you use the www.loadhub.ro website, the web platform, and the LoadHub mobile application (collectively, the “Platform”). It also provides information about the types of data we collect, how we process it, and the purposes of such processing, including for compliance with e-Transport legislation.

OEPIA processes personal data in accordance with applicable law, and in particular, in compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (General Data Protection Regulation, “GDPR”).

1. Principles of Collection and Processing of Personal Data

1. Clear and Lawful Purpose

We collect and process personal data only for the purposes described in this Privacy Policy, for the specific purpose for which you have been informed and/or have given your consent, and to fulfill legal obligations, including those arising from e-Transport legislation, where applicable.

2. Data Minimization

We collect only the personal data that is strictly necessary and relevant for the stated purposes. No data beyond what is required is processed.

3. Lawfulness and Transparency

All processing of personal data is conducted based on a valid legal basis (e.g., consent, contract, legal obligation). Data subjects are informed clearly and transparently about how their personal data is used.

2. Definitions

Personal Data – Any information relating to a natural person that allows them to be identified, directly or indirectly.

Processing – Any operation performed on personal data, including collection, recording, organization, storage, consultation, use, deletion, and similar activities.

Platform / LoadHub – The www.loadhub.ro website, the web application, and the LoadHub mobile application, dedicated to providing transport, logistics, and e-Transport compliance services.

3. Categories of Collected Personal Data

The personal data we collect may vary depending on the purpose of processing and the service provided, including for fulfilling e-Transport requirements. Generally, we collect the following directly from you:

  • Contact Details: Last name, first name, email address, mailing address, telephone number, and information about the company you represent.

  • Platform Activity Data: Pages visited, date of access, IP address, and geolocation data when using the LoadHub mobile app (if you have consented), for the purpose of facilitating and/or fulfilling e-Transport obligations.

  • Other Data: Any additional information you voluntarily provide via contact forms, registration, or correspondence with us (e.g., data required to carry out transports, including for obtaining the UIT e-Transport code).

4. The Purposes for Which We Collect Personal Data

OEPIA collects your personal data for the following purposes:

  1. Contact and Support
    To process and respond to requests for information, technical support, or any other type of assistance regarding the LoadHub Platform or our services.

  2. Development and Improvement
    To analyze and enhance the Platform’s products, services, and features, including access monitoring, performance reporting, and usage analysis.

  3. Authentication and Security
    To verify the identity of individuals who contact us or register, in order to protect accounts and the data held by OEPIA.

  4. Account Creation and Management
    To create a user account upon registration on the LoadHub Platform and to provide access to dedicated features, including those related to e-Transport compliance.

  5. Compliance with Legal Obligations
    To process data to comply with legal obligations, including maintaining accounting records, reporting to authorities, and adhering to tax legislation and special e-Transport legislation (GEO no. 41/2022 and ANAF regulations).

  6. Contractual Relationship
    When a contract exists between you and OEPIA, we may process personal data necessary for the execution of contractual obligations, including service provision, invoicing, and support services.

  7. Marketing and Commercial Communication
    With your explicit consent or based on our legitimate interest, we may use your data to send news and information about OEPIA and/or LoadHub services, promotions, and offers, within legally permissible limits.

5. Legal basis for processing

Whenever necessary, OEPIA requests your consent for the processing of certain personal data. In other cases, personal data may be processed based on contractual obligations, legal requirements, or our legitimate interests (e.g., to prevent fraud, improve services, or enhance Platform functionality).

You have the right to withdraw your consent at any time for future processing, without affecting the lawfulness of any processing carried out prior to the withdrawal.

6. User Rights

6.1. Right of Access and Rectification
You have the right to request information about the personal data we process and to ask for the correction or updating of any data that is incomplete or inaccurate.

6.2. Right to Data Portability
You have the right to receive your personal data collected by OEPIA in a structured, commonly used, and machine-readable format and to request the transfer of this data to another controller, where technically feasible.

6.3. Right to Erasure (Right to Be Forgotten)
You may request the deletion of your personal data when it is no longer necessary for the purposes for which it was collected, when you withdraw your consent (if no other legal basis exists), when the data is no longer needed for direct marketing, when it has been processed unlawfully, or when deletion is required to comply with applicable law.

6.4. Right to Restrict Processing
You may request that we restrict the processing of your personal data if you believe it is no longer necessary for the purposes it was collected or if it has been processed unlawfully, but you do not wish for it to be deleted.

6.5. Right to Object
You have the right to object at any time to the processing of your personal data for reasons relating to your specific situation.

6.6. Right to Lodge a Complaint
You have the right to lodge a complaint with a supervisory authority, particularly in the Member State where you normally reside, work, or where the alleged infringement occurred, if you consider that the processing of your personal data violates the GDPR or other applicable legal provisions.

7. Exercise of Rights

Personal data is collected, processed, and used by OEPIA S.R.L.. To exercise your rights regarding your personal data, you may contact the Data Protection Officer (DPO) at: [email protected].

Your message should include a clear description of your request and be accompanied by a copy of an identity document, certified “in compliance with the original,” to confirm that you are the data subject. We will respond to your request as soon as possible, and in any case, within the deadlines established by the GDPR.

8. Data Retention Period

The retention period for personal data is not fixed. Data will be deleted or anonymized once it no longer serves the purpose for which it was collected. In certain cases, data may be retained for a longer period if required by applicable law (including for tax or e-Transport compliance) or to defend a legal right in court.

9. Data Transfer Outside the EEA

Processed personal data may be transferred outside the European Economic Area (EEA). In such cases, OEPIA will implement all necessary measures to ensure that the international transfer of data is conducted with an adequate level of protection. Such safeguards may include:

  • Standard Contractual Clauses approved by the European Commission;

  • Certification mechanisms confirming that third parties outside the EEA process personal data in compliance with applicable EU regulations.

10. Personal Data Security

The protection of personal data is a priority for OEPIA. We implement appropriate technical and organizational measures to prevent misuse, unauthorized access, disclosure, alteration, or destruction of data. These measures include, but are not limited to:

  • Encryption of sensitive information

  • Strict access policies to limit data handling to authorized personnel

  • Regular staff training on data protection

  • Periodic security reviews to ensure ongoing compliance and effectiveness

11. Cookie Policy

When you visit the OEPIA website or use the Platform/LoadHub, various cookies may be stored on your device. These files are designed to provide a personalized browsing experience and to analyze visitor behavior.

The types of cookies used may include:

  1. Strictly Necessary Cookies – Essential for the proper functioning of the website and Platform.

  2. Performance / Analytics Cookies – Help us understand how visitors navigate and interact with the Platform, without collecting personal data.

  3. Advertising Cookies – May be used to display relevant advertisements on our website or other websites.

  4. Social Media Cookies – Enable the use of social network features, such as sharing or liking content.

  5. Third-Party Cookies – Set by external providers to support additional services or features.

Please note that blocking some or all cookies may affect your experience on the Platform, and certain features may become unavailable.

12. Privacy Policy Changes

This Privacy Policy may be updated at any time, without prior notice, to improve our services or to comply with changes in legislation. We recommend that you periodically review this page to stay informed of the latest version of the Privacy Policy.

13. Contact

For any questions, concerns, or requests regarding how OEPIA collects and processes personal data or regarding this Privacy Policy, you may contact us at:

Registered Office:
OEPIA S.R.L.
București-Târgoviște Road, no. 147, Buftea, Ilfov, postal code 070000

By continuing to use the LoadHub Platform, website, and mobile application, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your personal data under the conditions described herein, including processing carried out for the purpose of complying with e-Transport obligations.