Policy on of Personal Data Protection Policy

KIOKO HOME S.R.L.

January 2019


The 2018 year brought some changes to how we process personal data, so we would like to explain what these imply and how we will align KIOKO HOME S.R.L.’s practices to these changes. Starting May 25, 2018, Regulation 2016/679 / EU on the protection of individuals with regard to the processing of personal data and the free movement of such data (the "Regulation") is applied by all EU Member States.

We process personal data when you use the ONLINE PLATFORM, and the way we do so is provided in this Policy. This Policy will be supplemented with the specific provisions of the Terms and Conditions applicable to the website www.kiokohome.ro.

We at KIOKO HOME ensure that we process personal data in accordance with the following principles:

- your data is safe;

- KIOKO HOME’s clients always have control over the data;

- we use this data to provide you with a wide range of furniture and high quality decorations, made in vintage arrangements, in a novel and refined style.

KIOKO HOME S.R.L. undertakes that the CUSTOMER / BUYER's data will be used only for the purposes stated below and will not make public, sell, lease, license, transfer to third parties the database containing information about personal or special data of consumers / buyers.

How do we use your data?

We collect your personal data for the following purposes:

1.      To conclude and execute our contractual relationship

In order to provide the products, we carry out a series of activities involving the processing of your personal data, as follows:

1.1    activities that directly relate to how our business relationship takes place, from the time an order is placed to completion, including verification of the details of a previous sale at a new sale, activities related to checking the availability of products and their transportation;

1.2      activities related to CUSTOMERS’ / BUYERS’ information on the status of the ACCOUNT, including the validation, dispatching and invoicing of the ORDERS, solving any problems of any kind related to an ORDER, to the PRODUCTS and / or to the SERVICES;

1.3      activities related to invoicing and collecting the value of the products;

In the event that the BUYER opts for online card payment for the order value, the authorization and delivery for settlement of the card acceptance transactions is made exclusively through the payment / banking service providers, thus, KIOKO HOME SRL does not request or store any information about the BUYER's card during the card payment process, information being processed directly on the servers of the on-line payment service provider.

The bank card processor approved by KIOKO HOME SRL has the right to access / view any type of data or general documents following an ORDER, for the purpose of investigating any receipts or refunds resulting from the sale of PRODUCTS and SERVICES through the Online Payment Service Provider, regardless of the delivery method.

By filling in personal data within the order form available on the ONLINE PLATFORM, in relation to the credit possibility available, the BUYER expressly agrees that the legal entities, with which the online payment service provider has concluded partnerships for credit products, process his/her personal data for the purpose of carrying out the credit analysis and to submit them for consultation to the Credit Bureau, on behalf of the BUYER.

1.4      managing the ONLINE PLATFORM and your CLIENT account.

By filling in the personal data required in the account creation and/or in the order form, the CLIENT/BUYER declares and unequivocally accepts that his personal data is included in KIOKO HOME S.R.L.’s database and that such personal data is stored, used and processed for the purposes above.

• What data we use to provide services
✓ Surname, name, e-mail address, phone number, billing address, delivery address, company details, delivery method details, payment details, order comments, fax (optional, upon account creation), 2nd address (optional, upon account creation);
✓ username and password if you have an account on the ONLINE PLATFORM.
• For how long we keep your data

We process a wide range of personal data in order to enter into and execute the order, but the retention period varies for each type of data depending on our necessity or on our obligation, as follows:

a)      In order to be able to prove the commercial relationship we have with you, we keep processed personal data for the entire duration needed to finalise the order (from placing the order until delivery) and additionally for a period of three years from the date of finalising the order.

In this respect, we also keep information about the payment status and correspondence we have about order and delivery (when applicable). In the event that, upon termination of the commercial relationship we have with you, there will remain debts to be recovered, we will keep the information that is necessary to recover the debts until their collection or the expiry of the statute of limitation period, whichever comes first.

b)      We keep your orders’ history in your customer account for as long as your customer account is active. If you have not accessed your customer account for 3 years, we will delete the account details, including the information available in the account.

c)       also for fiscal reasons, we need to keep all the information related to the invoicing of the products provided to you for a period of 10 years from the finalisation of the order.

• Disclosure of your data

KIOKO HOME S.R.L. may provide the personal data of the CUSTOMER / BUYER to other partner companies as follows: (a) suppliers of furniture or other decoration products, (b) transport / courier service providers, (c) payment / banking service providers, (d) suppliers of invoice services, and (e) IT service providers and cloud storage, disclosure which shall take place only on the basis of a confidentiality commitment and only for the above-mentioned purposes, commitments guaranteeing that the data is securely kept and that the disclosure of such personal information complies with the legislation in force.

In such a situation, we ensure you that our partners observe this policy.

In case of an unpaid debt in our contractual relationship with you, we reserve the option to disclose your data to debt collection / debt recovery agents for the purpose of recovering the unpaid amount. They will contact you on our behalf. Also, if we assign the claim, we will inform you about our decision.

• Legal basis for processing personal data 

Entering into and performance of the order.

2.      For marketing, publicity and / or periodic newsletters

We want to keep in touch with you and let you know about our new products, offers, campaigns or similar activities! To do this, we will send you newsletters and / or periodic alerts by e-mail, SMS or directly to through the ONLINE PLATFORM.

When the USER registers an ACCOUNT on the ONLINE PLATFORM, he/she has the right to choose to receive or not newsletters and / or alerts from KIOKO HOME S.R.L. by electronic and / or telephone means, including emails, short messages (SMS) or announcements on the ONLINE PLATFORM.

The data provided by the USER for the purpose of sending newsletters and / or alerts can and will be used by KIOKO HOME S.R.L. only within the limits of this policy.

Withdrawal of the consent for receiving the newsletters and / or alerts can be made at any time as follows:

- by using the unsubscribe link from any email newsletter and / or the alert received, link located at the bottom of the e-mail in the "Click here to unsubscribe" section; this option will be available in each communication; or

- by changing your consent to receive newsletters and / or alerts in your ACCOUNT on the ONLINE PLATFORM

- by contacting KIOKO HOME S.R.L. at the following e-mail address: contact@kiokohome.ro, without any further obligation of any party’s behalf to the other party or without any party claiming damages.

Withdrawal of the consent to receive newsletters and / or alerts does not imply the waiver of the TERMS & CONDITIONS or of the present policy and starts to be applicable only after receipt of the message / withdrawal notification. Also, withdrawal of the consent for receiving newsletters and / or alerts will not affect KIOKO HOME S.R.L.’s right to contact you to complete an order.

KIOKO HOME S.R.L. reserves the right to select individuals to whom they will send newsletters and / or alerts and the right to remove from their database any USER or CLIENT who has previously expressed their consent to receive newsletters and / or alerts, based on objective reasons, without any further commitment from KIOKO HOME SRL or prior notice.

KIOKO HOME will not include in the newsletters and / or alerts submitted any other advertising material mentioning any third party that is not a partner of KIOKO HOME S.R.L. at the time of sending the newsletter and / or alert message.

• What data we use to provide newsletters/alerts

-      first name, last name, e-mail address / telephone number, depending on the selected channel for communications.

• For how long we keep your data

We will contact you for these purposes as long as your client account on the ONLINE PLATFORM is active.

Disclosure of your data 

At this time no. We anticipate that, in the future, we will work with specialized companies in the field, in which case we will disclose the minimum information necessary to some marketing agencies to assist in the transmission of messages / alerts.

• Legal basis for processing personal data

Your consent.

3.      For statistic and analysis purposes, market research, sale monitoring surveillance 

For optimizing the offer and for satisfying your needs, we extract, transform in anonymous data, combine and aggregate the data regarding your acquisitions through the ONLINE PLATFORM with those of other clientsin order to have a statistic image over the products sold.

• What data we use for these reports

The data regarding the acquisitions carried out through the ONLINE PLATFORM, data concerning the access to the ONLINE PLATFORM.

• For how long do we keep your data?

We will store the statistical data for the duration required to use such data.

• Do we reveal your data?

The results of the statistic reports (that do not allow the identification of your data or your individualization) and the analysis based on such reports are not currently revealed to third parties. We do anticipate the possibility to reveal such data in the future to business consultants that will help us develop the business.

• Legal basis for processing these data

Processing purpose compliant with the initial data processing purpose. 

4.      For compliance with our legal obligations 

We have the obligation, at the request of the public authorities, prepared in accordance with the applicable legal provisions, to communicate your data to the relevant public authority. Personal information of the BUYER can also be provided to the General Prosecutor's Office, the Police, the competent courts and other competent bodies of the state, on the basis and within the limits of the legal provisions and because of expressly formulated requests.

• What data we keep for this purpose

All data requested by the relevant public authority.

• Disclosure of your data

We will keep the data for as long as necessary, as indicated by the competent authority and in accordance with applicable law.

• Legal basis for processing personal data

Legal obligation.

 

COOKIES POLICY

A cookie is a small dimensions file, a special textusually codifiedsent to a web browser and then sent back (unmodifiedby the browser each time the server is accessed.

The cookie is installed through the request issued by the web-server to a browser (ex: Internet Explorer, Chrome, Mozilla) and is completely “passive” (it does not contain software programs, viruses or spyware andcannot access the information from the USER’s hard driver).

Cookies are used for the authentication as well as for the tracking of USERS behaviourTypical applications are retaining the USERS preferences and implementing the “add to basket” systemThese files allow the recognition of the USER’s terminal and the presentation of the content of the website in a relevant manner, adapted to the USER’s preferences.

Cookies ensure a pleasant browsing experience and sustain KIOKO HOME’s efforts to offer comfortable services to USERS: example – preferences regarding online confidentiality and shopping basket history.

In addition, these are used in preparing anonymous aggregate statistics that support understating the manner in which an USER benefits from the ONLINE PLATFORMallowing the improvement of the structure and content but excluding the personal identification of the USER.

KIOKO HOME uses two types of Cookies: per session and fix (temporary files that remain in the USER’s terminal until the session closes or application/web-browser closes). The fixed files remain on the USER’s terminal for a certain period in the Cookies parameters or until are manually deleted by the USER.

The personal data collected by use of cookies can be collected only to facilitate certain functionalities for the USER and are encrypted in a manner that render the access of unauthorized persons impossible. In general, an application used for accessing web pages allows saving cookies on the terminal implicitlyThese settings can be changed in such a manner that the automatic administration of cookies is blocked by the web browser or the USER is informed each time cookies are sent to his terminal. Limiting the use of cookies can affect certain functionalities of the ONLINE PLATFORM. Cookies support a friendly browsing experience and adapted to the preferences and interests of each USERThe refusal or deactivation of cookies may render certain pages impossible to use. 

Cookies are not viruses and use plain text filesare not made up of code pieces that means that cookies cannot be executed nor can re-runAccordingly, cookies cannot duplicate or replicate themselves onto other networks in order to re-run and replicate themselves again.

Given that cookies can be used for negative purposes, as cookies store information about the preferences and users browsing historymany anti-spyware products flag cookies constantly in order to be deleted in the deletion/scanning anti-virus/anti-spyware procedures.

Generally, browsers have confidentiality settings integrated that provide various level of accepting cookiesthe validity period and the automatic deletion after the user visited a certain websiteAs the protection of the identity is very valuable and represents the right of each internet, it is indicated that you are aware of all potential problems that cookies can createGiven that through cookies information is constantly being transmitted between the browser and the website, if an attacker or unauthorized person intervenes in the process of data transmission, the information contained in the cookies can be interceptedEven tough extremely rare, this can happen if the browser is connected to the server using an unencrypted network (ex: unsecured WiFi network). Other cookie based attacks imply wrong cookies’ settings on the serversIt is very important that the USER chose the most suitable protection method for his/her personal information and to:

personalize the browser’s settings as regards cookies to reflect a comfortable security level for using cookies.

set long expiry terms for storing the browsing and personal data access history.

to consider the settings of the browser in order to delete the individual browsing data each time when the browser is closed. This is an option for access to websites that places cookies and deletes any information on the navigation when the browsing session is closed.

install and constantly update anti spyware applications.

Many of the applications for detecting and preventing spyware include attack detection on websitesAs suchthese impede the browser to access websites that could exploit the browser vulnerabilities or download dangerous softwareIt is recommended to update constantly the browsing programsbecause many of the cookie-based attacks are performed by exploiting the weak points of the browser’s older versionsAll modern browsers offer the possibility to change the cookies settingsThese settings are usually found in “options” or in the browser’s “preferences” section.

You hold the control over your data

You can control the manner in which we process your personal data, exercising any of the following rights/options anytime you want.

Data access: you can request a copy of the personal data that we hold about you 

Rectifying dataif the data that we hold about you are inaccurate or incompleteyou can request their rectification.

Opposition to data processingyou can request us to cease certain processing activities. Depending on the legal ground of the processing, we shall analyse your request, the factual situationas well as the legal applicable provisions and we will revert with details regarding the implementation of your request within the timing set under the law.

Deleting data: You can request us to delete the personal data that we hold about youWe will analyse you request in accordance with the reasons that ground your request and we will revert with details regarding the implementation of your request within the timing set under the law. As a general approach, at the expiry date of the period for keeping the data, as identified above, your data will be deleted or anonymized.

Data portability: if you want to transfer the data to another provideryou can request us to communicate such data in an usual electronic format (this is a new right introduced by the Regulation).

Restricting the processing: you can request the restriction of processingWe will analyse the request by reference to the restriction cases under the law and revert within the legal deadline with details regarding its implementation (this is a new right introduced by the Regulation).

Consent withdrawalin case you have granted your express consent for a certain type of data processing dateas, for example, the receipt of commercial communication from KIOKO HOME S.R.L., you have the right to withdraw it any timeSuch withdrawal is registered in KIOKO HOME S.R.L. systems with no unjustified delays. 

We are here for you 

•             The company that processes your data is KIOKO HOME S.R.L.

•             Contact: For any questions or suggestions regarding your personal dataplease contact us at the number 0040 731 628 008, from Monday to Fridaybetween 09:00-17:00 or via e-mail at contact@kiokohome.ro

In additionyou can use the contact form available HEREBy using the contact formyou automatically allow KIOKO HOME S.R.L. to contact you using any means available on the ONLINE PLATFORM. KIOKO HOME S.R.L. declares and guarantees that the personal data of one USER transmitted by the latter and collected through the Contact form available on the ONLINE PLATFORM shall be used only for the purpose of solving the aspects claimed by the USER via the Contact Form, the data subsequently becoming data with an exclusive statistic purpose.

Alternativelybased on a written requestbearing a date, signed and sent to KIOKO HOME S.R.L. at the address located in Prahova, Campina municipalityAnton Pann streetpostal code 105600you can exercise freely, annually, the right under the Regulation.

•            Supervision AuthorityIn addition, you can file a claim with the National Supervisory Authority For Personal Data Processing (http://www.dataprotection.ro/)

Future updates 

The content of this Policy may be amended following the evolution of the market and the update of the categories of products that we deliver and of the auxiliary services that we render.

We will publish any new version of this Policy on the website www.kiokohome.ro and we will notify in advance, in due time, regarding any change that might affect you in a significant manner.