Privacy policy

01. Who we are and how to reach us

The controller of your personal data is ANCA VOICAN – BIROU DE MEDIATOR (Mediator's Office), tax ID (CIF) 31421301, registered at Bld. Ghica Tei no. 91, bl. T32, entr. A, ap. 111, District 2, Bucharest, Romania (the "Office", "we").

For any question or request about your data, write to anca@ancavoican.ro or call +40 745 340 506.

02. What data we process

We only process the data we actually need, depending on how you interact with us:

• Contact form: name, email address, phone number (optional) and the content of your message.
• Free resource download form (e.g. the Parenting Plan Kit): first name, last name, email address, phone number, the date and version of the consent you gave, and the number of times the material was downloaded.
• Appointments and correspondence: contact details and the information you share with us by phone or email about your situation.
• Client portal (active cases): account data (name, email, password stored as a cryptographic hash), documents uploaded to the case, appointments and messages exchanged through the portal.
• Website usage statistics (only with your consent): aggregated data about pages visited, collected through Google Analytics 4 and Matomo, with IP anonymisation.

03. Purposes and legal bases

Each processing operation rests on a legal basis under art. 6 GDPR:

• Replying to requests and organising the information session — steps taken at your request prior to entering a contract (art. 6(1)(b)).
• Conducting the mediation procedure and operating the portal — performance of the pre-mediation contract and of the mediation contract (art. 6(1)(b)).
• Invoicing and archiving — the Office's legal obligations, including tax rules and those specific to the mediator profession (art. 6(1)(c)).
• Sending the free materials you request (e.g. the Parenting Plan Kit) — your consent (art. 6(1)(a)), given by ticking the box in the form.
• Follow-up communications about mediation services (occasional newsletter) — exclusively your separate, optional consent (art. 6(1)(a)), which you can withdraw at any time via the unsubscribe link in the email or by writing to us.
• Audience statistics — your consent (art. 6(1)(a)), which you can withdraw at any time via "Cookie settings".
• Defending the Office's rights in case of a dispute — our legitimate interest (art. 6(1)(f)).

04. How long we keep the data

• Messages sent through the contact form: at most 2 years from the last correspondence.
• Data from the free resource download form: at most 3 years from the request or until you withdraw your consent, whichever comes first.
• Mediation files and related documents: for the period required by the legal obligations of the mediator profession.
• Financial and accounting documents (invoices): for the period required by accounting and tax legislation (currently 5 years).
• Statistical data: at most 24 months (Google Analytics) and 13 months (Matomo).

05. Who we may share the data with

We never sell or rent your data and we do not use it for marketing without your explicit, separate consent. It may be accessed, strictly within their role, by:

• The hosting provider of the website and portal (storage on secured servers).
• Google Ireland Ltd., for Google Analytics statistics — only if you have given your consent.
• Notaries, courts or other authorities — exclusively at the parties' request and with their knowledge, within the mediation procedure, or where the law requires it.

06. Transfers outside the European Economic Area

Statistical data collected through Google Analytics may be transferred outside the EEA; the transfer relies on the standard contractual clauses approved by the European Commission. Matomo data is stored on the site's own infrastructure, with no transfer to third parties. Portal data and correspondence are not subject to any intended transfers outside the EEA; should an infrastructure provider involve such a transfer, we first ensure that appropriate safeguards are in place (such as the standard contractual clauses).

07. Your rights

Under the GDPR you have the following rights, which you can exercise at any time, free of charge:

• The right of access — to find out what data we hold about you and receive a copy.
• The right to rectification — to have inaccurate or incomplete data corrected.
• The right to erasure ("right to be forgotten") — within the limits of our legal archiving obligations.
• The right to restriction of processing and the right to object.
• The right to data portability — to receive your data in a structured, commonly used format.
• The right to withdraw your consent for statistics at any time, without affecting prior processing.
• The right to lodge a complaint with the Romanian supervisory authority, ANSPDCP (www.dataprotection.ro), or to go to court.

08. How to exercise your rights

Write to anca@ancavoican.ro with the subject "Personal data". We reply within one month at the latest; for complex requests we will let you know, with reasons, if an extension is needed. For your own safety, we may ask for reasonable confirmation of your identity before disclosing any data.

09. Data security

The website and the portal use encrypted connections (HTTPS). Portal account passwords are stored exclusively as a non-reversible cryptographic hash, case documents are stored outside the server's public area, and access to data is limited to the people involved in the case. We review these measures periodically.

10. Confidentiality of mediation — a separate protection

Beyond the GDPR, everything discussed within the mediation procedure is confidential by law (Law no. 192/2006), and the mediator is bound by professional secrecy. Statements and proposals made in mediation cannot be used as evidence in court, under the conditions set by law.

11. Cookies

The use of cookies — including the full list, lifetimes and how to change your choice — is described in the Cookie policy, available from the footer of every page.

12. Changes to this policy

Any change to this policy is published here, together with the date of the last update. For significant changes concerning active case data, we also notify the parties through the portal or by email.