Privacy Policy

Last updated: 17 July 2026

This Privacy Policy explains how SOBIS AP S.R.L. processes the personal data of individuals who visit the sobis-ap.ro website, contact us via the contact form, by telephone or by email, use the online support page available on the website, or apply for one of the positions advertised in the Careers section.

The sobis-ap.ro website presents the company, its team and the software solutions it provides to public administration. The website may also include an online support page through which users can request a connection or support session for certain applications and software modules, as well as a Careers section listing the available positions and the information required to submit an application.

1. Who we are

The data controller is:

Company name: SOBIS AP S.R.L.
Contact address: 1A Șerbota Street, 5th floor, 550247 Sibiu, Romania
Tax identification number (CUI): RO52200796
Trade Register number: J2025054527006
Email: office@sobis-ap.ro
Telephone: +40 743 238 343

2. What personal data we process

2.1. Data submitted through the contact form

Through the contact form on the website, we may collect the following data, depending on the information provided by the user:

name — required field;
email address — required field;
telephone number — optional field;
subject of the request — optional field;
message – field intended for describing the request.

2.2. Data submitted through the online support page

The following data may be collected through the online support page, depending on the form completed and the solution for which a connection or support session is requested:

name of the institution;;
tax identification number (CUI) of the institution;;
name of the user;;
the solution, application or module for which a connection or support session is requested.

The online support page may include dedicated forms for various software solutions, such as Social Assistance, CityOn, Accounting / Fixed Assets, Local Taxes and Fees, Agricultural Register, Registry, Payroll, Web Contracts Support, Urban Planning or other similar modules.

2.3. Personal data processed as part of recruitment

When an individual applies for one of the positions advertised in the Careers section, including by email, we may collect and process the following categories of personal data:

the candidate’s full name;
email address and telephone number;
the CV and the information contained in it;
information concerning the candidate’s professional experience, education, qualifications, skills and abilities;
the position or positions for which the individual is applying;
the cover letter, introductory message or other information provided in connection with the application;
professional portfolios, professional profiles or links voluntarily provided by the candidate;
information communicated during discussions, interviews, assessments or other stages of the selection process;
any other information that the candidate chooses to provide voluntarily in connection with the recruitment process.

Depending on the position applied for, we may request additional information relevant to verifying that the professional requirements are met, but only insofar as this information is necessary and permitted by applicable law.

We recommend that candidates do not include in their CVs or submitted messages information that is not required for the recruitment process, such as their personal numerical code (CNP), the series and number of their identity document, information concerning their health, religious beliefs, political opinions, trade union membership or other special categories of personal data, unless providing such information is legally required and necessary for the relevant position.

Candidates are asked not to submit personal data relating to other individuals unless they are authorised to do so and the submission is necessary for the recruitment process.

2.4. Technical data

When the website is accessed, technical data such as the IP address, browser type, device used, operating system, date and time of access, or information concerning interactions with the website may be processed insofar as necessary for the operation, security and administration of the website.

3. Purposes of processing

Personal data may be processed for the following purposes:

receiving, reviewing and resolving requests submitted through the contact form;
contacting the user in order to respond to the submitted message;
providing information about SOBIS AP services and solutions when the request relates to them;
identifying the institution and the user requesting access, connection or support for SOBIS AP solutions;
facilitating connection to the relevant applications or software modules;
managing technical, operational or administrative support requests;
receiving, recording and managing job applications;
reviewing candidates’ CVs, professional experience, education, skills and qualifications;
assessing candidates’ suitability for the requirements of the available positions;
contacting candidates and arranging interviews, discussions or assessment stages;
conducting selection and recruitment processes;
communicating the outcome or progress of the recruitment process;
verifying professional information relevant to the position applied for, within the limits permitted by law;
preparing the procedures and documents required to conclude an individual employment contract with the selected candidate;
retaining the application for other employment opportunities when the candidate has consented to this;
establishing, exercising or defending rights and legitimate interests relating to the recruitment process;
administering, operating and securing the website;
preventing misuse of the forms and protecting the associated applications or services;
complying with applicable legal obligations.

4. Legal bases for processing

Data is processed on one or more of the following legal bases, as applicable:

egitimate interests – to respond to received requests, manage professional communications and support requests, identify institutions and users, organise recruitment processes, manage job applications, protect the company’s rights and secure the website;
performance of a contract or taking steps prior to entering into a contract – when the user’s request relates to services, solutions or applications provided by SOBIS AP, to services contracted by the institution represented by the user, or when a candidate requests to participate in a selection process with a view to potential employment;
legal obligation when the law requires certain information to be retained, verified or disclosed;
consent – where consent is required, including for retaining a CV for future employment opportunities, for non-essential cookies or for other features requiring the user’s consent.

When processing is based on consent, the data subject may withdraw their consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out before the consent was withdrawn.

5. How long we retain personal data

Data submitted through the contact form is retained for as long as necessary to review and resolve the request and, where applicable, to manage any subsequent communications.

Data submitted through the online support page is retained for as long as necessary to verify the request, identify the institution and the user, provide the requested support and manage any subsequent communications.

Data and documents submitted as part of an application are retained for the duration of the recruitment process for the position applied for.

For candidates who are not selected, application data may be retained for a maximum of six months after the recruitment process has been completed in order to manage any requests, clarifications or other matters relating to the selection process. After this period has expired, the data will be deleted or anonymised unless another legal basis exists for retaining it.

If the candidate consents to the retention of their CV for future employment opportunities, the CV and associated data may be retained for a maximum of 12 months from the date consent is given. After this period has expired, the data will be deleted unless the candidate renews their consent.

The candidate may withdraw their consent to the retention of their CV for future opportunities at any time by sending a request to the following email address: office@sobis-ap.ro.

For a successful candidate, the data required for employment may be included in their personnel file and will continue to be processed in accordance with legal obligations and the rules applicable to the employment relationship.

If a request relates to a contractual or pre-contractual relationship, certain data may be retained in accordance with applicable legal obligations or for as long as necessary to manage that relationship.

Technical data required for the operation and security of the website is retained for limited periods, depending on the purpose for which it is collected.

6. Who can access personal data

Data submitted through the website may be accessible to authorised SOBIS AP personnel responsible for managing the website, technical infrastructure, email services, IT security, customer relations and support activities.

Data entered into the online support forms may be accessible to authorised SOBIS AP personnel responsible for technical support, application management, IT infrastructure and relations with beneficiary institutions.

Candidates’ data may be accessed only by authorised individuals involved in the recruitment process, such as management representatives, administrative or recruitment staff, managers of the departments for which the selection process is being conducted, and technical personnel responsible for managing the email services or infrastructure used.

Where necessary, certain data may be disclosed to service providers used for website hosting, email service management, security, technical maintenance or other support activities. These providers will have access only to the information necessary to provide their services and only under the conditions established by applicable law.

Data may be disclosed to public authorities or institutions when such disclosure is required by law.

We do not sell personal data to third parties.

7. Links to external websites

The website may contain links to external pages or services, including websites belonging to affiliated entities or to the group of which SOBIS AP S.R.L. is a member.

Accessing these links may take the user to websites operated by third parties, which may have their own privacy and cookie policies.

SOBIS AP S.R.L. is not responsible for the content, policies or data-processing practices of external websites.

8. Data security

We implement reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration, destruction or unauthorised disclosure.

Access to personal data is granted only to individuals who require it to perform their professional duties and is restricted according to their roles and responsibilities.

Users are required to provide accurate information and must not use the contact or online support forms for abusive, unauthorised or unlawful purposes.

Candidates are responsible for the accuracy of the information they provide and for avoiding the inclusion in their CVs of excessive data or information that is not required for the recruitment process.

Data transmitted over the internet or by email cannot be guaranteed to be completely secure. Nevertheless, we implement reasonable measures to protect the information under our control.

9. Rights of data subjects

Under data protection legislation, data subjects, including candidates, may have the following rights:

the right to access the data;
the right to rectify inaccurate data;
the right to have the data erased, subject to the conditions established by law;
the right to restrict processing;
the right to object when processing is based on legitimate interests;
the right to data portability, where applicable;
the right to withdraw consent when processing is based on consent;
the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing.

The exercise of these rights may be subject to the conditions and limitations established by applicable law.

To exercise these rights, the data subject may send a request to the following email address: office@sobis-ap.ro.

10. Cum ne poți contacta

Pentru întrebări privind prelucrarea datelor personale sau pentru exercitarea drepturilor, ne poți contacta la:

SOBIS AP S.R.L.
1A Șerbota Street, 5th floor, 550247 Sibiu, Romania
Email: office@sobis-ap.ro
Telephone: +40 743 238 343

11. Modificarea politicii

Putem actualiza periodic această Politică de confidențialitate, inclusiv în cazul modificării funcționalităților site-ului, al adăugării unor noi formulare, servicii sau procese de recrutare ori al modificării cerințelor legale.

Versiunea actualizată va fi publicată pe această pagină și va indica data ultimei actualizări.