Evobits Information Technology
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CLUJ-NAPOCAEET SHEET P-02VIDEO SURVEILLANCE

Sheet P-02 · General notes · Video surveillance

Video surveillance notice.

Information notice for the people recorded by the video surveillance (CCTV) system at our premises on Strada 13 Septembrie 12A, Cluj‑Napoca: what is filmed and why, for how long the images are kept, who can see them, and the rights you have under the General Data Protection Regulation (GDPR).

GDPR ART. 13 · CCTV · REV A · 2026-09-10

Controller

The video surveillance system at the premises below is operated by SC Evobits Information Technology SRL, which is the data controller for the images it records.

Company
SC Evobits Information Technology SRL
Tax ID (CUI)
RO33766781
Trade register no.
J12/4159/2020
Registered office
Str. 13 Septembrie no. 12A, attic floor, unit 9, 400126 Cluj‑Napoca, Cluj County, Romania

Specific purpose

The system exists to ensure the physical security of the outer perimeter, of the vehicle and pedestrian access routes and of the indoor transit areas (the stairwell), exclusively in order to protect the property of the company and of its tenants, to protect critical infrastructure and to prevent break‑ins and vandalism.

Individual offices, toilets and any space with a reasonable expectation of privacy are not monitored.

Legal basis

Article 6(1)(f) of the GDPR: our legitimate interest. It consists in ensuring the physical safety of people, the physical integrity of an office building with mixed traffic, and the protection of the goods and equipment inside the building and in its yard against break‑ins, vandalism and sabotage.

Data processed and recipients

Data processed. Video images showing the facial features, build, behaviour and vehicle registration numbers of the people who pass through the monitored areas. No audio is recorded, no biometric data is processed, and the images are not linked to the identity of the people in them.

Recipients of the data.

  • our internal staff and the strictly authorised external provider of the security / IT department, each with individual access rights;
  • public authorities (Police, Prosecutor’s Office, courts), at their express request, in the course of legal investigations.

Retention period

  • The recordings are kept for a fixed period of 30 days. This period was set on the basis of a Data Protection Impact Assessment (DPIA), as the maximum interval needed to identify any incident related to the mixed flow of visitors.
  • When the 30 days expire, the system deletes the recordings older than 30 days automatically and permanently.
  • Exception: if a security incident occurs, the relevant footage is extracted and kept beyond the 30 days, exclusively until the investigation or the legal proceedings are definitively closed.

Access to the images

  • Access is limited to the administrator, one designated person, and one person with technical duties or the external service provider that programs and maintains the system’s software.
  • Every access is logged: the automatic logs are kept in the software that operates the system.
  • Footage may be exported only for incidents or official requests, in accordance with the legislation in force.

Relationship with the tenants

SC Evobits Information Technology SRL is the controller for the common areas. The tenants are independent controllers for any systems of their own inside the spaces they rent.

Your rights and how to exercise them

As a data subject you have the following specific rights, guaranteed by the GDPR, in relation to our video system.

The right of access (Art. 15)
You may obtain a copy of the recordings in which you appear. So that we can process your request, state the date, the time window (to within 30 minutes) and the area you were in. We blur the faces of the other people in the images to protect their privacy.
The right to erasure, “to be forgotten” (Art. 17)
You may ask for the images to be deleted if you consider that keeping them is no longer necessary for the stated purpose, or that the processing is unlawful.
The right to restriction of processing (Art. 18)
You may ask us to block the automatic deletion of a recording if you need it for a subsequent investigation or for court, on the basis of official documents attesting this.
The right to object (Art. 21)
You may object to the processing on grounds relating to your particular situation. We will stop the processing unless we demonstrate legitimate grounds that justify it.

To exercise these rights, send a written, dated and electronically signed request to compliance@evobitsit.com, or hand it in at the registered office of SC Evobits Information Technology SRL. We answer within one month (30 calendar days) at most.

The right to lodge a complaint

If you consider that the processing of the images breaches the law, you have the right to lodge a complaint directly with the national supervisory authority.

Authority
Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP)
Address
B‑dul G‑ral. Gheorghe Magheru 28‑30, Sector 1, 010336 București, Romania

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