Privacy Policy
Rotas Digital S.R.L. (hereinafter referred to as the Owner) collects personal data of users through the www.transylvaniatrail.com website (hereinafter referred to as the Site) for the purpose of registering individuals to the Transylvania Trail events and facilitating communication before, during and after the event. Data registration is carried out through the online platform www.transylvaniatrail.com. More information can also be found in the Terms of Use section.
In accordance with Law No. 190 of July 18, 2018, regarding measures for the implementation of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, concerning the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, which guarantees the protection of individuals’ rights to private, family and personal life, the Owner is obliged to collect and manage the personal data provided by users at the time of registration as participants in the event, on www.transylvaniatrail.com only for the purposes specified in this document.
Registered users have the right to intervene on the personal data provided to the Owner, which includes the participant’s right to object to the processing of personal data by the Owner and the right to request the deletion of all information about the user from the Owner’s database.
Information Collected
Personal data may be collected when you subscribe to the newsletter or official guide, contact us through the website or interact with forms or cookies.
The information may include: name, email address, nationality, telephone and technical data such as IP address, browser type, device information, and usage data, collected mainly through logs and cookies for security and performance purposes. Providing personal data is voluntary, but some information is necessary to receive updates or respond to your requests.
How Information Is Used
Personal data is used to send confirmation, verification and welcome emails, provide updates related to the Transylvania Trail events, improve Site performance and user experience as well as comply with legal obligations.
Processing is based on:
- your consent (for newsletter / marketing emails)
- our legitimate interests in operating, securing, and improving the website (for technical data, logs, and basic analytics)
- the necessity to perform a contract and to comply with legal obligations (for payment‑related data, once payments are enabled)
Marketing emails are sent only with your explicit consent, and you can withdraw that consent at any time.
Email Marketing
Email communication is managed using Klaviyo as an email marketing service provider. By submitting a form, you agree that your data (such as your name, email address, IP address, and cookie‑related identifiers) will be transferred to and processed by Klaviyo in accordance with their data processing agreement and privacy practices.
Klaviyo acts as a data processor on our behalf and stores customer data on servers located in the United States (AWS us‑east‑1 data center in Northern Virginia). Klaviyo may use certain sub‑processors to provide its services; these sub‑processors are bound by data processing agreements and may only use customer data according to Klaviyo’s documented instructions, not for their own or other customers’ benefit.
Klaviyo participates in the EU‑U.S. Data Privacy Framework and related UK and Swiss extensions and otherwise relies on Standard Contractual Clauses or equivalent safeguards for transfers of personal data from the EU/EEA to the United States. Klaviyo does not sell or share our customer lists for third‑party advertising and uses customer personal data only to provide services to us, although it may use aggregated or de‑identified data to improve its services.
You can unsubscribe from marketing emails at any time using the link included in any email, which will not affect the lawfulness of processing before you withdraw consent.
Payments and Digital Products
The Owner will not store payment details such as complete credit card numbers. Only the information required to complete the transaction and meet legal obligations (for example, billing details and transaction records) will be processed.
Cookies and Analytics
This Site uses cookies and similar technologies to ensure proper functionality and to analyze performance. Cookies may include:
- essential cookies required for website operation (for example, security and basic functionality)
- functional and performance cookies, as well as analytics and marketing tools such as Google Analytics, Meta Pixel, or Microsoft Clarity, where implemented.
A cookie consent banner is shown when the website loads, allowing you to manage your preferences for non‑essential cookies. Non‑essential cookies (such as analytics and marketing cookies) are used only with your prior consent, which you can give or withdraw via the cookie banner or by adjusting your browser settings.
More detailed information about specific cookies and their duration may be provided within the cookie banner.
Data Storage and Security
Reasonable technical and organizational measures are applied to protect personal data from unauthorized access, loss, or misuse. Access to personal data is limited to those who need it for legitimate purposes related to operating the Site and services.
Data is stored only for as long as necessary to fulfill its purpose or as required by law. In particular:
- newsletter and official guide data is generally kept until you unsubscribe or for up to 3 years after your last interaction with our emails, unless a longer period is required by law
- technical logs and analytics data are kept for up to 14 months, after which it is deleted or aggregated/anonymised
Data Sharing
Personal data is not sold or rented. Data may be shared only with trusted service providers involved in operating the website and services, such as:
- Klaviyo (email marketing), which processes customer data only to provide its services to us and not for its own or other customers’ benefit
- hosting providers
- analytics tools
- payment processor
These partners act as processors or independent controllers, as applicable, and are required to comply with data protection regulations and to process data only on the basis of appropriate agreements and legal safeguards, including for any transfers outside the EU.
International Data Transfers
Some of the above‑mentioned service providers may be located outside the European Economic Area or may store data on servers in third countries, in particular in the United States (for example, Klaviyo). Where such transfers occur, appropriate safeguards are used, such as the EU‑U.S. Data Privacy Framework, the UK and Swiss extensions, and/or Standard Contractual Clauses or other mechanisms recognised by data protection law, together with additional measures where required.
Changes to This Policy
This Privacy Policy may be updated from time to time, for example to reflect changes in legal requirements, Site features, or services used. Any changes will be posted on this page, and the “last updated” date may be adjusted accordingly.
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