{"id":490,"date":"2024-02-29T13:55:03","date_gmt":"2024-02-29T13:55:03","guid":{"rendered":"https:\/\/flexible-hr.ro\/?page_id=490"},"modified":"2024-06-10T11:30:06","modified_gmt":"2024-06-10T11:30:06","slug":"terms-and-conditions","status":"publish","type":"page","link":"https:\/\/flexible-hr.ro\/en\/terms-and-conditions\/","title":{"rendered":"Terms and Conditions"},"content":{"rendered":"\t\t
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Terms and Conditions<\/h1>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Preamble<\/h2>\n

This policy aims to establish guidelines to ensure the confidentiality, integrity, and availability of processed business data and information. Thus, considering that the use of information and communication resources must always be guided by the principles of diligence and correctness, FLEXIBLE HR has adopted an internal policy aimed at preventing the actions (even unintentional) of employees and external collaborators from giving rise to problems or threats to the assets of FLEXIBLE HR. This policy highlights certain clauses regarding the ways and obligations that each employee must respect in the use of these equipment.<\/p>\n

    \n
  1. Entry into force of the Policy and its publication <\/strong>\n
      \n
    1. This policy shall enter into force on the date of its approval.<\/li>\n
    2. A copy of the Policy shall be communicated to and made available to each employee or collaborator. Additionally, it shall be made permanently available for consultation.<\/li>\n<\/ol>\n<\/li>\n
    3. Scope of the Policy<\/strong>\n
        \n
      1. This Policy applies to all employees, regardless of their position and\/or level, as well as to all collaborators of FLEXIBLE HR, regardless of the contractual relationship they have with it (temporary workers, project collaborators, interns, consultants, guests, individuals linked to the company through any other form of contractual relationship, etc.).<\/li>\n
      2. For the purposes of the provisions regarding the use of information and communication resources, a “user” shall be understood as any employee and collaborator (project collaborator, intern, agent, supplier, etc.) who holds the corresponding authentication credentials. This person may also be referred to as the “authorized data processor”.<\/li>\n<\/ol>\n<\/li>\n
      3. Physical Security within FLEXIBLE HR<\/strong>\n
          \n
        1. \n

          Physical environmental protection is one of the most important tasks in information security. The lack of physical access control can render even the most meticulous technical precautions useless and jeopardize the security of confidential information.<\/p>\n<\/li>\n

        2. \n

          FLEXIBLE HR is committed to ensuring the safety of its employees, contractors, and assets and places great importance on physical security issues. This policy, which establishes the main precautionary measures to be taken, together with the accompanying documents, forms a whole that encompasses the set of information security measures.<\/p>\n<\/li>\n

        3. \n

          These measures apply to all systems, individuals, and processes that interact with the information systems of FLEXIBLE HR, including administrative department members, directors, employees, suppliers, and other third parties who have access to FLEXIBLE HR systems.<\/p>\n<\/li>\n

        4. \n

          Sensitive information must be securely stored. To identify the necessary level of protection to be implemented for information storage, a risk assessment is required.<\/p>\n<\/li>\n

        5. \n

          Physical security must start with the protection of the building itself, and a perimeter vulnerability assessment must be conducted. A building must have adequate control mechanisms to safely store confidential information and equipment stored within it.<\/p>\n<\/li>\n

        6. \n

          These may include, but are not limited to: (i) Alarms installed and activated outside of working hours, (ii) Locks for windows and doors, (iii) Window bars at lower floor levels, (iv) Access control mechanisms mounted on all accessible doors (where codes are used, they must be changed regularly and known only to authorized personnel to access the area\/building), (v) CCTV cameras, (vi) Personal reception area, (vii) Protection against damage – e.g., fire, floods, vandalism.<\/p>\n<\/li>\n

        7. \n

          Personnel working in secure areas must restrict access to unauthorized individuals.<\/p>\n<\/li>\n

        8. \n

          Identification and access tools (e.g., badges, keys, entry codes, etc.) must be held only by authorized personnel to access respective areas and must not be lent\/provided to anyone else.<\/p>\n<\/li>\n

        9. \n

          Visitors in secure areas are required to declare their arrival and departure times and should wear an identification badge.<\/p>\n<\/li>\n

        10. \n

          An employee of FLEXIBLE HR must be designated to monitor all visitors accessing secure areas at any time.<\/p>\n<\/li>\n

        11. \n

          Keys to all secure areas housing technical equipment and technical departments are kept under maximum security conditions.<\/p>\n<\/li>\n

        12. \n

          In case of breaches of measures or if an employee has exceeded their entrusted competencies, all identification and access tools (e.g., badges, keys, etc.) must be retrieved from the employee, and all access codes must be changed immediately.<\/p>\n<\/li>\n

        13. \n

          Documents containing confidential information (other than electronic ones) must be protected by appropriate measures such as: (i) Locked storage areas, (ii) Locked safes, (iii) Storage in a secure area with unauthorized access.<\/p>\n<\/li>\n

        14. \n

          All computer equipment must be placed in suitable physical locations that: (i) Limit risks caused by environmental hazards – e.g., heat, fire, smoke, water, dust, and vibrations, (ii) Limit the risk of theft – for example, if necessary items such as laptops need to be physically attached to the desk, (iii) Allow workstations handling sensitive data to be positioned to eliminate the risk of data being seen by unauthorized persons.<\/p>\n<\/li>\n

        15. \n

          Documents must also be stored electronically. This ensures that lost, stolen, or damaged information due to unauthorized access can be restored, and its integrity is maintained.<\/p>\n<\/li>\n

        16. \n

          All servers must be located in a physically secure environment.<\/p>\n<\/li>\n

        17. \n

          Critical systems for FLEXIBLE HR must be protected by a continuous power source to reduce the risk of the operating system and data being altered due to power failures.<\/p>\n<\/li>\n

        18. \n

          All equipment must be recorded in an inventory. Procedures must be in place to ensure that the inventory is updated as soon as assets are received or disposed of.<\/p>\n<\/li>\n

        19. \n

          All equipment must be labeled and assigned a unique number. This asset number must be recorded in the inventory.<\/p>\n<\/li>\n

        20. \n

          Power cables must be separated from network cables. Network cables must be protected by conduits, and where possible, routes through public areas should be avoided.<\/p>\n<\/li>\n

        21. \n

          Service providers must ensure that all Company computer equipment is maintained in accordance with the manufacturer’s instructions and all documented internal procedures to ensure they remain in efficient working condition.<\/p>\n<\/li>\n

        22. \n

          Maintenance personnel must: (i) Keep all manufacturer’s instruction copies; (ii) Identify recommended intervals and specifications; (iii) Activate a call process in case of failure; (iv) Ensure that only authorized technicians complete any equipment-related work; (v) Record the details of all remedial work carried out; (vi) Identify insurance requirements; (vii) Record details of defects and necessary actions.<\/p>\n<\/li>\n

        23. \n

          A record of the equipment’s operational history must be maintained so that decisions can be made regarding the appropriate time for its replacement.<\/p>\n<\/li>\n

        24. \n

          Manufacturer’s maintenance instructions must be documented and available for support personnel to use when performing repairs.<\/p>\n<\/li>\n

        25. \n

          Equipment to be reused or disposed of must have all data erased\/destroyed. If the equipment is to be transferred to another organization (e.g., returned under a leasing contract), data erasure must be carried out using approved software tools, ensuring data security appropriately.<\/p>\n<\/li>\n

        26. \n

          Loading areas and storage facilities must be adequately protected against unauthorized access.<\/p>\n<\/li>\n

        27. \n

          Subsequent equipment removal must be carried out through a formal process.Information security measures should be subject to regular and independent audits.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

        28. Personal Computer Use<\/strong>\n
            \n
          1. \n

            The PC, like any other technological tool entrusted to the user, is a work instrument. Any use unrelated to professional activity is prohibited as it may cause disruptions, maintenance expenses, and, especially, threats to security. The PC must be handled with care, avoiding any possible forms of damage.<\/p>\n<\/li>\n

          2. \n

            The PC assigned to the user allows access to the FLEXIBLE HR network only based on specific authentication credentials, as detailed in point 5 of this Policy.<\/p>\n<\/li>\n

          3. \n

            FLEXIBLE HR hereby informs that IT department personnel are authorized to perform operations in the FLEXIBLE HR computer system aimed at ensuring its functionality, security, and protection.<\/p>\n<\/li>\n

          4. \n

            Also, for system security and ensuring the smooth conduct of the company’s operational activities, this possibility applies to user-owned equipment (PCs, smartphones, tablets, etc.). When such intervention involves accessing the content of individual equipment, IT personnel will inform the affected users, and in case of an emergency situation, they will notify them at the time of or after the intervention.<\/p>\n<\/li>\n

          5. \n

            T department personnel have the right to remotely connect and view the content of individual workstations, PCs, to ensure technical support, the normal course of operational activities, as well as maximum security against viruses, spyware, malware, etc. Intervention is carried out solely based on a user’s call or, in case of objective necessity, following the detection of technical issues. In the latter case, provided it does not affect the promptness and efficiency of the intervention, the user will be notified of the need for intervention.<\/p>\n<\/li>\n

          6. \n

            The use of programs other than those officially installed by IT department personnel is not permitted, nor are users allowed to install programs from external sources on their own, as there is a serious risk of introducing information vulnerabilities (viruses, malware, backdoors, etc.), modifying the functionality of existing software applications, or violating copyrights.<\/p>\n<\/li>\n

          7. \n

            Non-compliance with this provision incurs civil liability for the guilty parties; furthermore, we emphasize that violating regulations regarding copyright protection, which require the presence of properly licensed software in the system, is criminally punishable as provided by Law No. 8\/1996 on copyright and related rights, with the imposition of material sanctions and the prohibition of certain rights.<\/p>\n<\/li>\n

          8. \n

            Only authorized personnel can modify the settings on the PC or install storage, communication, or other devices (such as recorders, modems, etc.).<\/p>\n<\/li>\n

          9. \n

            Each user must pay close attention to external media, immediately alerting IT department personnel in case of virus detection and taking the measures provided below, corresponding to antivirus protection procedures.<\/p>\n<\/li>\n

          10. \n

            PCs and any other computer equipment in personal use must be turned off every evening before leaving the office or when not in use.<\/p>\n<\/li>\n

          11. \n

            Printer usage must be limited to what is necessary, and printed materials must be retrieved from printers promptly.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

          12. Managing and allocating authentication credentials in the network domain.<\/strong>\n
              \n
            1. \n

              Access to the network services managed by FLEXIBLE HR can only occur after completing the corresponding authentication procedure.<\/p>\n<\/li>\n

            2. \n

              Credentials consist of:<\/p>\n

                \n
              • An identification code (“account name” or “account”)<\/li>\n
              • A password (“password”)<\/li>\n<\/ul>\n<\/li>\n
              • Accounts will be individual and can only be used by the user to whom the account is allocated.<\/li>\n
              • Accounts that remain unused for 90 consecutive days are automatically deactivated and can only be used after intervention by authorized personnel from the IT department.<\/li>\n
              • The password associated with an account is characterized by the following technical parameters:\n
                  \n
                • minimum length of 8 characters; it is recommended to use uppercase (capital letters), lowercase (small letters), numbers, and special characters;<\/li>\n
                • locking the account for 15 minutes if the password is incorrectly entered five times;<\/li>\n
                • deactivation of the account, requiring intervention by qualified personnel from the IT department, in case of six incorrect password entries.<\/li>\n<\/ul>\n<\/li>\n
                • All credentials allocated to users are strictly personal and cannot be used by other individuals to access IT resources. The password associated with each credential must be kept strictly confidential by the user and must not be communicated to third parties under any circumstances. The password must not be written down. No user has the right to disclose their credentials to others.<\/li>\n
                • The user is obliged to change their password as soon as an individual account is allocated to them and immediately if they find that the password is known to others.<\/li>\n
                • In case of forgetting the password used, this must be communicated to the IT department personnel; authorized personnel, even if they do not know the password used, will generate a new temporary password, which will be communicated to the user who, in turn, must change it immediately after accessing the network domain.<\/li>\n
                • No user is authorized to allow access to the computer system or the use of any of its resources by third parties, using their authentication credentials.<\/li>\n
                • Accounts are deactivated in case of non-use, following a request from the Human Resources department or the department manager.<\/li>\n
                • All directly responsible individuals have the obligation and the right to supervise the correct use by users of the authentication credentials for the domain, in accordance with the provisions of this Policy.<\/li>\n
                • Every user has the obligation to change their password every six months.<\/li>\n<\/ol>\n<\/li>\n
                • \n

                  Using FLEXIBLE HR Information Systems<\/strong><\/p>\n

                    \n
                  1. \n

                    For access to the FLEXIBLE HR network, each user must possess specific authentication credentials.<\/p>\n<\/li>\n

                  2. \n

                    Accessing the network and programs with a user identification code other than the one assigned is strictly prohibited.<\/p>\n<\/li>\n

                  3. \n

                    User and shared folders on FLEXIBLE HR servers represent areas for strictly professional information sharing and cannot be used for any other purposes. Therefore, no electronic document unrelated to professional activities can be transferred to these units, even for short periods. It is the user’s responsibility to ensure that published information is adequately protected and accessed only by authorized personnel. Regular control, administration, and backup activities are conducted on these units by IT staff.<\/p>\n<\/li>\n

                  4. \n

                    IT personnel may delete any files or applications deemed hazardous to security at any time, both from employees’ PCs and from network units.<\/p>\n<\/li>\n

                  5. \n

                    FLEXIBLE HR will make every effort to ensure the security and proper management of personal data it processes, regardless of the storage environment.<\/p>\n<\/li>\n

                  6. \n

                    It is the responsibility of both FLEXIBLE HR management and any employee or external collaborator to ensure that data is processed safely according to the security policy and that no unauthorized person has access to personal data.<\/p>\n<\/li>\n

                  7. \n

                    Any breach of personal data security can have adverse effects on individuals’ rights, as well as significant reputational damage to FLEXIBLE HR.<\/p>\n<\/li>\n

                  8. \n

                    Anyone with access to FLEXIBLE HR’s personal data must understand and adhere to the principles and rules outlined in this Policy.<\/p>\n<\/li>\n

                  9. \n

                    FLEXIBLE HR will ensure that information systems are protected against unauthorized access. All users will receive strong passwords that are periodically changed. Personal data will be encrypted, and to the extent feasible technically, pseudonymized. Usernames and passwords will never be disclosed. Personal data can only be accessed on systems with secured passwords. The system will automatically lock if not used for 5 minutes.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

                  10. The usage and storage of mobile devices<\/strong>\n
                      \n
                    1. \n

                      All mobile magnetic media (floppy disks, CD and DVD rewritables, USB drives, etc.), containing sensitive data as well as information constituting FLEXIBLE HR know-how, must be handled with utmost care to prevent theft, modification, and\/or destruction of their contents, or even recovery after deletion.<\/p>\n<\/li>\n

                    2. \n

                      To ensure the destruction and\/or impossibility of using mobile magnetic media containing FLEXIBLE HR data, each user must contact the IT department personnel and follow their instructions.<\/p>\n<\/li>\n

                    3. \n

                      In any case, magnetic media containing sensitive data must be properly stored by users in closed cabinets.<\/p>\n<\/li>\n

                    4. \n

                      The use of mobile media for storing FLEXIBLE HR information is prohibited unless expressly authorized by one’s own manager.<\/p>\n<\/li>\n

                    5. \n

                      The use of personal mobile media is prohibited.<\/p>\n<\/li>\n

                    6. \n

                      The user is responsible for the storage of FLEXIBLE HR media and data contained therein.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

                    7. The use of laptops and tablets<\/strong>\n
                        \n
                      1. The user is responsible for the laptop and\/or tablet entrusted to them and must handle them with care, both during travel and during their use at work, taking all necessary measures depending on the circumstances to avoid damage, theft, or access to the information contained in them.<\/li>\n
                      2. It is recommended to pay attention during travel, especially avoiding leaving the computer in the car and carefully keeping it in public places such as bars, restaurants, and hotels.<\/li>\n
                      3. The rules of use provided in this Policy apply to laptops and tablets, requiring special attention to the elimination of any files created before returning these devices.<\/li>\n
                      4. In case of loss or theft of a laptop or tablet, the IT departments must be notified immediately.<\/li>\n<\/ol>\n<\/li>\n
                      5. Email Usage<\/strong>\n
                          \n
                        1. The email account allocated to the user is a work tool, therefore the information contained therein shall be understood as belonging to FLEXIBLE HR. The recipients of email accounts are responsible for their correct usage.<\/li>\n
                        2. \n

                          Within FLEXIBLE HR, individual email accounts are used; individual access accounts are allocated to each user, and access to them is granted exclusively by the user to whom they are allocated, except in emergency situations mentioned below.<\/p>\n<\/li>\n

                        3. \n

                          The creation of an individual email account is done by the IT department following a motivated request from the Human Resources department. Any individual requests or requests received from other persons will not be considered.<\/p>\n<\/li>\n

                        4. \n

                          If the Human Resources department considers that there are no longer reasons or conditions justifying the use of the email account, FLEXIBLE HR reserves the right to prohibit the use of individual email accounts. In this case, the account may be kept active for receiving messages for a reasonable period of time (not exceeding 90 days), and in any case, all emails contained therein will be archived as they contain relevant information for the administration of FLEXIBLE HR.<\/p>\n<\/li>\n

                        5. \n

                          The use of email accounts for reasons other than those strictly related to FLEXIBLE HR’s activity is prohibited.<\/p>\n<\/li>\n

                        6. \n

                          Normally, the email account is deactivated at the time of termination of the relationship that justifies its allocation; in this case, the content of the account existing at the time of termination of the relationship is archived.<\/p>\n<\/li>\n

                        7. \n

                          As the allocated email account constitutes a work tool, it is necessary to emphasize that the messages contained therein, which are subject, through the user’s care, to archiving procedures implemented by the company and therefore presumed to be commercial correspondence, may be kept on the server at the disposal of FLEXIBLE HR for a maximum of 10 years.<\/p>\n<\/li>\n

                        8. \n

                          Thus, messages without commercial or professional value will need to be periodically selected and deleted. However, the Human Resources department has the right to assess the need to keep the account active for a reasonable period, not exceeding 90 days; in this case:<\/p>\n

                            \n
                          • The company will identify the accounts for which automatic redirection of received messages will be configured to the account being deactivated;<\/li>\n
                          • An automatic response message will be configured to be sent to the sender, informing them that the mailbox is being deactivated;<\/li>\n
                          • No messages will be sent from this email account.<\/li>\n<\/ul>\n

                            \u00a0<\/p>\n<\/li>\n

                          • \n

                            Each user allocated an individual email account has the obligation to verify, by sending themselves a message, that the “automatic signature” containing all the following information is present:<\/p>\n

                              \n
                            • First name and last name;<\/li>\n
                            • Company;<\/li>\n
                            • Position;<\/li>\n
                            • Phone numbers.<\/li>\n
                            • If the signature is missing or incorrect, the user must notify the IT department, which will make the necessary changes.<\/li>\n<\/ul>\n<\/li>\n
                            • \n

                              The email account must be kept orderly, deleting unnecessary documents and especially archiving large attachments in the appropriate archives.<\/p>\n<\/li>\n

                            • \n

                              Maximum attention must be paid when opening email messages, as they may contain computer viruses.<\/p>\n<\/li>\n

                            • \n

                              In case of urgent need and in the absence of the user to whom an email account is allocated, the company reserves the right to access their email account.<\/p>\n<\/li>\n

                            • \n

                              In the case of a prolonged and scheduled absence (e.g., leave), it is recommended to configure an automatic response message indicating the email address to which the message should be forwarded.<\/p>\n<\/li>\n

                            • \n

                              In the case of exceptionally prolonged absences, especially in the case of maternity leave, the direct hierarchical superior will notify the IT department by email of the absence, specifying the start date of the absence, requesting automatic redirection of messages to another identified mailbox, and requesting the configuration of an automatic response message to the sender. It is the manager’s responsibility to inform the absent user about the activation of this procedure.<\/p>\n<\/li>\n

                            • \n

                              To reaffirm the exclusively professional nature of the email accounts to the recipients, messages must contain a standard disclaimer declaring the non-personal nature of the messages, stating that authorized personnel of the company may access the content of the message sent to this mailbox, following the rules established in the FLEXIBLE HR policy.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

                            • Access to the information systems and to the individual Email Account<\/strong>\n
                                \n
                              1. Access to the information system or to the Email Account allocated to an absent user may only occur for serious and urgent reasons that make it impossible to postpone access until the user returns to work, in the following cases:\n
                                  \n
                                • The need to perform maintenance or security operations;<\/li>\n
                                • The necessity to access documents or information present exclusively in the respective email account;<\/li>\n
                                • The presence of documents that need to be accessed to ensure the smooth operation of business processes and are only present on the user’s computer;<\/li>\n
                                • Other possible reasons that cannot be foreseen and whose justification lies directly with the requester.<\/li>\n<\/ul>\n<\/li>\n
                                • The request for access must be submitted to the IT department by the direct manager of the absent user and must specify: \u00a0\n
                                    \n
                                  • The user for whom access is requested;<\/li>\n
                                  • The justification for the request.<\/li>\n<\/ul>\n<\/li>\n
                                  • The IT department will change the current password, even if they do not know it, by virtue of the special administration privileges granted to certain qualified operators referred to as “credential custodians”, in accordance with technical specifications.<\/li>\n
                                  • The temporary password is communicated to the requester.<\/li>\n
                                  • Upon the return to work of the affected user, their manager informs them about the access and the reasons that necessitated it.<\/li>\n
                                  • No other methods of accessing processing systems or individual email accounts of a user are permitted or tolerated.<\/li>\n
                                  • Any person who has access to another user’s email account, as a result of the procedure described in the previous point, cannot send email messages from that mailbox.<\/li>\n<\/ol>\n<\/li>\n
                                  • \n

                                    Internet Browsing <\/strong><\/p>\n

                                      \n
                                    1. \n

                                      The equipment allocated to the user and activated for internet browsing constitutes a tool of FLEXIBLE HR that can be used for carrying out their own professional activities.<\/p>\n<\/li>\n

                                    2. \n

                                      Internet browsing may be prohibited for certain categories of users if the Human Resources department determines that there is no professional justification for it. Each user authorized to browse the internet belongs to a specific group corresponding to the field of activity to which the user belongs.<\/p>\n<\/li>\n

                                    3. \n

                                      In addition to the general limits related to the obligations of complying with the employment contract or the ongoing contractual relationship, browsing for personal interest is subject to the following rules: certain categories of websites are accessible only during specific time intervals corresponding to work breaks; a limited number of categories of websites can be visited at any time.<\/p>\n<\/li>\n

                                    4. \n

                                      The exchange of files and information through public internet sharing systems not owned by FLEXIBLE HR, such as Dropbox, WeTransfer, Google Drive, or similar, is only allowed after the prior encryption of the transmitted content and ensuring the immediate deletion of the transmitted files after achieving the purpose of the operation.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

                                    5. Antivirus Protection<\/strong>\n
                                        \n
                                      1. The FLEXIBLE HR computer system is protected by antivirus software updated daily. However, each user must behave in a manner that reduces the risk of attack on the FLEXIBLE HR computer system by viruses or any other aggressive software.<\/li>\n
                                      2. Any external magnetic device (USB keys, CDs, smart cards, etc.) must be checked by the antivirus program before use, and if a virus is detected, it must be reported immediately.<\/li>\n<\/ol>\n<\/li>\n
                                      3. \n

                                        Using phones, smartphones, tablets, faxes, and photocopiers at FLEXIBLE HR<\/strong><\/p>\n

                                          \n
                                        1. \n

                                          Mobile devices are becoming an increasingly significant component of everyday life, as they become smaller and more powerful, and the number of tasks that can be accomplished with their help, even away from the office, grows. However, as capabilities increase, so do the risks. Security measures that protect the static desktop environment are not as secure when using a mobile device outside the confines of an office building.<\/p>\n<\/li>\n

                                        2. \n

                                          This policy applies to all systems, individuals, and processes that constitute the FLEXIBLE HR information systems, including directors, employees, suppliers, and other third parties who have access to the FLEXIBLE HR systems.<\/p>\n<\/li>\n

                                        3. \n

                                          In the absence of prior approval from management, only mobile devices provided by FLEXIBLE HR should be used to store or process classified information on behalf of FLEXIBLE HR.<\/p>\n<\/li>\n

                                        4. \n

                                          If the use of mobile equipment is requested, an appropriate device will be provided that will be configured to comply with FLEXIBLE HR policies. Support will be provided by the IT department, which may sometimes need access to the device to resolve issues and perform maintenance.<\/p>\n<\/li>\n

                                        5. \n

                                          It must be ensured that the device is transported and stored in secure environments and is not exposed to situations where it may become damaged. The device should not be left unattended in public view, such as behind a car, in a meeting room, or in a hallway.<\/p>\n<\/li>\n

                                        6. \n

                                          No identification marks should be removed from the device, such as a FLEXIBLE HR label or serial number. Measures will be taken to ensure that the device is locked and protected by a strong password.<\/p>\n<\/li>\n

                                        7. \n

                                          No peripheral hardware equipment shall be added without the approval of the IT department.<\/p>\n<\/li>\n

                                        8. \n

                                          Confidential information (such as personal data) shall not be stored on the device unless authorized and appropriate measures have been implemented. Access passwords, personal identification numbers, or other security elements shall not be kept visible or easily accessible on the device.<\/p>\n<\/li>\n

                                        9. \n

                                          Ensure that the device screen locks after a short period of inactivity and requires an access code or password to unlock it. The passwords used must be strong and difficult to guess. No unsecured connections (i.e., those that do not require a password) can be set up on the device.<\/p>\n<\/li>\n

                                        10. \n

                                          The device provided by FLEXIBLE HR must be used exclusively for the intended purpose: it should not be shared with family or friends or used for personal activities. You may be required to return the device to the IT department at any time for inspection and audit. Do not install any unauthorized software or change the device’s configuration or settings without first consulting the IT department.<\/p>\n<\/li>\n

                                        11. \n

                                          Where possible, the device will be secured so that all data on it is encrypted and accessible only if the password is known. If the device is delivered with encryption, do not disable encryption.<\/p>\n<\/li>\n

                                        12. \n

                                          If applicable, virus protection will be installed on the device by FLEXIBLE HR. Ensure that the device is periodically connected to the FLEXIBLE HR network to allow antivirus updates. Do not disable antivirus protection.<\/p>\n<\/li>\n

                                        13. \n

                                          When in public places, ensure that the device is positioned so that unauthorized users cannot view the screen or take photographs or videos of the screen.<\/p>\n<\/li>\n

                                        14. \n

                                          The use of FLEXIBLE HR photocopiers for personal purposes is prohibited unless expressly authorized in advance by the office manager.<\/p>\n<\/li>\n<\/ol>\n<\/li>\n

                                        15. The use of personal equipment<\/strong>\n
                                            \n
                                          1. \n

                                            The use of personal equipment for storing and managing FLEXIBLE HR information or for connecting to the FLEXIBLE HR network may only be done based on a motivated request and upon authorization by the hierarchical superior.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          2. \n

                                            The low cost and general availability of such devices have fueled the desire of employees and other interested parties to use their own devices for business purposes. This is commonly referred to as “Bring Your Own Device” (BYOD). In some cases, this can provide increased flexibility and may eliminate the need for the employee to regularly carry multiple devices.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          3. \n

                                            However, the concept of allowing an employee to use their own device(s) for business purposes may result in the need for such devices to undergo additional controls beyond those typically in place for a consumer device.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          4. \n

                                            Common issues and security concerns with BYOD may include: (i) the device being used by other family members, (ii) data being stored inadvertently in child’s cloud backup facilities, (iii) increased exposure to potential loss in social situations, e.g., at the beach, in a bar, (iv) potential access to sites that do not adhere to organizational acceptable use policies, (v) connecting to insecure networks, such as unsecured wireless networks, (vi) lack of antivirus software, (vii) installation of potentially harmful applications on the device (often without the user being aware that it is malware).<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          5. \n

                                            These aspects should be taken into consideration when evaluating the suitability of any device to store FLEXIBLE HR’s confidential data.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          6. \n

                                            The device owner and FLEXIBLE HR will decide whether a particular device will be used for business purposes. Such use is not mandatory, and the employee has the right to decide whether the additional controls imposed on the device by FLEXIBLE HR are acceptable and, therefore, whether they choose to use the device for business purposes.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          7. \n

                                            It is important that the measures established in this policy be adhered to at all times in the use and transportation of personal mobile devices. Individuals should not use their own devices to store and process FLEXIBLE HR information unless they have submitted a request to do so, and this request has been officially approved. It is FLEXIBLE HR policy to evaluate each request on an individual basis to determine: (i) the identity of the requester, (ii) the reason for the request, (iii) the data that will be stored or processed on the device, (iv) the specific device to be used.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          8. \n

                                            Requests should be submitted to the IT department.<\/p>\n

                                            \u00a0<\/p>\n<\/li>\n

                                          9. \n

                                            The general principle of this policy is that the level of control exerted by FLEXIBLE HR over the personal device will be proportional to the sensitivity of the data held on it.<\/p>\n<\/li>\n

                                          10. To ensure that its data is adequately protected, it is important for FLEXIBLE HR to be able to monitor and verify compliance with this policy. The level of monitoring and auditing will be appropriate to the classification of the information held on the device.<\/li>\n
                                          11. The methods and schedule of monitoring and auditing will be such that the privacy of the device owner is not compromised and, in all cases, in compliance with personal data protection legislation. In general, monitoring of usage outside of working hours will be avoided.<\/li>\n
                                          12. In the event the device is lost or stolen, the owner must inform the IT department as soon as possible, providing details about the circumstances of the loss and the sensitivity of the business information stored on it. FLEXIBLE HR reserves the right to remotely wipe the data from the device, if possible, as a precautionary measure. This may involve erasing the owner’s personal data from the device.<\/li>\n
                                          13. Upon leaving FLEXIBLE HR, the device owner must allow the device to be audited and all FLEXIBLE HR data and applications to be removed.<\/li>\n<\/ol>\n<\/li>\n
                                          14. \n

                                            Information Regarding Possible Controls<\/strong><\/p>\n

                                              \n
                                            1. \n

                                              The information systems used are tools utilized for carrying out professional activities, which, by their nature, allow for controls to be conducted.<\/p>\n<\/li>\n

                                            2. \n

                                              The company informs that, in accordance with the provisions of current regulations, it intends to be able to use the information derived from these tools for all purposes related to managing the employment relationship.<\/p>\n<\/li>\n

                                            3. \n

                                              \u00a0In this regard, we emphasize the possibility of resorting to the following possible controls:<\/p>\n

                                                \n
                                              • \n

                                                The dates, times, and durations of access to the FLEXIBLE HR network, as recorded in the “logs” generated by the domain authentication system;<\/p>\n<\/li>\n

                                              • \n

                                                The dates and times when users perform operations in management systems, data files, folders, archives.<\/p>\n<\/li>\n

                                              • \n

                                                The dates, times, and durations of activities carried out by users using software programs.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n

                                              • Compliance with Confidentiality Provisions<\/strong>\n
                                                  \n
                                                1. For individuals identified as authorized persons processing personal data, compliance with the provisions regarding confidentiality is mandatory, as specified in the relevant instructions in accordance with applicable law<\/li>\n<\/ol>\n<\/li>\n
                                                2. Access to Processed Data by Users<\/strong>\n
                                                    \n
                                                  1. Not only for reasons of information system security but also for technical and\/or maintenance purposes (for example, updating\/replacing\/implementing programs, hardware maintenance, etc.) or as a result of FLEXIBLE HR’s control and expense planning purposes (for example, checking internet connection costs, telephone traffic, etc.), external to any professional activity control purposes, FLEXIBLE HR management has the right to directly access, through the IT department staff and in compliance with confidentiality legislation and the procedures outlined above, all FLEXIBLE HR information tools and the documents contained therein, as well as phone records.<\/li>\n
                                                  2. The controls mentioned in the previous point are preferably and usually conducted in the presence of the user concerned.<\/li>\n<\/ol>\n<\/li>\n
                                                  3. Sanctions<\/strong>\n
                                                      \n
                                                    1. All users are obligated to adhere to the provisions communicated to them through this Policy.<\/li>\n
                                                    2. Failure to comply with this Policy by FLEXIBLE HR employees or other external collaborators may result in disciplinary sanctions (including termination of employment contracts), termination of contracts, and, depending on the circumstances, legal action to fully recover damages incurred by FLEXIBLE HR due to non-compliance with this Policy. When there is suspicion of illegal activities (such as, for example, document theft, copying, distribution, database transfer), FLEXIBLE HR will report the criminal activity to the authorities for the prosecution of the perpetrator.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

                                                      Data Deletion Policy<\/h2>\n

                                                      OBJECTIVE<\/h3>\n

                                                      This policy aims to implement specific measures regarding data deletion when the retention period specified in the Retention Policy has expired or when an individual has exercised their right to erasure, and the company has complied with this request.<\/p>\n

                                                      APPLICABILITY<\/h3>\n

                                                      The policy applies to all departments, offices, workplaces, employees, and collaborators of FLEXIBLE HR.<\/p>\n

                                                      DATA DELETION<\/h3>\n

                                                      PC\/LAPTOP<\/strong><\/p>\n

                                                      For most PCs (laptops or desktops), FLEXIBLE HR will not need to physically destroy hard drives if the data deletion process has been successfully completed. A PC has successfully executed data deletion as long as the procedure used has verifiably removed the data from all parts of the storage device. PCs sold or donated should permanently and verifiably erase data before leaving FLEXIBLE HR.<\/p>\n

                                                      SERVERS<\/strong><\/p>\n

                                                      Servers and storage systems for servers hold large volumes of data from various sources. For each type of storage system (e.g., NAS, SAN) and hard disk drive technology (e.g., RAID level, SCSI, ATA, SATA), a separate data deletion procedure must be implemented. Data deletion can occur at the unit level or logical level.<\/p>\n

                                                      Photocopiers, Printers, Fax Machines<\/strong><\/p>\n

                                                      It is possible that any photocopier, network printer, or fax machine containing a hard disk unit may contain sensitive data. Although this information is not easily accessible to end users of the machines, it may be available to maintenance personnel. All such machines must undergo data deletion procedures before leaving the COMPANY for maintenance, disposal, or replacement. Any removal or replacement of the hard disk unit must be controlled, and procedures must be properly followed.<\/p>\n

                                                      Tablets\/Smartphones<\/strong><\/p>\n

                                                      All mobile phones may contain sensitive information that needs to be securely erased before a change of control occurs, especially for models with advanced functionality (e.g., smartphones). When business communications may have occurred, mobile phones must always use data deletion procedures. For mobile phones with SIM cards, all SIM cards must be removed before disposal, and data erasure should be performed on all memory cards that may be present in the device.<\/p>\n

                                                      POS Equipment<\/strong><\/p>\n

                                                      In many cases, POS equipment is leased, and data deletion requirements should be addressed in a contract. If owned by FLEXIBLE HR, similar procedures to those used for PCs or servers should be employed.<\/p>\n

                                                      Memory Devices (USB, SD Card)<\/strong><\/p>\n

                                                      When using removable memory devices, deleted files can be recovered. Files on SD cards that have been reformatted using the Microsoft Windows Format function, for example, or if the card’s file system has been corrupted, may be recoverable. Overwrite software exceeding the inherent protection of SSD memory should be used. Each device should then be tested to ensure data sanitation has occurred, and a record should be retained.<\/p>\n

                                                      CD\/DVD\/Optical Disk<\/strong><\/p>\n

                                                      The only approved solution for achieving data sanitization on CDs, DVDs, or other types of optical discs is physical destruction.<\/p>\n

                                                      THE COMPANY’S COMMITMENT<\/h3>\n

                                                      FLEXIBLE HR commits to implementing measures to meet the above requirements to ensure the permanent deletion of personal data.<\/p>\n

                                                      This policy must be adhered to by all FLEXIBLE HR employees and other third parties who have access to FLEXIBLE HR’s personal data or interact in any way with the data subjects.<\/p>\n

                                                      CONSEQUENCES OF NON-COMPLIANCE<\/h3>\n

                                                      Failure to comply with this Policy by FLEXIBLE HR employees may result in disciplinary sanctions (including termination of employment) and, depending on the circumstances, legal action to recover the full damages incurred as a result of non-compliance with this Policy. Non-compliance with this Policy by business partners may lead to the termination of commercial contracts and, depending on the circumstances, legal action to recover the full damages incurred by FLEXIBLE HR as a result of non-compliance with this Policy. This Policy will be communicated by FLEXIBLE HR to all employees, collaborators, business partners, or other third parties.<\/p>\n

                                                      Procedure regarding data destruction<\/h2>\n

                                                      Principles for Secure Destruction of Personal Data<\/strong><\/p>\n

                                                        \n
                                                      • Personal data must be destroyed under the responsibility of FLEXIBLE HR immediately after the end of the necessary period for achieving the purpose of processing.<\/li>\n
                                                      • Depending on the period required to achieve the processing purpose, the following cases of personal data destruction are distinguished: a) Daily data destruction. This case refers to personal data produced and\/or used daily in the context of FLEXIBLE HR’s activities and which, after specific work, are no longer useful (e.g., copies, work reports, staff notes, informational material, etc., in printed and\/or electronic form). b) Scheduled destruction of a portion or all data. This case refers to mass data destruction, which occurs because the period required to achieve the processing purpose has expired (based on the current data retention period) for the data in question or for other reasons, such as termination or modification of data processing by FLEXIBLE HR.<\/li>\n
                                                      • Personal data must be destroyed by FLEXIBLE HR in a secure manner to prevent any further illegal or incorrect processing, such as any form of disclosure to third parties.<\/li>\n
                                                      • A secure method of data destruction is considered to be any set of procedures and measures that, after their implementation is completed, the data subjects can no longer be identified.<\/li>\n
                                                      • In any secure method of data destruction, the destruction is irreversible, meaning data recovery is not possible after destruction through technical means or otherwise.<\/li>\n<\/ul>\n

                                                        Types of Data for Destruction<\/strong><\/p>\n

                                                          \n
                                                        1. Depending on the medium used for storage and further processing, the following types of personal data to be destroyed can be distinguished: a) Personal data in printed format (documents). b) Personal data in electronic format held on any physical medium (hard disks, CDs, DVDs, etc.). These data may either be in a structured format (e.g., a database) or may be a set of individual electronic files (e.g., text files, images, etc.). c) Personal data in any other format.<\/li>\n
                                                        2. The types of data mentioned above can appear simultaneously. Secure Destruction of Data on Paper Media Daily Destruction of Data Held on Paper Media A secure process for the daily destruction of personal data held on paper media includes the following steps:\n
                                                            \n
                                                          1. The documents to be destroyed are placed in special containers.<\/li>\n
                                                          2. Collecting the documents to be destroyed in containers and placing them in a designated area.<\/li>\n
                                                          3. Shredding the documents into strips.<\/li>\n
                                                          4. Assigning the destruction to an authorized person (third party).<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

                                                            Procedure for the daily destruction of unused documents containing personal data:<\/strong><\/p>\n

                                                              \n
                                                            1. Documents to be destroyed are placed in special containers, located at designated points within the premises of FLEXIBLE HR.<\/li>\n
                                                            2. Collection of documents to be destroyed in containers and their placement in a central container, in a designated area within the premises of FLEXIBLE HR, by an authorized employee of FLEXIBLE HR.<\/li>\n
                                                            3. Shredding of documents into strips using special document shredding machines and by authorized personnel of FLEXIBLE HR.<\/li>\n
                                                            4. Alternatively, document shredding can be done outside the premises of FLEXIBLE HR by assigning the destruction to an authorized third party. In this case, FLEXIBLE HR and the authorized third party will need to prepare a data transfer protocol, as well as a data destruction protocol by the authorized third party.<\/li>\n<\/ol>\n

                                                              Scheduled destruction of part or all of the data stored on paper:<\/strong><\/p>\n

                                                              A secure process for the destruction of part or all of the data stored in paper format includes the following steps:<\/p>\n

                                                                \n
                                                              • Separating the data to be destroyed<\/li>\n
                                                              • Mass destruction of data<\/li>\n
                                                              • Destruction Protocol<\/li>\n<\/ul>\n

                                                                Procedure for the secure destruction of a portion or all of FLEXIBLE HR data<\/strong><\/p>\n

                                                                  \n
                                                                1. \n

                                                                  Separation of the data to be destroyed by the responsible officer of FLEXIBLE HR. Collecting and storing the data to be destroyed in a specially designed secure area within the premises of FLEXIBLE HR. This area will only be accessible to authorized employees of FLEXIBLE HR.<\/p>\n<\/li>\n

                                                                2. \n

                                                                  Mass destruction of data by shredding and shredding\/recycling.<\/p>\n<\/li>\n

                                                                3. \n

                                                                  Preparation of a destruction protocol.<\/p>\n<\/li>\n<\/ol>\n

                                                                  Data Destruction Protocol<\/strong><\/p>\n

                                                                  The Destruction Protocol will include the following elements (see Annex 2):<\/p>\n

                                                                    \n
                                                                  • Date of data destruction.<\/li>\n
                                                                  • Description of the data that have been destroyed.<\/li>\n
                                                                  • Method of destruction.<\/li>\n
                                                                  • Name of the responsible person at FLEXIBLE HR for destruction.<\/li>\n<\/ul>\n

                                                                    When the data is destroyed by an authorized person, the destruction protocol must be completed by the authorized person. In this case, FLEXIBLE HR should conclude a data provision protocol for destruction and receive the destruction protocol from the authorized person.<\/p>\n

                                                                    Secure destruction of digital data<\/strong><\/p>\n

                                                                      \n
                                                                    • \n

                                                                      For the secure destruction of data in electronic format, simply deleting them (e.g., with the “DELETE” command) is not sufficient, as it only deletes the reference to the data, while the data itself can be recovered using special programs.<\/p>\n<\/li>\n

                                                                    • \n

                                                                      The proper way to securely destroy data stored on rewritable media (such as hard drives, floppy disks, DVDs, and rewritable CDs) is to overwrite the data. Overwriting can be done using file shredders, file destroyers, and file pulverizers. In the case of daily data destruction, an alternative method of destruction is data formatting.<\/p>\n<\/li>\n

                                                                    • \n

                                                                      In the case of scheduled destruction of all data, an alternative method of destruction (especially for critical data) is the physical destruction of the material itself (e.g., by crushing, pulverizing, incineration, without prejudice to specific provisions regarding waste management\/environmental protection).<\/p>\n

                                                                        \n
                                                                      • Data destruction involves destroying all backup copies stored by FLEXIBLE HR.<\/li>\n
                                                                      • Scheduled data destruction must be accompanied by a destruction protocol.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n

                                                                        CLEAN-DESK POLICY<\/h2>\n

                                                                        PURPOSE <\/strong><\/p>\n

                                                                        The purpose of this document is to define rules to prevent unauthorized access to information in the workplace, as well as to common facilities and equipment. The users of this document are all employees and collaborators of FLEXIBLE HR.<\/p>\n

                                                                        CLEAN-DESK POLICY <\/strong><\/p>\n

                                                                        All documents containing personal data are considered sensitive in this clean-desk policy.<\/p>\n

                                                                          \n
                                                                        1. Occupational Safety <\/strong>\n
                                                                            \n
                                                                          1. Clean-Desk Policy<\/li>\n
                                                                          2. In the absence of the authorized person at their workplace, all paper documents, as well as labeled data storage media, must be removed from the desk or other locations (printers, fax machines, copiers, etc.) to prevent unauthorized access. These documents and information media must be stored securely, so that only authorized personnel have access to them.<\/li>\n
                                                                          3. Clean-Screen Policy\n
                                                                              \n
                                                                            1. In the absence of the authorized person at their workplace, all information containing personal data must be removed from the screen, and unauthorized access must be denied to all systems accessible by the authorized person. In case of absence, the clean-screen policy is implemented by disconnecting from all systems or by locking the screen with a password.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n
                                                                            2. Protection of Facilities and Common Equipment <\/strong>\n
                                                                                \n
                                                                              1. Documents containing personal information must be immediately removed from printers, fax machines, and copiers.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

                                                                                Terms and Conditions Preamble This policy aims to establish guidelines to ensure the confidentiality, integrity, and availability of processed business data and information. Thus, considering that the use of information and communication resources must always be guided by the principles of diligence and correctness, FLEXIBLE HR has adopted an internal policy aimed at preventing the […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"open","template":"","meta":{"inline_featured_image":false,"footnotes":""},"class_list":["post-490","page","type-page","status-publish","hentry"],"yoast_head":"\nTerms and Conditions | Flexible HR<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/flexible-hr.ro\/en\/terms-and-conditions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Terms and Conditions | Flexible HR\" \/>\n<meta property=\"og:description\" content=\"Terms and Conditions Preamble This policy aims to establish guidelines to ensure the confidentiality, integrity, and availability of processed business data and information. 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