Privacy Policy

1. General provisions and identity of the controller

This policy describes how “Dectrans-Broker” SRL processes the personal data of its clients, their representatives, visitors to the dectrans.md website and other persons involved in the operations we carry out. The policy has been drawn up in accordance with Law No. 195/2024 on personal data protection (hereinafter – Law No. 195/2024).

The personal data controller is “Dectrans-Broker” SRL, IDNO 1006600006135, with its registered office in the Republic of Moldova, Chișinău, 126 Mitropolit Dosoftei St., office 49 (hereinafter – Dectrans or we).

You can contact us by the following means.

1. Office address: MD-2023, Chișinău, 73 Industrială St.

2. Phone: +373 69 931 109, +373 69 124 619 (24/7).

3. General e-mail: office@dectrans.md.

The policy applies to processing carried out through the website, at the office and branches of Dectrans, and by e-mail, telephone and other means of communication. The terms used have the meaning set out in Art. 4 of Law No. 195/2024.

2. Categories of data processed and their sources

We process only the data necessary for the purposes set out in section 3. Depending on your relationship with Dectrans, these may include the following categories.

1. Identification and contact data of clients who are natural persons and of representatives or contact persons of clients who are legal entities: surname, first name, position, telephone, e-mail address and postal address.

2. State identification number (IDNP) and identity document data, only when needed to prepare customs declarations or powers of attorney.

3. Order and billing data: services requested, order history, amounts invoiced and payment confirmation. Bank card data is not collected or stored by Dectrans.

4. Data from commercial, transport and customs documents for goods: names and contact details of consignors, consignees, carriers and drivers, as well as vehicle data.

5. Data from the user account created on the website: username, password stored in encrypted form and profile data.

6. Data sent through the contact form, by e-mail or by telephone: name, e-mail address and content of the message.

7. Technical data generated when accessing the website: IP address, browser and device type, date and time of access, as well as data collected through cookies, described in section 7.

We do not request special categories of personal data within the meaning of Art. 9 of Law No. 195/2024, such as data concerning health or religious beliefs. Please do not include them in the messages and documents you send us.

We receive most data directly from you. The data referred to in letter d) is usually received from our clients, who send us the documents for the goods, or from the Customs Service through the customs information systems. A client who sends us the data of other persons undertakes to inform them of this policy.

Providing the data marked as mandatory in forms is necessary for concluding and performing the contract and for fulfilling legal customs and tax obligations. Refusal to provide this data makes it impossible to provide the requested service. Providing data for commercial communications is optional.

3. Purposes and legal bases of processing

We process personal data only on one of the legal bases provided in Art. 6(1) of Law No. 195/2024, for the purposes below.

1. Receiving, validating and executing orders, providing customs representation and related services, and communicating with the client during execution. The legal basis is the performance of the contract or taking steps at your request before entering into it (Art. 6(1)(b)).

2. Preparing and submitting customs declarations and other customs documents on behalf of clients. The legal basis is compliance with legal obligations under Customs Code No. 95/2021 and its implementing acts (Art. 6(1)(c)).

3. Invoicing services, keeping accounting records and tax reporting. The legal basis is compliance with legal obligations under Law No. 287/2017 on accounting and financial reporting and Tax Code No. 1163/1997 (Art. 6(1)(c)).

4. Processing online bank card payments, carried out by the partner bank. The legal basis is the performance of the contract (Art. 6(1)(b)).

5. Managing the user account created on the website. The legal basis is the performance of the contract (Art. 6(1)(b)).

6. Responding to questions and requests sent through the contact form, by e-mail or by telephone. The legal basis is taking pre-contractual steps at your request (Art. 6(1)(b)) or our legitimate interest in responding to correspondence received (Art. 6(1)(f)).

7. Sending commercial offers and news about our services and customs legislation. The legal basis is your consent, given separately from placing an order (Art. 6(1)(a)). Consent may be withdrawn at any time through the unsubscribe link in each message or by a request sent to the addresses in section 1.

8. Ensuring the security of the website and IT systems, preventing fraud and unauthorised access. The legal basis is our legitimate interest in protecting the systems and the data we manage (Art. 6(1)(f)).

9. Establishing, exercising or defending the rights of Dectrans and its clients in administrative, judicial or out-of-court proceedings, including appeals against customs decisions. The legal basis is the legitimate interest of Dectrans and its clients (Art. 6(1)(f)).

The data of the persons referred to in section 2 letter d) is processed for the purposes in letters a), b) and i). The legal bases are legal customs obligations and the client’s legitimate interest in completing customs formalities.

Where processing is based on legitimate interest, we have assessed that your interests, rights and freedoms do not override it. You may object to such processing at any time, under the conditions of section 6.

We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you. We do not process data for purposes incompatible with those above. If we intend to use it for a new purpose, we will inform you in advance.

4. Recipients of data and transfers to other countries

Data is accessible only to Dectrans employees who need it to perform their duties and who are bound by confidentiality. We do not sell or rent personal data.

Data may be disclosed to the following categories of recipients.

1. The Customs Service, the State Tax Service and other public authorities, to the extent required by law.

2. The bank serving the company, which processes card payments through its own IT systems.

3. Partners involved in executing the order, at the request or in the interest of the client, such as carriers, freight forwarders, warehouses and courier services.

4. Providers that process data on our behalf as processors, for example for website hosting, e-mail, IT services, accounting and archiving. They act only on our instructions and under a contract concluded in accordance with Art. 28 of Law No. 195/2024.

5. Dectrans’ lawyers, auditors and consultants, who have a legal or contractual duty of confidentiality.

6. Courts and criminal investigation bodies, on the basis of a request grounded in law.

As a rule, data is processed in the Republic of Moldova. It may be transferred to another country when the execution of the order requires it, for example to the client’s foreign partner, or when an IT service provider uses servers abroad. Such transfers take place only under the conditions below.

1. To member states of the European Economic Area, without special authorisation (Art. 44(2) of Law No. 195/2024).

2. To countries on the list of countries ensuring an adequate level of protection, approved by Decision No. 41/2026 of the National Centre for Personal Data Protection (NCPDP) (Art. 45).

3. To other countries, only with appropriate safeguards, such as standard data protection clauses approved by the NCPDP or adopted by the European Commission (Art. 46). A copy of the safeguards can be obtained on request at the addresses in section 1.

4. In the absence of appropriate safeguards, only in the situations provided in Art. 49, for example when the transfer is necessary for the performance of a contract concluded with you or in your interest.

5. Storage period

We keep data only as long as necessary for the purpose for which it was collected or as required by law. The following periods apply.

1. Data on orders and contracts is kept for the duration of the contractual relationship and for 3 years after its termination, to defend rights within the limitation period.

2. Accounting documents and the data in them are kept for the period set by accounting and archiving legislation, namely 3 years.

3. Customs documents and the data in them are kept for the period set by customs legislation, namely 5 years from the release of the goods.

4. User account data is kept until the account is deleted, except for data we are required by law to keep further.

5. Correspondence that did not lead to a contract is kept for 6 months from the last communication.

6. Data used for commercial communications is kept until consent is withdrawn.

7. Technical data and cookies are kept for the period stated in section 7.

When the periods expire, data is deleted or irreversibly anonymised. If data is needed in pending administrative or judicial proceedings, we keep it until they are finally resolved.

6. Rights of data subjects and how to exercise them

Under Art. 15–22 of Law No. 195/2024, you have the following rights.

1. Right of access: you may obtain confirmation that we process your data, access to it and a free copy of it (Art. 15).

2. Right to rectification: you may request the correction of inaccurate data and the completion of incomplete data (Art. 16).

3. Right to erasure: you may request the erasure of data in the cases provided in Art. 17. We cannot erase data that we are required by law to keep, such as customs and accounting documents.

4. Right to restriction of processing: you may request that processing be restricted, for example while the accuracy of the data is being verified (Art. 18).

5. Right to data portability: you may receive the data you provided in a structured, commonly used format, or request its transfer to another controller (Art. 20).

6. Right to object: you may object at any time to processing based on our legitimate interest. An objection to commercial communications applies immediately and without justification (Art. 21).

7. Right not to be subject to a decision based solely on automated processing, including profiling (Art. 22).

8. Right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal (Art. 7(3)).

Requests are sent in writing to the e-mail address office@dectrans.md, by post or at the office indicated in section 1. No particular form of request is required. You may also use the online request form.

We respond without undue delay and within one month of receiving the request at the latest. This period may be extended by up to two further months, taking into account the complexity and number of requests, and we will inform you of this within the first month (Art. 12(3)). Requests sent electronically are usually answered electronically.

Exercising your rights is free of charge. For manifestly unfounded or excessive requests we may charge a reasonable fee or refuse to act, under the conditions of Art. 12(5). If we have reasonable doubts about the identity of the requester, we may ask for additional information to confirm it.

If you consider that the processing of your data infringes Law No. 195/2024, you have the right to lodge a complaint with the NCPDP: MD-2004, Chișinău, 48 Serghei Lazo St., e-mail centru@datepersonale.md, phone 022 820 801, www.datepersonale.md. You may also apply to a court.

7. Cookies

The website uses cookies, i.e. small files stored in your browser, to function properly and, with your consent, to analyse how it is used.

1. Strictly necessary cookies make the cart, user account, payment and language selection work. They do not require consent.

2. Analytics and marketing cookies are placed only after you give your consent through the banner displayed on your first visit. Consent can be withdrawn at any time in the banner settings.

3. Embedded third-party content, such as the Google Maps map, may place its own cookies, governed by the policies of those providers.

List of cookies used and the storage period of each:

Detailed information about cookies is available in our Cookie Policy.

The website does not place cookies before you make a choice in the banner. The website font is loaded from Google Fonts servers, which receive the visitor’s IP address but do not place cookies. You can change your choices at any time via the “Cookie settings” link at the bottom of the website. You can also delete or block cookies in your browser settings. Blocking strictly necessary cookies may affect how the website works.

8. Data security

We apply technical and organisational measures appropriate to the risk, in accordance with Art. 32 of Law No. 195/2024. These include the following.

1. Transmission of data over an encrypted connection (HTTPS).

2. Access to data only on the basis of individual access rights and passwords.

3. Confidentiality obligations for employees and their regular training.

4. Backups and data recovery procedures.

5. Contracts with processors requiring them to apply the same protection standards.

In the event of a personal data breach, we notify the NCPDP without undue delay and, where feasible, within 72 hours of becoming aware of it, in accordance with Art. 33 of Law No. 195/2024 and the form approved by NCPDP Order No. 40/2026. Notification is not required if the breach is unlikely to result in a risk to data subjects. If the breach is likely to result in a high risk to your rights, we inform you directly and without undue delay (Art. 34).

9. Final provisions

This policy applies from 01.10.2026 and replaces the document “Information on compliance with the confidentiality of client information” previously published on the website.

The policy is updated when legislation or our processing activities change. The current version and the date of the last update are published on this page. Clients with whom we have a contractual relationship are also informed of significant changes by e-mail.

The policy is available in Romanian, Russian and English. In case of discrepancies, the Romanian version prevails.

Date of last update: 01.10.2026.