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Home | Data Processing Policy

Data Processing Policy

This Data Processing Policy sets forth the procedures for the collection, use, storage, transfer, protection, and other processing of personal data of users of the website
romaxgroup.com.ua
and its related services (hereinafter referred to as the “Website”).

The controller of personal data is ROMAX GROUP LLC, EDRPOU code 41054911 (hereinafter referred to as “Romax Group,” “the Company,” or “we”).

The processing of personal data is carried out in accordance with the Law of Ukraine “On the Protection of Personal Data,” other regulatory and legal acts of Ukraine, and this Policy.

1. Basic Principles of Personal Data Processing

Romax Group processes personal data based on the principles of lawfulness, good faith, transparency, and purpose limitation.

When processing data, we adhere to the following principles:

  • processing data only when there is a valid legal basis;
  • collecting only the data necessary for a specific purpose;
  • using data exclusively for the specified purposes or purposes compatible with them;
  • keeping personal data up-to-date and accurate;
  • retaining data no longer than necessary;
  • implementing appropriate organizational and technical safeguards.

2. Data Subjects

Romax Group may process personal data of the following categories of individuals:

  • Website visitors;
  • registered users of the personal or B2B account;
  • customers and potential customers;
  • representatives of legal entities and individual entrepreneurs;
  • partners, dealers, and suppliers;
  • individuals who submit applications, inquiries, or requests via the Website;
  • recipients of goods and services;
  • other individuals who voluntarily provide their personal data to Romax Group.

3. Categories of Personal Data

Depending on how you interact with the Website, we may process the following data:

  • last name, first name, and patronymic;
  • phone number;
  • email address;
  • company or organization name;
  • job title;
  • identification and registration details of the company or sole proprietor, if required for cooperation;
  • data required for registration and use of the personal account;
  • delivery address and recipient’s contact information;
  • information about orders, requests, inquiries, and interaction history;
  • data that the user voluntarily provides in forms or messages;
  • IP address;
  • information about the browser, operating system, and device;
  • data regarding activity on the Website;
  • cookies and other technical identifiers.

Romax Group does not intend to collect special categories of personal data, including information about health, political beliefs, religion, biometric data, or other sensitive data, unless their processing is explicitly required by law or by the nature of specific legal relationships.

4. Sources of Personal Data

Personal data may be obtained:

  • directly from the user;
  • during registration on the Website or in the B2B account;
  • when placing an order or submitting a request;
  • when contacting Romax Group by phone, email, or other means;
  • in the course of fulfilling contracts and other agreements;
  • automatically while using the Website;
  • from partners, carriers, payment services, or other parties within the limits of legal grounds;
  • from public sources in cases provided for by law.

5. Purposes of Personal Data Processing

Romax Group may process personal data for the following purposes:

  • registering and identifying the user;
  • providing access to a personal or B2B account;
  • verifying and activating an account;
  • processing requests and orders;
  • preparing, concluding, and executing contracts;
  • issuing invoices and managing mutual settlements;
  • organizing the delivery of goods;
  • providing advice and support;
  • communicating with customers, dealers, and partners;
  • maintaining a history of orders and interactions;
  • fulfilling warranty and other obligations;
  • ensuring the operation and security of the Site;
  • preventing fraud and unauthorized access;
  • analyzing and improving the quality of the Website’s performance;
  • preparing statistical and management information;
  • sending service notifications;
  • sending marketing materials where there is an appropriate legal basis;
  • compliance with the requirements of Ukrainian accounting, tax, and other legislation;
  • protection of the legitimate rights and interests of Romax Group.

6. Legal Grounds for Processing

Personal data may be processed on the following grounds:

  • consent of the data subject;
  • the necessity of concluding or performing a contract;
  • the need to comply with legal requirements;
  • the need to protect the legitimate interests of Romax Group or third parties, provided that the data subject’s rights are respected;
  • other grounds expressly provided for by Ukrainian law.

If processing is based on consent, the user has the right to withdraw such consent in the cases and in the manner provided for by law.

7. Data Processing During Registration

When creating an account, the user may be required to provide information necessary for identification, verification of customer status, and the organization of further cooperation.

For B2B users, Romax Group may additionally verify information about the company, its representative, field of activity, and other details necessary to establish the commercial terms of cooperation.

Providing inaccurate or incomplete information may be grounds for refusing to activate an account or restricting its functionality.

8. Data Processing During Order Placement

To fulfill an order, Romax Group may process the contact information of the buyer and the recipient, details about the ordered goods, the shipping method, payment details, and other data necessary to fulfill its obligations.

If the recipient of the goods is another person, the user must have valid grounds for providing Romax Group with that person’s personal data.

9. Transfer of Data to Third Parties

Romax Group may transfer personal data to third parties only to the extent necessary to achieve the specified purposes of processing.

Such parties may include:

  • delivery services and logistics companies;
  • banks and payment institutions;
  • CRM system providers;
  • hosting providers;
  • technical support and IT service providers;
  • email, telephony, and messaging services;
  • accounting and legal consultants;
  • web analytics service providers;
  • other contractors involved in customer service or the operation of the Website.

Such parties receive only the data necessary to perform their respective functions.

Data is transferred to government agencies in cases provided for by Ukrainian law.

10. Cross-Border Data Transfer

Certain third-party services used by Romax Group may store or process information on servers located outside Ukraine.

In such cases, Romax Group takes reasonable measures to ensure an adequate level of protection for personal data in accordance with the requirements of applicable law.

11. Data Retention Period

Personal data is retained only for as long as necessary to achieve the purposes of its processing.

The retention period may depend on:

  • the term of the contract or collaboration;
  • the existence of an active account;
  • order fulfillment periods;
  • warranty obligations;
  • periods established by accounting, tax, and other laws;
  • the need to protect the rights and legitimate interests of Romax Group.

Upon expiration of the relevant period, the data may be deleted, anonymized, or archived in accordance with legal requirements.

12. Protection of Personal Data

Romax Group implements the necessary organizational and technical measures to protect personal data.

Such measures may include:

  • restricting access to personal data;
  • differentiating access rights for employees and contractors;
  • using secure channels for data transmission;
  • backing up data;
  • protection of server and software infrastructure;
  • monitoring for unauthorized access attempts;
  • updating software and Website components.

Access to personal data is granted only to individuals who need it to perform their official or contractual duties.

13. Automated Data Processing

Certain operations involving personal data may be performed automatically using CRM systems, the personal account, analytics systems, accounting services, and other software.

Romax Group does not make decisions based solely on automated processing that produce significant legal consequences for the user, unless otherwise expressly provided by law or duly agreed upon with the user.

14. Cookies and Technical Data

When using the Website, technical data regarding the user’s device, IP address, browser, operating system, Website pages, and other interaction parameters may be processed automatically.

Such data may be used to:

  • ensure the proper functioning of the Website;
  • user authentication;
  • saving settings;
  • ensuring security;
  • conducting analytics;
  • improving the Website’s functionality and user experience.

Users can find more details about the use of personal data in the
Privacy Policy.

15. Marketing Communications

Romax Group may use contact information to send information about products, brands, special offers, promotions, updates, and other commercial materials, provided there is a valid legal basis.

Users may opt out of receiving marketing communications at any time by following the instructions provided in the message or by contacting Romax Group.

Opting out of marketing communications does not apply to service notifications necessary for fulfilling an order, maintaining an account, or performing a contract.

16. Rights of the Data Subject

The user has the right to:

  • know the sources of collection and the location of their personal data;
  • receive information about the conditions for granting access to personal data;
  • to access their personal data;
  • to receive information on whether their data is being processed;
  • to request the correction of inaccurate or incomplete data;
  • to request the deletion of data if there are grounds provided for by law;
  • to object to the processing of personal data;
  • withdraw consent to processing if the processing is based on consent;
  • file a complaint with the authorized state authorities;
  • defend their rights in court;
  • exercise other rights provided for by Ukrainian law.

17. Requests Regarding Personal Data

To exercise their rights, users may submit a corresponding request to Romax Group.

To protect personal data, Romax Group may ask the user to provide additional information to verify their identity before fulfilling the request.

Requests are processed within the timeframes and in accordance with the procedures established by Ukrainian law.

18. Deletion and Blocking of an Account

The user may contact Romax Group with a request to terminate the use of the account or delete personal data.

However, certain data may continue to be stored if such retention is necessary to comply with legal requirements, for accounting or tax purposes, to fulfill contracts, to resolve disputes, or to protect the legitimate interests of Romax Group.

19. Changes to the Policy

Romax Group reserves the right to periodically update this Policy to reflect changes in legislation, the Website’s functionality, internal processes, or the services used.

The current version of the Policy is published on this page and takes effect upon its publication, unless otherwise specified in the Policy itself.

20. Contact Information

For questions related to the processing of personal data, users may contact:

ROMAX GROUP LLC
EDRPOU Code: 41054911
Website:
romaxgroup.com.ua
Email:
info@romaxgroup.com.ua

Last updated: September 4, 2026.