Last updated: October 22, 2026

This policy explains how VANTARC Defense Forum collects and uses personal data when you visit vantarcforum.com, request an invitation, or attend the Forum. We process personal data in line with Regulation (EU) 2016/679 (GDPR) and applicable Romanian law, including Law 190/2018 and Law 506/2004.

1. Data controller

Surorile Gălbenușe SRL, a company incorporated and operating under Romanian law, registered with the Trade Register under number J40/4365/2020, tax ID (CUI) 42439630, registered office at 26 Batiștei Street, 5th floor, apt. 17, District 2, Bucharest, Romania ("VANTARC", "we", "us"). Contact for any privacy matter: vantarcforum@gmail.com.

2. What data we collect

• Invitation requests: name, email address, phone number, organization and job title, plus any details you choose to add in the form.
• Communication: messages you send us by email or through our social media pages.
• At the Forum: attendance records, questions you send during the debates, and your image and voice captured in photos, video and the livestream.
• Website use: technical data such as IP address, browser and device type, pages visited and referral source, collected through cookies and similar technologies (see section 9).

3. Why we use it and on what legal basis

Purpose: Reviewing invitation requests, managing the guest list and venue access

Legal basis (GDPR): Steps taken at your request before attending (Art. 6(1)(b))

Purpose: Sending event logistics, agenda updates and post-event materials

Legal basis (GDPR): Our legitimate interest in running the Forum (Art. 6(1)(f))

Purpose: Inviting you to future editions of the Forum

Legal basis (GDPR): Legitimate interest; you can opt out at any time (Art. 6(1)(f))

Purpose: Photography, filming and livestreaming the Forum and publishing the material

Legal basis (GDPR): Legitimate interest in documenting and promoting a public-interest debate (Art. 6(1)(f)); you can object as described in section 5

Purpose: Website analytics and advertising (measuring campaigns, showing relevant ads)

Legal basis (GDPR): Your consent, given through the cookie banner (Art. 6(1)(a))

Purpose: Keeping records required by law and handling legal claims

Legal basis (GDPR): Legal obligation and legitimate interest (Art. 6(1)(c) and (f))

We do not sell your personal data, and we do not use it for automated decision-making.

4. Who we share it with

We share data only where needed, with:

• service providers that host and run our tools, such as Google (form responses and analytics), Meta and YouTube (social media, advertising and livestream), LinkedIn (advertising), and our website platform;
• the venue, Scenario – One Floreasca, and event suppliers (photography, video, technical production, registration), strictly for access and production;
• public authorities, where the law requires it.

We do not share the guest list with partners or sponsors without your consent. Some providers may process data outside the European Economic Area; in that case, transfers rely on adequacy decisions (such as the EU–U.S. Data Privacy Framework) or the European Commission's Standard Contractual Clauses.

5. Photos, video and livestream

The Forum is a public debate with press in the room. Panels are streamed live on YouTube and Facebook and recorded, and we publish photos and video on the Website, on our social media channels and in press materials. Wide shots of the audience may include you.

If you do not want to appear, tell our team at registration or on arrival, and we will do our best to keep you out of close-up shots. After the event, you can ask us to remove a specific photo of you from our channels by writing to vantarcforum@gmail.com.

6. How long we keep data

• Invitation requests and guest list data: up to 24 months after the Forum, so we can invite you to the next edition, unless you ask us to delete it sooner.
• Photos, video and recordings: kept as part of the Forum's archive for as long as they remain published.
• Analytics and advertising cookies: as set out in section 9, and never longer than your consent allows.
• Data we must keep by law: for the period the law requires.

7. Your rights

You have the right to access your data, have it corrected or deleted, restrict or object to its processing, receive it in a portable format, and withdraw your consent at any time without affecting earlier processing. To exercise any of these rights, write to vantarcforum@gmail.com; we will reply within one month.

You can also file a complaint with the Romanian data protection authority, ANSPDCP (B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, Bucharest; www.dataprotection.ro).

8. Security

We limit access to personal data to the people who organize the Forum and use providers with appropriate security measures. No online system is entirely risk-free, so we ask that you do not send us sensitive information through the form.

9. Cookies

Cookies are small files stored on your device when you visit a website. We use strictly necessary cookies to run the Website. Analytics and marketing cookies are set only after you accept them in the cookie banner. You can change or withdraw your choice at any time from the cookie settings link in the footer, or by clearing cookies in your browser.

Category: Strictly necessary

What it does: Keeps the Website working and remembers your cookie choice

Provider: Website platform, consent tool

Requires consent: No

Category: Analytics

What it does: Counts visits and shows how pages are used, in aggregate

Requires consent:Google Analytics

Requires consent: Yes

Category: Marketing

What it does: Measures ad campaigns and shows ads to people who visited the Website

Requires consent: Meta Pixel, Google Ads, LinkedIn Insight Tag

Requires consent: Yes

The providers above act under their own privacy policies: Google, Meta, LinkedIn. Embedded content such as YouTube videos or Google Maps may set its own cookies when you interact with it.

10. Minors

The Forum and the Website are intended for adults. We do not knowingly collect data from anyone under 18.

11. Changes to this policy

We may update this policy when our practices or the law change. The current version is always available on this page, with the date of the last update at the top.

12. Contact

For any question about your personal data: vantarcforum@gmail.com.