Necessary conditions for renting a car

Both the person renting and the additional drivers must present a driving license with a minimum of 2 and 3 years of age, depending on the rented car (see the individual section of Terms and Conditions for each car) and a valid identity card (ID card, passport, international identity card, etc.).

Means of payment

Rent a car Cluj by Carplan offers you the following payment options:

  1. Cash payment – you can pay the value of renting in cash in EURO or RON at the BNR exchange rate on the day of invoicing;
  2. Payment by bank transfer.

Time schedule

From Monday to Sunday, between 8:00 and 18:00, the delivery and pick-up of any Carplan car is free in Cluj Napoca. Outside this time, an additional fee of 20 euros is charged for handing over/ taking over the rented car. If the car is rented for at least 3 days, delivery and pick-up is free, regardless of the time.

You can travel with the cars on the territory of Romania and only on the territory of the member countries of the European Union. If you want to travel with the rented car outside Romania, please notify us at least 4 days in advance, so that there is enough time for all the necessary steps (power of attorney, extra insurance, etc.). On the other hand, the charged warranty will be doubled for each car.

During the rental and depending on the number of kilometers traveled, the Tenant undertakes to check the condition of the car (coolant level, engine oil level, tire pressure). In other words, you must take into account any signal emitted by the car’s instrument panel witnesses and take the necessary measures. The Rent a car Cluj by Carplan staff must also be notified about the lights on the dashboard of the car.

During the parking, the Tenant undertakes to lock the car, in order to avoid by any measure the theft of the products inside it.

As a user of the car, during the rental, you are legally and financially liable in case of non-compliance with the legislation and you have the obligation to pay within the time limits provided by law, the fines issued by an authorized institution.

In case of an accident or damage to the car, with an identified third party that does not require immediate repair, you must immediately inform the Carplan office. It is mandatory to present the following when you return the car: an amicable finding correctly completed and signed or a report issued by the Police and repair authorization (in case of an accident or damage with an identified third party, whether you are responsible or not).

Carplan reserves the right not to process the closing of the rental contract if the car is excessively dirty on the outside, preventing the identification of any damage caused during the rental. The closing of the contract will be processed after the car is washed and checked.

Carplan is not responsible in any case for the goods you forget in the car at the conclusion of the Rental Agreement.

We offer you the possibility to check the condition of the car together with the Carplan staff when returning the rented car and to compare it with the one mentioned in the Rental Agreement. If the condition of the car at the time of return differs from that of departure, Carplan will invoice the damage found (eg: car body damage, accessories or missing items, etc.).

The car is delivered clean inside/ outside (if the rental is made for a minimum period of 3 days, the car wash service is provided free of charge by the Lessor). Otherwise, the Tenant must hand over the clean rented car, or pay the value of the cleaning service. In case of returning the car in an excessively dirty state, which requires a thorough cleaning of its interior, more than the usual washing procedure (eg: stained upholstery, mud marks on the board, seats or bench, perishable debris left in the car, etc. .) – the amount of 60 euros will be deducted from the guarantee.

The withholding of the guarantee and the other additional fees (charged for situations in which the CASCO insurance does not cover defects or other damages of any kind) are collected by the Lessor under the following conditions:

  • improper maintenance or use of the car, which has led to damage or defects (bumps, scratches, staining of the upholstery and any other technical defects found in an authorized service);
  • damage caused by other persons not authorized to drive the car and not mentioned in the contract;
  • damage (accidents) caused to the rented car, established by the competent bodies of the Police, as the fault of the Tenant or with an unknown author (includes the situation in which the vehicle is found hit in the parking lot or other places where the user stopped/ parked the vehicle);
  • return of the car with missing fuel or less than the indicated level in the rental contract – the value of the missing fuel will be retained at the discretion of the Lessor;
  • loss or destruction of keys – the amount of at least 200 euros will be retained;
  • loss of car documents – the amount of at least 250 euros will be retained;
  • loss or destruction of additional accessories – double the value of the accessory will be retained;
  • in case of returning the car with evidence that you smoked inside, the amount of at least 100 euros or the equivalent value of the damages resulting from the mentioned evidence will be retained (if the damages exceed 100 euros);
  • returning the car to an excessively dirty condition, which requires a thorough cleaning of its interior, – more than the usual washing procedure (eg: stained upholstery, mud marks on the board, seats or bench, perishable debris left in the car etc. ) – the amount of 60 euros will be deducted from the guarantee.

Privacy Policy regarding the processing of personal data

We consider ensuring the right to the protection of personal data as a fundamental commitment of the Carplan company, therefore we will dedicate all the necessary resources and efforts to process your data in full accordance with Regulation (EU) 2016/679 (“General Regulation on Data Protection” or “GDPR”), as well as with any other applicable legislation on the territory of Romania. As one of the essential keys of this legal framework is transparency, we have prepared this document to inform you about how we collect, use, transfer and protect your personal data when you interact with us about our products and services, including through our website or mobile applications.

We reserve the right to periodically update and modify this “Privacy Policy” to reflect any changes to the way we process your personal data or any changes to legal requirements. In the event of any such changes, we will display on our website the amended version of the “Privacy Policy”, for which reason please check the contents of this “Privacy Policy” periodically.

Who we are and how you can contact us?

AUTOMATED ONLINE MARKETING S.R.L. is the commercial name of Carplan, a legal entity of Romanian nationality, having its registered office in Cluj Napoca,.Eugen Ionesco 38 Street, with a serial number in the Trade Register J12/2126/2020, unique tax registration code 42812267. For the purposes of data protection law, we are the “operator” when we process your personal data.

As we are always open to hearing your views and providing you with any additional information you may need regarding the processing of your data, we encourage you to contact the Data Protection Officer at e-mail address fleet@carplan.ro – with the statement: for the attention of the Head with the protection of personal data.

What categories of personal data do we process?

We generally collect your personal data directly from you so that you have control over the type of information you provide to us. By way of example, we receive information from you:

When you send us a pre-order intention form through our website, you send us: e-mail address, name and surname, telephone number;

When you place a pre-order, you provide us with information such as desired product/ service, first and last name, delivery address, billing details, payment method, phone number, etc.

We also offer you the opportunity to follow Carplan through your Facebook, Instagram, Tik Tok, YouTube or Google account. If you opt for one of these options, you will be directed to a page, where they will inform you regarding the transfer of your data to CARPLAN. You can view the privacy policies of Facebook and Google, respectively, using the following links:

We may also collect and further process certain information about your behavior while visiting our website or using your smartphone to personalize your online experience and provide you with device-specific offers from which you visit our website. We invite you to find out more details in this regard by consulting the section on the purposes of processing below.

On our websites and in the smartphone application we can store and collect information in cookies and similar technologies, according to the Cookies Policy.

We do not collect or otherwise process sensitive data, included in the General Data Protection Regulation in special categories of personal data. We also do not want to collect or process data on minors under the age of 18.

What are the purposes and grounds of processing?

We will use your personal data for the following purposes:

1. To provide CARPLAN services for your benefit.

This general-purpose may include, as appropriate, the following:

a) Pre-order processing, including taking over, validating, shipping and invoicing; b) Resolving cancellations or problems of any kind related to an order, goods or services purchased; c) Return of products or services purchased according to legal provisions; d) Reimbursement of the equivalent value of the products or services purchased according to the legal provisions; e) Providing support services, including providing answers to your questions about your orders or CARPLAN goods and services.

The processing of your data for these purposes is in most cases necessary for the conclusion and execution of a contract between CARPLAN and you. Also, certain processing subject to these purposes is required by applicable law, including tax and accounting law.

2. To improve our services

We always want to offer you the best online shopping/ booking experience. To do this, we may collect and use certain information about your buyer behavior, we may invite you to complete satisfaction questionnaires subsequent to the completion of an order or we may conduct, directly or with the help of partners, market research and research.

We base these activities on our legitimate interest in doing business, always making sure that your fundamental rights and freedoms are not affected.

3. For marketing

We want to keep you informed about the best offers for the products/ services that interest you. In this regard, we can send you any type of message (such as e-mail/ SMS/ telephone/ mobile push/ web-push/ etc.) containing general and thematic information, information on products similar or complementary to those that you have purchased, information about offers or promotions, information about products that you have shown interest in purchasing, as well as other business communications such as market research and opinion polls, and we may display personalized recommendations on the website and in the smartphone application. In order to provide you with information that interests you, we may use certain data about your buyer behavior (e.g. products viewed/ purchased) to create a profile for you. We always make sure that this processing is carried out in compliance with your rights and freedoms and that the decisions taken on the basis of them do not have legal effects on you and do not affect you in a similar way to a significant extent.

In most cases, we base our marketing communications on your prior consent. You can change your mind and withdraw your consent at any time by:

– Accessing the unsubscribe link displayed in the messages you receive from us; or through

– Contact CARPLAN using the contact details described above.

In certain situations, we may base our marketing activities on our legitimate interest in promoting and developing our business. In any case, where we use information about you for our legitimate interest, we take care and take all necessary measures to ensure that your rights and freedoms should not be affected. However, you can ask us at any time, by the means described above, to stop the processing of your personal data for marketing purposes, and we will process your request.

4. To defend our legitimate interests

There may be situations in which we use or transmit information to protect our rights and business. These may include:

– Measures to protect the website and users of the CARPLAN platform against cyber attacks:

– Measures to prevent and detect fraudulent attempts, including the transmission of information to the competent public authorities;

– Measures to manage various other risks.

The general basis of these types of processing is our legitimate interest in defending our commercial activity, it is understood that we ensure that all the measures we take guarantee a balance between our interests and your fundamental rights and freedoms.

In some cases, we also base our processing on legal provisions such as the obligation to ensure the protection of goods and values ​​provided by the applicable legislation in this matter.

How long do we keep this personal information?

As a general rule, we will store your personal data for a minimum period of 3 years. You may request the deletion of certain information from us at any time, and we will comply with such requests, subject to the retention of certain information, including after closing the account, where applicable law or our legitimate interests so require.

To whom do we transmit your personal data?

Where applicable, we may transmit or provide access to certain personal data of yours to the following categories of recipients:

– Police and other legal entities that request in writing data about a certain product/ service, in a set period, such as exceeding the speed limit on a certain road segment, parking in illegal places, etc.

– departments within the same group of companies as CARPLAN;

– courier service providers;

– payment/ banking service providers;

– insurance companies;

– IT service providers;

If we have a legal obligation or if it is necessary to defend a legitimate interest, we may also disclose certain personal data to public authorities, the Romanian Police and other legal entities, based on a written and reasoned request. We ensure that access to your data by third parties under private law is made in accordance with the legal provisions on data protection and confidentiality of information, based on contracts concluded with them.

In which countries do we transfer your personal information?

We currently store and process your personal data in Romania.

However, we may transfer certain of your personal data to entities located in the European Union or outside the Union, including in countries for which the European Commission has not recognized an adequate level of protection of personal data.

We will always take steps to ensure that any international transfer of personal data is carefully managed in order to protect your rights and interests. Transfers to service providers and other third parties will always be protected by contractual commitments and, where appropriate, other guarantees, such as standard contractual clauses issued by the European Commission or certification schemes, such as the Privacy Shield for the protection of personal data, transferred from within the EU to the United States.

You can contact us at any time, using the contact details set out above, to find out more about the countries in which we transfer your data, as well as the guarantees we have put in place regarding these transfers.

How do we protect the security of your personal information?

We are committed to ensuring the security of personal data by implementing appropriate technical and organizational measures, according to industry standards.

The transmission of your personal data is done using state-of-the-art encryption algorithms and stored on secure servers while ensuring data redundancy.

To make payments we use the services of the card payment processor. Any payment information is encrypted using HTTPS technology with TSL 1.2 encryption.

Despite the measures taken to protect your personal data, we warn you that the transmission of information via the Internet, in general, or through other public networks, is not completely secure, there is a risk that the data may be seen and used by third, unauthorized parties. We cannot be held responsible for such vulnerabilities in systems that are beyond our control.

What rights do you have?

The General Data Protection Regulation gives you many rights in relation to your personal data. You may request access to your data, correct any errors in our files and/ or object to the processing of your personal data. You may also exercise your right to complain to the competent supervisory authority or to go to court. Where applicable, you may also have the right to request the deletion of your personal data, the right to restrict the processing of your data and the right to data portability.

More information about each of these rights can be obtained by consulting the table below.

In order to exercise your rights, you can contact us using the contact details listed above. Please note the following if you wish to exercise these rights:

Fees

We will not charge you a fee to exercise any right in respect of your personal data, unless your request for access to information is unfounded, repetitive or excessive, in which case we will charge a reasonable amount. We will inform you of any fees applied before resolving your application.

Response time

We intend to respond to any valid requests within a maximum of one month, unless this is particularly complicated or if you have made several requests, in which case we will respond within a maximum of two months. We will let you know if we need more than a month. We may ask you if you can tell us exactly what you want to receive or what worries you. This will help us act faster and shorten the response time to your request.

You can ask us:

– to confirm if we process your personal data;

– provide you with a copy of this data;

– to provide you with other information about this on a personal basis, such as the data we have, what we use it for, to whom we disclose it, if we transfer it abroad and how we protect it, how long we keep it, what rights you have, how can you make a complaint, where we obtained information about you, to the extent that the information has not already been provided to you by this information.

Correction

You may ask us to correct or complete your inaccurate or incomplete personal information.

We may try to verify accuracy before correcting them.

Data deletion

You can ask us to delete your personal data, but only if:

– they are no longer necessary for the purposes for which they were collected; or

– you have withdrawn your consent (if data is processed it is based on consent); or

– exercise a legal right to object; or

– they have been processed illegally; or

– we have a legal obligation in this regard.

We are not obligated to comply with your request to delete your personal data if personal information is processed we need:

– for compliance with a legal obligation; or

– to establish, exercise or defend a right in court.

There are certain other circumstances in which we are not required to comply with your request to delete data, although these are the two most likely circumstances in which we may refuse this request.

Before exercising this right, you should save all related documents from CARPLAN, regardless of whether the invoicing was made to you or to another individual or legal entity (such as invoices). If you do not do this before exercising your right to delete, you will lose all these documents, and CARPLAN will be unable to make them available to you, as appropriate, because the deletion process with all the data and the documents related to it is an irreversible process.

Restricting data processing

You can ask us to restrict the processing of personal data, but only if:

– their accuracy is contested (see rectification section) to allow us to verify their accuracy; or

– the processing is illegal, but you do not want the data to be deleted; or

– they are no longer necessary for the purposes for which they were collected, but you need them to establish, exercise or defend a right in court; or you have exercised your right to object, and verification that our rights prevail is ongoing. We may continue to use your personal data following a request for a restriction, if we have your consent; to establish, exercise or ensure the defense of a right in court; to protect the rights of FULL RENT or another individual or legal entity.

Data portability
You can ask us to provide you with personal data in a structured, commonly used and automatically readable format, or you can request that it be “ported” directly to another data controller, but in each case only if :

– the processing is based on your consent or on the conclusion or execution of a contract with you; and processing is done by automatic means.

Opposition

You may choose at any time, for reasons related to your special situation, to process your personal information under our legitimate interest, if it is considered that your rights and fundamental freedoms prevail over this interest. You may also object at any time to detailed processing for direct marketing purposes (including profiling), without giving any reason, in which case we will terminate such processing as soon as possible.

Automatic decision making

You can ask not to be subject to a decision based solely on automatic processing, but only when that decision: produces legal effects on you; or it affects you in a similar way and to a significant extent.

This right shall not apply where the decision reached following the automatic decision-making:

– we need to conclude or run a contract with you; or

– is authorized by law and there are adequate guarantees for your rights and freedoms; or

– is based on your explicit consent.

Complaints

You have the right to lodge a complaint with the supervisory authority regarding the processing of your personal data. In Romania, the contact details of the data protection supervisory authority are the following:

National Authority for the Supervision of Personal Data Processing

General Boulevard Gheorghe Magheru no. 28-30, Sector 1, postal code 010336, Bucharest, Romania

Phone: +40.318.059.211 or +40.318.059.212;

E-mail: anspdcp@dataprotection.ro

Without prejudice to your right to contact the supervisory authority at any time, please contact us in advance, and we promise that we will make every effort to resolve any issue amicably.

We remind you that you can contact any time the CARPLAN Data Protection Officer by submitting your request:

by e-mail to the address fleet@carplan.ro – with the mention in the attention of the CARPLAN Data Protection Officer.