Privacy Policy

Quadrarium is operated by Gaperi Consult SRL, Strada Nicovalei nr. 64, Municipiul Brașov, Județul Brașov, Romania (CUI 46640245). For privacy questions or to exercise your rights, write to [email protected].

We are the controller of the data we process to run our own business: account, billing, support, feedback and waitlist data, marketing consents and their withdrawal, how you found us, security logs and website statistics.

For the data a property manager or an accountant uploads or enters to use Quadrarium (reservation reports, per-stay records, declarant and property details), that customer, or the customer’s own client, is the controller and we act as processor. We process that data only on the customer’s instructions, under the data processing terms that form part of the Terms of Service. If you are a guest or another person named in such data, please contact the property manager first; we will help them answer you.

• Account: your email address, the business name you give, an optional VAT number and your password, which is stored by Amazon Cognito and never in our database. Why: to create and run your account under our contract with you or your business (Art. 6(1)(b) GDPR).
• Acceptance record: which version of the Terms of Service and this Privacy Policy you accepted, when, in which language, and your confirmation that you are signing up for a business or as a professional. Why: to be able to show what was agreed (Art. 6(1)(b) and (f)).
• Billing: Stripe collects your billing details and payment method at checkout; we keep only Stripe’s customer, subscription and payment identifiers, the state of your subscription and what each purchase covers (its tax year and number of CINs). Why: to charge for the service and keep accounting records (Art. 6(1)(b) and (c)).
• Support and feedback: what you send us by email or with the Feedback button (the message and the page it was sent from). Why: to answer you and improve the product (Art. 6(1)(f), our legitimate interest).
• Waitlist: the email address you leave on our website (for example on the free calculator), the comune you asked about, the language of the page, and the form or offer you answered. Why: to tell you when your comune is covered (Art. 6(1)(a), your consent, which you can withdraw at any time).
• Marketing emails (optional): only if you tick the box for them on the waitlist or at sign-up, we email you about Quadrarium, for example about the Founding Partner offer and upcoming tourist-tax deadlines. We keep a record of that consent: the version of the text you agreed to, when, and in which language. Why: your consent (Art. 6(1)(a)). You can withdraw it at any time, without giving a reason, on the unsubscribe page, which every marketing email links to, or by replying to any marketing email. Withdrawing does not affect your account or the messages we must send you to provide the service.
• How you found us: when you join the waitlist or sign up, we keep the campaign tags of the link that brought you to our website, if it had any (utm_source, utm_medium, utm_campaign and utm_content); with an account, also the path of the page on which your visit began, without its query. We keep no IP address, browser details or referring site with them, and until you join the waitlist or sign up, they stay only in the open page, not in your browser’s storage. Why: to know which of our channels bring customers (Art. 6(1)(f), our legitimate interest).
• Withdrawals of marketing consent: when you withdraw your consent, we add a one-way hash (SHA-256) of your email address to a suppression list, with the date and time and how you withdrew (on the unsubscribe page, by replying to an email, or through us at your request), never the address itself; if you are on the waitlist, your entry is also marked as withdrawn, with the date and time. Before any marketing email is sent, its address is checked against this list. Why: to make sure that we do not send you marketing emails again (Art. 6(1)(f), our legitimate interest in respecting your choice).
• Security and technical logs: request identifiers, internal user and entity identifiers, timestamps and error details, not the content you upload. In production, the AWS WAF firewall also keeps a short-lived sample of recent requests, including IP addresses. Why: to keep the service secure and working (Art. 6(1)(f)).
• Website statistics: when switched on, Plausible Analytics counts visits, the campaign tags of the links that brought them and a few product events (for example that a free account was created, with the interface language) without cookies and without identifying you. Why: to know which pages and channels work (Art. 6(1)(f)).

The reservation reports you upload can contain guest names and other booking details. From each report we keep only what the computation needs: the booking reference, the dates and nights, guest counts by category (adults, children, infants), the amounts, the platform and the listing. The original file is kept for the period stated below.

The declarant and property details you enter, such as tax codes, addresses and contact details, are used only to prepare your declaration files and audit packs.

We do not use customer data for our own purposes, we do not sell it and we do not use it to train AI models. The optional plain-language explanation receives only the comune, the period, the totals and the number of stays, with no guest data, and it never changes a figure.

Quadrarium stores its data in the European Union, in the Frankfurt region of Amazon Web Services (eu-central-1): the database, uploaded and generated files, sign-in accounts, backups and logs.

The site and the API are delivered through Amazon CloudFront, a global network: your requests pass through the AWS edge location nearest to you, which can be outside the EU, and CloudFront does not cache our pages or your data. The optional plain-language explanation runs on Amazon Bedrock through its EU cross-region inference profile, which AWS documents as keeping requests within the EU.

Stripe may process payment data outside the EU, including in the United States, under the safeguards described in its own privacy policy. Every sub-processor, with what it does and where, is listed on the Sub-processors page.

• Uploaded reservation reports (the original files): deleted automatically 24 months after upload.
• Per-stay records, computations, declaration files and audit packs: kept while your account exists.
• Erasing an entity: the owner of an entity can have its personal data erased. Its name, tax and contact details, its properties’ names and details and its stays’ guest details are removed. The computations and the declaration files already generated are kept so that past declarations can still be reproduced, and those files still contain the declarant details they were generated with. We keep them as the customer’s processor while the account exists, unless the entity’s owner asks us to delete them earlier. The original report files follow the 24-month schedule, or are deleted sooner on request.
• Your account and sign-in, with the acceptance record, any marketing consent and how you found us: kept while the account exists. Deleting a whole account is not self-service yet: write to us from the account’s email address and we will delete it.
• Server logs: 90 days. Database backups (production): up to 14 days.
• Feedback and waitlist entries, with a waitlist entry’s consent record and campaign tags: there is no automatic deletion yet; we keep them until you ask us to delete them.
• Emails you send us: as long as needed to handle your request.
• Billing records: for as long as accounting and tax law requires. Stripe keeps its own records under its own policy.
• Marketing suppression list: the hash of an address whose consent was withdrawn is kept for as long as we send marketing emails, even if you ask us to delete your other data, because it is what stops us from emailing you again.

Quadrarium sets no tracking cookies, and its website statistics are cookieless.

Your browser’s local storage keeps your language choice and, while you are signed in, what keeps you signed in: a session token, the entity you are working on and your email address. Signing out removes them. Stripe may set its own cookies on its checkout and billing pages.

You can ask for access to your personal data, for its correction or erasure, for its processing to be restricted, to object to it, and to receive your data in a portable format. Where we rely on your consent (the waitlist and marketing emails), you can withdraw it at any time, without affecting the lawfulness of what was done before; for marketing emails, use the unsubscribe page or reply to any of them. Write to [email protected]; we answer within one month, as the GDPR requires.

Erasing an entity is not a button in the app yet: write to us from the owner’s email address and we will do it.

You can also complain to a data protection authority: in Romania, where we are established, the Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP, dataprotection.ro), or the authority of the EU country where you live or work, for example the Garante per la protezione dei dati personali in Italy or the Agencia Española de Protección de Datos in Spain.

How we protect data (encryption, isolation between customers, backups, who can access what) is described on the Trust and security page. If a personal-data breach affects data we process for you, we will tell you without undue delay after becoming aware of it.

When this policy changes, we update this page and its date. If a change matters for how we use your data, we tell account owners by email before it takes effect.