Privacy Policy

This Privacy Policy explains what personal data we collect through chioreanalex.ro, why we collect it, how we keep it safe, and the rights you have over it.

1. Who we are

chioreanalex.ro is owned and operated by Yourbestmoment SRL ('we', 'us', 'our'), a limited liability company registered in Romania. Trade Register no.: J12/5267/2018. Sole registration code (CUI): 40236834. Registered office: Str. Stephenson George 14, Ap. 4, Cluj-Napoca, Cluj County, 400267, Romania. We are the data controller for the personal data described in this policy. For any privacy question, or to exercise your rights, email contact@chioreanalex.ro.

2. About this policy

This policy explains how we collect, use, store and protect personal data when you visit chioreanalex.ro or get in touch through it. It applies only to this website and not to any third-party sites we may link to, which have their own privacy policies. By using the site, you acknowledge the practices described here.

3. The data we collect

We only collect what we actually need, and we never collect special-category (sensitive) data such as health, religion or political views. Depending on how you use the site, this may include:

• Information you give us, when you submit the contact form: your name, email address, the message you write and the service tags you select.
• Chat conversations, if you talk to Alexuț, the site's AI assistant: the messages you exchange with it and the details you choose to share in the chat (such as your name, email address, phone number and what your project is about).
• Booking details, if you schedule a discovery call through the chat: your name, email address, phone number, the chosen time slot and a short note about your project.
• Information collected automatically, basic technical and usage data such as your IP address, browser and device type, the pages you view and timestamps, recorded in standard server logs.
• Visit statistics (cookie-free), we keep our own aggregated statistics: the page viewed, language, device type, how long the page stayed visible and the site you came from. Your IP address is not stored for this; together with your browser it is only used to compute a one-way anonymous identifier, so we can count unique visitors without cookies; it cannot be traced back to you.
• Correspondence, if you email us, we keep the content of that exchange so we can handle and follow up on your request.

4. How we use your data

We use your personal data only for clear, limited purposes:

• to reply to your inquiry and discuss a possible project,
• to run the AI chat assistant, answer your questions, prepare an orientative estimate and, at your request, schedule a discovery call,
• to follow up on an inquiry you started in the chat and to improve the quality of the assistant's answers,
• to manage and follow up on our correspondence with you,
• to keep the site secure, prevent abuse and diagnose problems,
• to comply with our legal obligations.

5. How your data flows

When you contact us, here is exactly what happens to your data:

1. You fill in the contact form and submit it.
2. Your message is saved to the site's database so we can read and manage it.
3. Two emails are sent automatically through Resend (our email provider): a notification to us and a confirmation to you.
4. We read your message and reply personally, from contact@chioreanalex.ro through Resend.
5. Your data is kept only as long as needed to handle your inquiry and any follow-up, then deleted, or sooner, on request.

6. The AI chat assistant (Alexuț)

The chat in the corner of the site is an automated AI assistant, not a human. Here is exactly how it handles your data:

• To generate replies, the conversation is processed by Anthropic (the provider of the Claude language model), acting as our processor. Anthropic does not use this data to train its models.
• Each conversation, and any contact details you share in it, is stored in our database so Alex can personally follow up on your request — every offer and project is reviewed and confirmed by a human. When you start a new conversation, the previous one is archived and kept as part of your inquiry's history.
• Prices mentioned in the chat are orientative estimates computed from our public price list; a binding quote is always confirmed by email.
• If you leave your email in the chat but do not finish the conversation, we may send you a single follow-up email about your request. It is not a newsletter and you are not added to any list.
• To improve the assistant, finished conversations are automatically scored and general, non-identifying patterns about what answered visitors' questions well are extracted and stored. For this, short pattern texts (never your contact details) are converted into embeddings by Voyage AI, acting as our processor.
• You can ask us to delete your chat history at any time by writing to contact@chioreanalex.ro.

7. Chat memory for returning visitors (optional)

The assistant can remember you between visits, but only if you ask it to. At the end of your first real conversation it asks, once, whether you'd like to be remembered next time; nothing is kept between visits unless you say yes:

• If you agree, it remembers: the name you gave, what you asked about, the package discussed, the orientative estimate you received in the chat, whether you left contact details, and when we last talked. Your choice is remembered too — including a 'no', so it won't keep asking.
• What this memory never contains: amounts from offers sent by email, the status of a contract or project, or internal notes — project information is only available after email verification (see the next section).
• The memory is tied only to the chat cookie in your browser, never to your IP address.
• To erase it at any time, write 'nu sunt eu' ('not me') or 'forget me' in the chat — the link is severed on the spot — or email us for full deletion.

8. Project status and email verification

If you are an existing client, you can ask the assistant where your project stands. Because a browser cookie is not proof of identity, project information is only shared after you verify your email address:

• You ask for your status and give your email address; if the address is in Alex's records, a one-time 6-digit code is emailed to it. The chat reply is the same whether or not the address exists, so the chat cannot be used to find out who is or isn't a client.
• The code is valid for 10 minutes and stored only as a cryptographic hash, never in clear text. After 5 failed attempts verification is blocked for 60 minutes, and requests are rate-limited per email address and per connection, to prevent abuse.
• A successful verification lasts at most 24 hours and covers only the email you verified. You can end it sooner at any time by writing 'deconectează-mă' ('log me out') in the chat — recommended on shared computers. Asking to be forgotten ends it too.
• After verification, the assistant shares only: the current stage of your project, the date of the last change and, where Alex wrote one, a short public note. It never shares internal notes, amounts, or anything about another client.
• Each status disclosure is logged (which inquiry, which chat session, when), so we can account for what was shared; these logs are kept for 12 months.

9. Legal basis for processing

Under the GDPR, we rely on the following legal grounds:

• Legitimate interest (Art. 6(1)(f)), to answer people who contact us, to follow up once on a chat inquiry left unfinished, to improve the assistant's answers and to keep the site secure.
• Steps before a contract (Art. 6(1)(b)), to discuss and prepare a possible project at your request, including estimates and discovery calls arranged in the chat.
• Consent (Art. 6(1)(a)), where you give it — for example, the optional chat memory that remembers you between visits; you can withdraw it at any time ('forget me').
• Legal obligation (Art. 6(1)(c)), where the law requires us to keep or disclose data.
• For email verification and project status answers we rely on the performance of our contract with you and on our legitimate interest in making sure project information reaches only the right person (Art. 6(1)(b) and (f)); the status disclosure log exists to meet our accountability obligations under the GDPR (Art. 5(2)).

10. Who we share it with

We never sell or rent your data. We share it only with the service providers (processors) needed to run the site, each acting on our instructions and only with the data they need:

• Resend, email delivery (notifications and replies).
• Anthropic, AI processing of chat conversations (the Claude model behind the assistant).
• Voyage AI, text embeddings for the assistant's learning memory (non-identifying pattern texts only).
• Neon, managed hosting of the site's database.
• Hetzner, secure hosting, within the EU.
• Cloudflare, DNS and protection against abuse.
• Google (Google Ireland Ltd.), conversion measurement for our Google Ads campaigns — see 'Cookies' for how this works without advertising cookies in the EEA.

11. International data transfers

Your data is primarily stored in the European Union. Some providers (such as Anthropic, Voyage AI and Google) may process data in the United States; where that happens, the transfer is protected by appropriate safeguards, the European Commission's Standard Contractual Clauses and, where the provider is certified, the EU-U.S. Data Privacy Framework.

12. How long we keep your data

We keep each category of data only as long as it is needed, then delete it:

• Contact messages, chat conversations (including archived ones) and booking details: as long as needed to handle your inquiry and any reasonable follow-up, normally no more than 24 months from your last interaction. If an inquiry turns into a project, its records follow the pipeline rule below instead — the longer of the two applies.
• Project pipeline records (stage history and the notes attached to your inquiry): for the duration of our working relationship and any warranty period, normally no more than 24 months after the project ends.
• The optional returning-visitor memory: only while its cookie lasts (30 days from your last visit), and erased on the spot if you ask the assistant to forget you.
• Email verification codes: 10 minutes, stored hashed; verification attempts and rate-limit records: up to 30 days.
• Status disclosure logs: 12 months.
• Anonymous visit statistics: up to 13 months. Server logs: kept briefly for security, then rotated.
• You can always ask us to delete your data sooner — see 'Your rights'.

13. Data security

We take reasonable technical and organizational measures to protect your data, including secured hosting, encrypted (HTTPS) connections, access controls and regular updates. No method of transmission or storage is ever completely secure, but we treat your information with care and review our measures over time.

14. Automated decision-making

The chat assistant generates its replies automatically, and finished conversations are scored automatically so we can improve the assistant. However, we make no decision with legal or similarly significant effects on you by automated means, offers, quotes and projects are always reviewed and decided by a human.

15. Legal disclosures

We may disclose your data where we are required to by law, by a court order or by a competent authority, or where it is necessary to establish, exercise or defend a legal claim.

16. Your rights

Under the GDPR, you have the right to:

• access the personal data we hold about you,
• have inaccurate data corrected,
• have your data erased,
• restrict or object to how your data is used,
• receive your data in a portable format,
• withdraw consent at any time, where processing is based on it,
• not be subject to a decision based solely on automated processing.

17. How to exercise your rights & complaints

To exercise any of these rights, email contact@chioreanalex.ro. We will respond within one month, free of charge in most cases. For your chat data there is also a shortcut: tell the assistant 'forget me' and the link between your browser and your past chats is severed immediately; for full deletion from our records, email us. If you are not satisfied, you have the right to lodge a complaint with the supervisory authority, in Romania, the National Supervisory Authority for Personal Data Processing (ANSPDCP), B-dul G-ral Gheorghe Magheru 28-30, Sector 1, Bucharest; anspdcp.ro.

18. Cookies

The site uses only the essential cookies it needs to work: your language and theme preferences, and a chat session cookie that keeps your conversation with the assistant connected. The same cookie enables the optional 'remember me' memory, but only after you say yes when the assistant asks — without your agreement, nothing about you is kept between visits (see 'Chat memory for returning visitors'). We set no advertising or cross-site tracking cookies of our own. To measure the results of our Google Ads campaigns we load the Google tag in Consent Mode: in the EEA, the UK and Switzerland it runs by default in a cookieless mode (consent 'denied') and sends only aggregated pings used for modelled measurement; outside those regions Google may use its own cookies under its own policy. You can break the cookie's link to your chats at any time by telling the assistant 'forget me'.

19. Marketing communications

We don't send marketing emails or newsletters and we don't add you to any mailing list. We will only email you in reply to your message, about a project we are actively discussing, or, at most once, to follow up on a request you started in the chat and left unfinished.

20. Links to other websites

Our site may contain links to external websites (for example, social profiles). We are not responsible for their content or privacy practices; please review their own policies before sharing data with them.

21. Children's privacy

The site is not directed at children under 16, and we do not knowingly collect their personal data. If you believe a child has provided us with data, contact us and we will delete it promptly.

22. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or the law. The date at the top always shows the latest version; significant changes will be highlighted on this page.

23. Contact us

For any question about this policy or your personal data, contact Yourbestmoment SRL at contact@chioreanalex.ro, or by post at Str. Stephenson George 14, Ap. 4, Cluj-Napoca, Cluj County, 400267, Romania.