This Privacy Policy explains how Outlandica ("we", "us") collects, uses and protects your personal data when you visit https://outlandica.com or book a motorcycle rental with us. We process personal data in accordance with the EU General Data Protection Regulation 2016/679 ("GDPR") and Romanian Law no. 190/2018.
1. Who we are
Outlandica is an adventure motorcycle rental and tour business based in Cluj-Napoca, Romania. We are the data controller for personal data collected through this website and our booking process.
Contact: [email protected] · WhatsApp / Phone: +40 774 256 042
2. What data we collect
- Booking & contact data: name, email, phone, dates, bike preference, riding experience — provided by you when you contact us via WhatsApp, email, phone or the booking flow.
- Rental contract data: ID/passport details, driving licence, address and credit card details collected at pickup for the rental contract and security deposit pre-authorization.
- Vehicle location data: our motorcycles may be fitted with a GPS tracking device that records the vehicle's location during the Rental Period, for security and theft-recovery purposes. See Section 16 of our Rental Terms & Conditions.
- Site usage data: anonymous analytics about pages visited, device type, country and approximate location, collected via Google Analytics 4 (with IP anonymization enabled).
- Cookies: see our Cookie Policy.
3. Why we use it (legal basis)
- Performance of a contract (Art. 6(1)(b) GDPR): to confirm bookings, prepare the rental contract, process the security deposit, and provide roadside support during your rental.
- Legal obligation (Art. 6(1)(c) GDPR): to comply with Romanian tax, accounting and rental-vehicle record-keeping requirements.
- Legitimate interest (Art. 6(1)(f) GDPR): to operate, secure and improve our website, protect and recover our vehicles (including via GPS tracking), prevent fraud, and respond to enquiries.
- Consent (Art. 6(1)(a) GDPR): for analytics and advertising cookies, and for the newsletter if you opt in.
Providing your booking and contact details is necessary for us to respond to your enquiry, and providing your identity, driving licence and payment details is a contractual requirement for entering into the rental: without them we are unable to hand over a motorcycle.
4. Who we share it with
We do not sell your personal data. We share it only with the processors needed to run our business:
- Google LLC — Google Analytics 4 and Google Tag Manager (analytics and tag delivery), Google Maps (embedded maps), Google Fonts (typography).
- Meta Platforms Ireland Ltd — when you contact us via WhatsApp, your messages are processed by WhatsApp / Meta. We also use the Meta Pixel (loaded through Google Tag Manager) to measure the performance of our advertising and to show relevant ads.
- Web3Forms — processes submissions from our booking enquiry form and forwards them to us by email.
- Email provider — when you contact us by email.
- Payment processor — when you pay the advance or settle a final invoice, the processor (e.g. Stripe, Mollie) handles your card data directly; we do not store full card numbers.
- Romanian authorities — where required by law (e.g. fiscal authority, police in case of accident).
Some processors operate outside the EU/EEA. Where this is the case, transfers are protected by Standard Contractual Clauses or equivalent safeguards under Chapter V of the GDPR.
5. How long we keep it
- Enquiries (WhatsApp / email): up to 24 months after our last exchange.
- Rental contracts and invoices: 10 years, as required by Romanian accounting law.
- Vehicle GPS location data: kept for the duration of the rental and a short period afterwards for security and incident-handling; location data linked to an accident, theft or dispute is retained with the related rental file.
- Analytics data: 14 months in Google Analytics 4 (default retention).
- Newsletter list: until you unsubscribe.
6. Your rights
Under the GDPR you have the right to: access your data, request rectification or erasure, restrict or object to processing, request data portability, and withdraw consent at any time. To exercise any of these rights, email [email protected].
If you believe we have processed your data unlawfully, you have the right to lodge a complaint with the Romanian Data Protection Authority (ANSPDCP).
7. Security
We apply industry-standard technical and organizational measures to protect your data, including encrypted transport (HTTPS), restricted access to booking records, and limited retention. No system is 100% secure — please use strong passwords and contact us immediately if you suspect unauthorized access related to your booking.
8. Automated decision-making
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects on you within the meaning of Article 22 of the GDPR.
9. Children's privacy
Our website and services are intended for adults. We do not knowingly collect personal data from anyone under 18, and our rentals are available only to riders aged 21 and over. If you believe a minor has provided us with personal data, please contact us and we will delete it.
10. Updates to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected in the "Last updated" date above and, where required, communicated to you directly.