Terms and contitions

Welcome to roepas.ro hereinafter referred to as the “Platform”, the “Website”, the “Portal”, or “roepas.ro”.
This document sets out the terms and conditions governing access to and use of ROePAS and the services made available through it.

By accessing and using the Platform, the user:
• confirms that they have read, understood, and fully accepted these Terms and Conditions;
• undertakes to comply with all rules, instructions, and limitations set out in these terms.

If the user does not agree with these terms, they are kindly asked not to use ROePAS.

The ROEPAS.ro Platform is a governmental digital platform that provides centralized, fast, and secure access to public services, guides, and administrative procedures for:
• citizens;
• companies;
• public institutions.

Its purpose is to facilitate users’ interaction with public administration, without requiring physical travel, and to contribute to the digitalization of public services.

Acceptance of the Terms

Access to the Platform and Services

Some functionalities of the Platform may be available to the general public without authentication.
Other functionalities, including access to certain procedures or guides, may require:
• authentication through digital identification solutions (for example, RoEID, eIDAS, or other equivalent means).

The user is responsible for maintaining the confidentiality of their authentication information and for any activity carried out through their account.
ROEPAS is a governmental digital platform that facilitates access to electronic services provided by public institutions.
The Platform acts as a technical intermediary and does not influence the administrative decisions of institutions.

Definitions

• User – a natural or legal person who uses the Platform, including unregistered visitors and authenticated users.
• Public institution – an authority or entity integrated into the Platform for the provision of electronic services.
• Institutional operator – an authorized representative of a public institution.
• Chatbot – an automated digital assistance system.
• Live chat / live operator – human staff providing support through the Platform.
• Support tickets – a system for registering and tracking user requests.
• API – an application programming interface that allows external systems to integrate with the Platform.
• Digital invitation – a mechanism through which a user is invited to access or complete a procedure.
• Personal documents section – a secure space for users’ electronic documents.
• External redirection – the transfer of the user to the websites of an institution for the completion of a request/application.

Rules for Users

Types of Users

Unregistered visitors: may access general information, guides, procedure descriptions, and informative pages. They may also access other sections of the portal: interact with the chatbot, submit support tickets, and provide feedback.

Authenticated users: have full access to the platform’s digital functionalities, including the creation and submission of documents, electronic signature, notifications, and personal sections.

Access may be limited in certain situations (maintenance, security, technical restrictions).

Visitors are prohibited from:
• copying content on a mass scale or extracting data automatically (scraping);
• using the content for commercial purposes without consent.

Authentication in ROePAS

To access the full range of digital services, the user must:
• authenticate using accepted mechanisms;
• provide accurate and up-to-date information;
• maintain the confidentiality of authentication data.

The user is responsible for all actions performed through their account.
The authenticated user undertakes:
• to use the Platform exclusively for lawful purposes;
• not to provide false information;
• not to use another person’s identity;
• not to introduce malicious data.

Suspension or Restriction of Access

The Platform administrator may suspend or restrict the access of an authenticated user in the event of:
• breach of the Terms and Conditions;
• suspicion of fraud;
• compromise of account security.

Electronic Documents

Uploading and transmitting documents is permitted in the dedicated sections.
The user holds the legal right to transmit the documents and is responsible for their authenticity.
ROEPAS does not verify the legal authenticity of documents.

Confirmations and Notifications

The Platform may generate confirmations of receipt of requests and notifications regarding the status of requests.
Confirmation of receipt does not amount to approval of the request.

Electronic Signature

The user may apply an electronic signature. Documents submitted through ROePAS may be signed with an extended digital certificate (electronic signature).
Information regarding the electronic signing of documents can be found on the ADR website in the “Electronic Signature – Trusted List” section.
This section contains information on how to sign documents in the three formats using a tool made available by trust service providers accredited in Romania.

Chatbot, Live Chat, and Support Tickets

Chatbot

The chatbot provides automated guidance information regarding:
• administrative procedures and informative pages;
• request status;
• guides;
• Platform functionalities.

The chatbot does not replace the decisions of institutions.
The chatbot may use data provided by the user in order to generate responses.
The administrator does not guarantee the absolute accuracy of automatically generated responses.

Live Chat

The Platform may provide assistance through human operators (live chat).
By using live chat:
• the user accepts that conversations may be recorded for quality and security purposes;
• abusive, discriminatory, or threatening language is prohibited;
• the session may be interrupted in the event of inappropriate behavior.

The content of conversations may be stored for audit and security purposes.

Support Tickets

The Platform may provide assistance through support tickets, a functionality that allows both authenticated and unauthenticated users to register a ticket and track its resolution.
By submitting a ticket:
• the user assumes responsibility for the information provided;
• accepts that the request may be reviewed by authorized personnel;
• understands that response times may vary.

Tickets containing abusive or non-compliant information may be closed.

Electronic Payments

The Platform integrates payment mechanisms through Ghiseul.ro.
ROEPAS is not responsible for errors of external payment processors.

Redirection to Institution Websites

The user may be redirected to other institutional platforms for the online completion of requests.
In such cases, the terms of the respective institution shall apply, and ROEPAS is not responsible for external content.

Rules for Public Institutions

Public institutions may use ROEPAS for:

1. creating and managing procedures and informative pages;

2. receiving and sending documents to applicants;

3. exchanging data between ROEPAS and other ICT systems;

4. identifying users and monitoring activities;

5. creating composite services between two or more public entities;

6. verifying document compliance;

7. officially confirming receipt of applications and sending notifications regarding their resolution.

Responsibilities

The institution is responsible for the legality of the decisions and services it provides.
Institutional operators must be authorized and must comply with the terms and conditions, as well as with personal data protection requirements.

Institutional operators:
• use the Platform to process requests and communicate with users;
• have limited access to the data necessary for processing requests.

The institution manages operators’ access rights and is responsible for their activity.
The Platform acts as a technical intermediary between the user and the institution, without influencing administrative decisions.

API and Integration

The Platform may provide APIs for integration with the IT systems of institutions or authorized third parties.
API access is granted only to enrolled entities, based on authentication, and may require access keys (API keys).
API access is limited to purposes approved contractually or institutionally.
The institution is responsible for the security of its own integrated systems.

The following are prohibited:
• use of APIs for unauthorized commercial purposes;
• overloading the infrastructure (rate limiting abuse);
• mass extraction of data beyond the approved limits;
• modification, reverse engineering, or compromising the security of the API.

The administrator may immediately suspend API access in case of abusive use.

Communications and Notifications

Institutions may send documents, acknowledgements of receipt of applications through the Platform, and all updates regarding the resolution of requests.
By using the Platform and/or configuring their profile, the user may agree to receive electronic notifications, including:
• notifications regarding the status of procedures;
• administrative messages;
• security notifications;
• emails regarding submitted tickets.

Notifications may be sent through:
• email;
• the user account;
• notifications within the Platform.

Electronic communications have the same legal value as physical communications, to the extent permitted by law.

Use of Content

Materials, guides, documents, and information available on the Platform are provided for informational purposes only and have guidance value.
The user undertakes not to use, copy, distribute, or reproduce the content of the Platform for commercial purposes or any other purposes without the express consent of the copyright holders.

Intellectual Property Rights

All texts, images, databases, graphic elements, and content of the Platform are the property of ROEPAS or of third parties who have granted licenses for their use.
No use of the content grants the user any ownership rights over it.

Limitation of Liability

ROEPAS provides the technical infrastructure and is not responsible for the administrative decisions of institutions.
The Platform may monitor activities for security and audit purposes.
Users and institutions must comply with data protection and information security legislation.
The information provided through the Platform is offered “as is” and may not always be up to date.
The Platform administrators do not guarantee:
• the absolute accuracy of all information;
• uninterrupted availability of the services;
• the absence of technical errors or malfunctions.

The user uses the information and services of the Platform at their own risk.

Personal Data Protection

The processing of users’ personal data is carried out in accordance with the Platform’s GDPR Policy, which forms an integral part of these Terms and Conditions.

Collection of Information

• ROePAS collects information from its users in three ways:
• directly from the user;
• from traffic reports recorded by the servers hosting our websites;
• through cookies.

• Information provided directly by the user:
o When authenticating in ROePAS, you will be required to provide personal data and information.

ROePAS ensures the confidentiality and protection of the information collected from users, and such information is not transmitted to third parties without the prior express consent of the data subjects.
Any statistics regarding our users’ traffic are provided only as aggregated data and do not include any personally identifiable information about any individual user.

ROePAS may disclose personally identifiable information in the following situations:
• where this is expressly required by law;
• where the information is requested by a competent authority;
• where this is necessary to protect the rights and interests of ADR.

However, whenever a service is provided in partnership with another site, the user will be informed of this. In order to provide services at the highest possible standards, it may be necessary to share personal information with the co-partner website or service.
If the user does not wish for their personal data to be shared, they may act accordingly by not allowing the transfer of data through non-use of that particular service.
If the user chooses to share data, they must understand that partner service providers may have separate privacy and data collection practices.
ROePAS has no control over and cannot guarantee all legal aspects involved in the use of these independent privacy practices.

Amendment of the Terms and Conditions

ROEPAS reserves the right to amend these Terms and Conditions at any time, without prior notice.
The amendments shall enter into force upon publication on this page.

Applicable Law

This website was created and operates in accordance with the legislation in force in Romania.
Any dispute shall be settled primarily amicably, which shall take precedence over other possible solutions. If an amicable settlement cannot be reached, the matter shall be referred to the competent courts within the territorial jurisdiction where ADR has its registered office.

Please reread the terms and conditions of use each time you access or use this portal. Use of the portal and of the publicly available content published within it shall be in accordance with these terms.