About the MAR-INA AI assistant and data protection

Last updated: 8 September 2026
Version: 1.0

In brief: you are interacting with an artificial intelligence system, not a person. The assistant can help you find information and products, but it may make mistakes. Do not enter passwords, national identification numbers, card details, medical information or other sensitive data. For important information, fire-safety products and solutions, or a commercial decision, ask a MAR-INA representative to verify the answer.

Using the chat is optional. You can contact the MAR-INA team directly by email or telephone using the details at the end of this page.

1. Who you are talking to

The assistant in the chat window is an artificial intelligence system. Messages and responses are processed automatically; a human representative does not necessarily monitor the conversation in real time.

The assistant is made available by:

MAR-INA PRODPREST SRL
Str. Săliște no. 20, Galați, Galați County, postal code 800023, Romania
VAT ID: RO 5202760
Trade Register no.: J1994000383179
Email: office@mar-ina.ro
Telephone: +40 758 064 028

MAR-INA PRODPREST SRL determines the purposes for which chat data is used and is the controller of personal data for this processing. The technical solution is provided and operated for MAR-INA by Merior AI, while language generation is performed through OpenAI services. The exact roles, instructions, safeguards and subprocessors of these providers must be established in the applicable contracts and data processing agreements. MAR-INA gives them access only to the extent necessary to provide and secure the service. Further information about the provider is available on the About AI Use page and in the Merior AI Privacy Policy.

2. What the assistant can do

Depending on the information available and the active configuration, the assistant can:

• search for standard products in the catalogue by name, code, category, dimensions, material, manufacturer, price or intended use;
• suggest standard products that appear relevant to the stated requirement;
• provide general explanations about products, materials, services, delivery, warranty and returns based on MAR-INA’s public pages;
• check the availability reported by the store system, without reserving stock;
• if the function is enabled and identity is verified through a secure mechanism, provide limited information about your own order, tracking number or return request; if verification cannot be completed, the request is referred to the MAR-INA team;
• collect, at your request, the minimum information needed for a quotation request or to transfer the conversation to a human representative;
• respond in several languages.

The assistant primarily uses the catalogue, pages and rules supplied by MAR-INA. You should not assume that it checks the entire internet, all rules currently in force or the specific circumstances at the place where a product will be used.

3. What the assistant cannot do and when a specialist is required

The assistant:

• is not a person and is not an authorised representative empowered to legally bind MAR-INA;
• does not place, accept, modify or cancel orders and does not take payments;
• does not reserve products or guarantee stock or delivery times;
• does not issue a binding commercial offer, final estimate, invoice, certificate or declaration of conformity;
• does not decide whether to accept or reject a return, warranty claim, complaint or personal-data request;
• does not disclose information about an order, tracking number or return without appropriately verifying the requester, does not display more data than necessary and does not change their status;
• does not validate technical drawings, material selection, strength calculations, tolerances, installation or the suitability of a customised/OEM product;
• does not design or declare the conformity of a fire-safety solution, determine the legally required equipment or replace an authorised designer, expert or specialist;
• does not provide legal, financial or medical advice or emergency-safety guidance.

For manufacture to drawing, OEM projects, production runs, customisation, technical or fire-safety requirements, the final conclusion rests with qualified personnel and, where applicable, authorised specialists. In the event of a fire or other emergency, call 112; do not use the chatbot for emergency response.

4. Accuracy of responses and commercial effect

AI systems may generate inaccurate, incomplete, outdated or contextually inappropriate responses. A convincingly worded answer is not necessarily correct.

Prices, stock, specifications, standards, certificates, deadlines, delivery costs and commercial conditions must be checked on the current product page and, where they are important to your decision, confirmed in writing by a MAR-INA representative. Availability displayed in the chat is indicative and does not amount to a stock reservation.

Chatbot messages are for information only and do not amend product documentation, manufacturer instructions, an accepted offer, order confirmation, contract or applicable terms. If there is any discrepancy, ask for clarification before purchasing or using the product.

Nothing on this page limits consumers’ mandatory rights or any liability that cannot lawfully be excluded or limited.

5. Personal data that may be processed

Depending on how you use the chat, the following may be processed:

• the content of your messages and the generated responses;
• the product, application, dimensions, quantity, material, delivery location and other details you provide;
• your name, email address and telephone number, only if you provide them to be contacted or to transfer the conversation to a representative;
• an order or request reference, if you provide it;
• the conversation language, date and time, session identifier and technical message identifiers;
• technical and security data, such as the IP address, browser/device type, pages or products associated with the conversation and error logs, to the extent generated by the website, server or technical services.

Do not request or enter in the chat:

• passwords, authentication codes or access keys;
• the full card number, CVV, PIN or online-banking details;
• national identification numbers, identity-document series and numbers or copies of documents;
• data about health, racial or ethnic origin, political opinions, beliefs, trade-union membership, sex life or sexual orientation;
• data concerning criminal convictions or offences;
• trade secrets, confidential drawings or another person’s personal data that you are not entitled to disclose.

The MAR-INA assistant will not ask for your password, CVV, PIN or payment in the chat window. If you receive such a request, stop the conversation and contact MAR-INA using the details published on the website.

6. Purposes and legal bases for processing

The legitimate interests pursued are providing efficient customer service, improving the accuracy of information, protecting the website and its users, and establishing, exercising or defending legal claims.

Using the chatbot does not automatically subscribe you to marketing communications. Conversation data will not be used for direct marketing without a separate legal basis and, where required by law, your separate consent.

7. Is it mandatory to provide data?

You are not required to use the chatbot or disclose your identity for general questions. If you ask to be contacted by a representative, request a quotation or seek resolution of a request, certain contact details and information may be necessary. Without them, we may be unable to identify or continue handling the request.

You may choose email or telephone instead of the chat at any time.

8. Who may receive the data

Access is limited, according to necessity, to:

• authorised MAR-INA personnel handling enquiries, quotations, orders, complaints, security and quality control;
• Merior AI, for hosting, operating, maintaining and securing the solution;
• OpenAI and its authorised subprocessors, for generating responses and securing the AI service;
• hosting, database, communications, technical-monitoring or support providers, only if they are involved in the actual architecture and subject to appropriate contractual obligations;
• public authorities, courts or advisers where disclosure is required by law or necessary to defend a legal claim.

MAR-INA does not sell conversations or disclose them to third parties for behavioural advertising.

9. Transfers outside the European Economic Area

The service architecture may involve processing or transfers outside the European Economic Area, including to the United States of America, particularly for certain system metadata, security operations or services provided by OpenAI and its subprocessors.

Where such a transfer takes place, the mechanisms provided by Chapter V GDPR are used as applicable: a European Commission adequacy decision, standard contractual clauses approved by the European Commission and additional measures appropriate to the risk. You may request information about the applicable safeguards using the data-protection contact details.

Selecting a European region for certain services may limit where conversation content is stored or processed, but it must not be interpreted as a guarantee that no category of data or metadata is processed outside the EEA.

10. How long we retain data

• The technical context used to continue a recent conversation is retained for up to 7 days.
• Conversation content and technical session data are retained by the chatbot solution for no more than 30 days, calculated according to the documented technical retention rule, after which they are erased or irreversibly anonymised.
• If you request transfer to a representative, the necessary data and summary are copied into a separate request. That request is retained for as long as needed to resolve it and thereafter according to the periods applicable to quotations, orders, complaints, legal obligations and the defence of legal claims.
• Data relating to a security incident, dispute or legal obligation may be retained longer, strictly for as long as necessary for that purpose.
• Backups are removed through the normal secure overwrite cycle and are not reused for other purposes.

The 30-day period does not mean that a quotation request, order or complaint transferred to a representative will be deleted from commercial records after 30 days; those records are subject to their own purposes and retention periods.

11. Use of conversations for AI training

MAR-INA does not use conversations to train its own AI model. The approved configuration for this chatbot must keep disabled any voluntary sharing of API content for training OpenAI models. Under the rules applicable to OpenAI API services, content submitted through the API is not used by default to train models unless the account holder expressly opts in to such use.

This rule on training is distinct from the temporary retention of certain data to provide the service, prevent abuse, maintain security or comply with the law.

12. Automated decisions and recommendations

The chatbot generates responses and product recommendations based on your message, catalogue attributes and MAR-INA rules. It does not make decisions based solely on automated processing that produce legal effects or similarly significantly affect you, and it does not automatically accept or reject orders, returns, warranty claims or complaints.

Recommendations are not based on sensitive categories and are not used for credit assessment, recruitment, insurance or access to essential services.

13. Cookies and local storage

The chatbot may use a session identifier, cookies or local storage that are strictly necessary to maintain conversation continuity and security. Any optional analytics or marketing technology that accesses the device will be enabled only after the appropriate choice is made in the consent panel, where required by law.

The exact details—name, provider, purpose and duration—must be kept up to date in the Cookie Policy and in the “Control your privacy” panel. Withdrawing consent for optional technologies must be as easy as giving it.

14. Security and confidentiality

MAR-INA and its providers must apply technical and organisational measures appropriate to the risk, documented contractually and reviewed periodically. Depending on the component, these include access restrictions, authentication of authorised personnel, environment segregation, logging of relevant operations, encryption in transit, deletion procedures and incident-response procedures.

No online transmission or storage can be guaranteed to be entirely risk-free. Therefore, do not enter data that is not necessary and use the channel indicated by a representative for confidential technical documents.

15. Children

The chatbot is intended primarily for adults and professional customers. MAR-INA does not seek to collect children’s data through the chat. If you are under 16, use the service together with a parent or legal guardian and do not provide personal or order data.

16. Your rights

Subject to the GDPR, you may request:

• access to the data and a copy thereof;
• rectification of inaccurate data;
• erasure of data;
• restriction of processing;
• data portability, where the legal conditions are met;
• objection to processing based on legitimate interests;
• withdrawal of consent for consent-based processing, without affecting the lawfulness of prior processing.

To exercise your rights or ask questions about chat data, write to office@mar-ina.ro or to MAR-INA’s postal address above and, if available, mention the conversation identifier. We may request additional information strictly to verify your identity.

You have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP), without first having to contact MAR-INA.

Further information is available in the MAR-INA Personal Data Processing Policy. This page supplements the general policy in respect of processing specific to the chatbot.

17. Talk to a representative

For confirmation of information, a B2B/OEM/fire-safety request, a complaint, return, warranty claim or request concerning your data:

• general email and technical documents: office@mar-ina.ro;
• B2B, orders and metal fabrication: +40 758 064 028;
• fire-safety services: +40 743 147 270;
• business hours: Monday–Friday, 08:30–17:00, Romanian time.

Outside business hours, you may submit your request, but it will be reviewed during the next working period. The chatbot does not guarantee an immediate response from a representative.

18. Updates to this notice

We may update this page if functions, providers, data flows or legislation change. The version and last-updated date are displayed at the beginning. If a change significantly affects the processing, we will apply the information measures or, where applicable, obtain the consent required by law.