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Terms and conditions

Conditions for using the PepCheck platform · last updated 5 October 2026

This is an English translation provided for information. The Romanian version is the legally binding one and prevails in case of any difference.

Please read these Terms and Conditions carefully before using the PepCheck platform.

1. Definitions

  • “Platform” or “Service” = PepCheck.ro, the PEP and sanctions screening platform
  • “Operator” = SYSTHEMA ANALYTICS SRL, tax ID (CUI) 45945560, registered office: Deva, Str. Dragoș Vodă nr. 2, bl. D5, ap. 3 — data controller within the meaning of Art. 4(7) GDPR for the data processed within the Platform
  • “User” or “Client” = a legal person or an authorised self-employed person (PFA, II, IF) that has legal obligations in AML/KYC compliance and uses the Platform in fulfilling those obligations — an independent data controller for any further use of the information in its own compliance processes
  • “Account” = a user account created on the Platform
  • “Organisation” = the legal entity on whose behalf checks are carried out
  • “PEP” = politically exposed person, as defined by Romanian Law 129/2019

2. Acceptance of the terms and eligibility

The Service is intended exclusively for legal persons and authorised self-employed persons (PFA, II, IF) that have legal compliance obligations (AML/KYC) under Romanian Law 129/2019 and Directive (EU) 2015/849.

Using the Platform for personal purposes, out of curiosity or outside the professional compliance framework is prohibited and may lead to the immediate suspension of the account.

By accessing and using the PepCheck Platform, you declare that:

  • You have read, understood and accepted these Terms and Conditions
  • You have full legal capacity to enter into contracts
  • You represent an entity with legal AML/KYC compliance obligations (a reporting entity within the meaning of Law 129/2019)
  • If you represent an organisation, you have the authority to bind it contractually
  • You use the Platform exclusively to fulfil your legal obligations of customer due diligence (KYC) and anti-money laundering (AML)
  • You comply with the applicable Romanian and European legislation

If you do not agree with these terms, please do not use the Platform.

3. Services offered

PepCheck offers the following services:

  • PEP screening: identifying politically exposed persons under Law 129/2019
  • Sanctions screening: screening against international sanctions lists
  • Reports and certificates: generating official check documents
  • Monitoring: history and tracking of the checks carried out
  • Analytics: usage statistics and reports

The services are provided through OpenSanctions, a consolidated global database that aggregates information from more than 300 official international sources.

4. Registration and account

4.1. Creating an account

  • Registration requires accurate and complete information
  • An account can be linked to a single organisation
  • False information may lead to the suspension or closure of the account

4.2. Account security

  • You are responsible for keeping your password confidential
  • You are responsible for all activity in your account
  • You must report any unauthorised use immediately
  • The Operator is not liable for losses caused by unauthorised use

4.3. Types of users

  • Administrator: full control, management of users and settings
  • Member: creates searches and reports
  • Viewer: view only (read-only)

5. Subscriptions and payments

5.1. Available plans

  • The Platform offers subscription plans with monthly search limits
  • Each plan includes a set number of checks
  • Limits reset on the first day of each month

5.2. Prices and invoicing

  • Prices are shown clearly at the time of purchase
  • All prices are in RON
  • Invoicing is monthly, in advance
  • Payment is made by bank transfer or the other available methods

5.3. Automatic renewal

  • Subscriptions renew automatically at the end of the period
  • You can cancel automatic renewal from the account settings
  • Cancellation does not affect the current period already paid for

5.4. Refund policy

  • Digital services do not carry a right of withdrawal (under Romanian Government Emergency Ordinance 34/2014)
  • Refunds are possible only in exceptional cases, at the Operator’s discretion
  • Refund requests must be made in writing to hello@systhema.ro

6. User obligations

6.1. Compliant use

The User undertakes to:

  • Use the Platform only for lawful and compliant purposes
  • Comply with Law 129/2019 on the prevention of money laundering
  • Comply with the GDPR on the protection of personal data
  • Not use the data obtained for unlawful or discriminatory purposes
  • Keep the reports generated confidential

6.2. Prohibited use

It is strictly prohibited to:

  • Use the Platform for personal purposes, out of curiosity or outside legal AML/KYC compliance obligations
  • Check persons without a legitimate legal basis (for example a business relationship or a reporting obligation)
  • Attempt to access another user’s account
  • Reverse engineer, decompile or disassemble the Platform
  • Use robots, scripts or automated systems
  • Overload the infrastructure with excessive requests
  • Redistribute, sell or rent access to the Platform
  • Copy or reproduce reports without authorisation
  • Use the data for harassment, discrimination or harm

7. Intellectual property

  • All intellectual property rights in the Platform belong to the Operator
  • The logo, design, source code and databases are protected by copyright law
  • The reports generated are the Client’s property for internal use
  • Reproducing, distributing or modifying the Platform is prohibited
  • The “PepCheck” trademark is the property of SYSTHEMA ANALYTICS SRL

8. Data protection (GDPR)

8.1. Roles of the parties (controller / independent controller)

PepCheck acts as data controller for all data processed within the platform (accounts, aggregated data, scores, logs). The User is an independent data controller for any further use of the information in its own AML/KYC compliance processes. The relationship between PepCheck and the User is not a controller–processor relationship.

8.2. Personal data collected

  • Identification data (first name, last name, e-mail, phone)
  • Organisation data (name, tax ID, address)
  • Usage data (search history, access logs)
  • Technical data (IP address, browser, device)

8.3. Your rights

Under the GDPR, you have the right to:

  • Access your personal data
  • Rectification of incorrect data
  • Erasure (“the right to be forgotten”)
  • Restriction of processing
  • Data portability
  • Object to processing

To exercise your rights: hello@systhema.ro

See the Privacy policy for full details.

9. Limitation of liability

9.1. Service availability

  • We aim for 99% availability but do not guarantee uninterrupted operation
  • Scheduled maintenance will be announced in advance
  • We are not liable for unavailability caused by third parties

9.2. Accuracy of information

  • The information comes from third-party public sources (ANAF, MFP, ONRC, OpenSanctions, portal.just.ro / ECRIS)
  • We do not guarantee that data from third-party databases are 100% accurate
  • Results must be interpreted by qualified professionals
  • We recommend additional checks for important decisions

9.3. Automated processing and profiling

Important:

  • The Platform uses automated processing to generate indicative indicators and scores from public data. These may amount to a form of profiling within the meaning of Art. 4(4) GDPR
  • The automated processing has no legal effects and does not lead to automated decisions about persons (Art. 22 GDPR does not apply)
  • PepCheck provides indicative information, solely for information and decision support — the platform issues no verdicts and does not replace the users’ legal obligations
  • The risk score (0–100) is an indicative measure calculated transparently — it is not an AML assessment and must not be used as the sole decision criterion
  • The AI summary (generated by artificial intelligence) is purely informative and is not a legal, financial or compliance opinion
  • The final decision to accept, reject or escalate a customer belongs exclusively to the user, based on its own risk analysis
  • The user has the right to challenge scores, to ask for explanations and to object to profiling (Art. 21 GDPR)

9.4. Limitation of liability

To the maximum extent permitted by law:

  • The Operator is not liable for indirect or consequential damage
  • Maximum liability is limited to the value of the subscription paid
  • We are not liable for decisions based on the reports
  • We are not liable for loss of profit or reputation

10. Suspension and termination

10.1. Suspension by the Operator

The Operator may suspend access in the event of:

  • Breach of the terms and conditions
  • Non-payment for the services
  • Abusive or fraudulent use
  • Suspected unlawful activity

10.2. Termination by the Client

  • You can terminate at any time from the account settings
  • Termination takes effect at the end of the paid period
  • Data can be deleted on request, in accordance with the GDPR

10.3. Effects of termination

  • You lose access to all features
  • Unused searches are NOT refunded
  • The history may be kept for legal compliance

11. Changes to the terms

  • The Operator reserves the right to change these terms
  • Changes will be communicated by e-mail or by a notice in the platform
  • Continued use after a change amounts to acceptance
  • If you do not agree, you may terminate the contract
  • The date of the last update is shown at the top of the document

12. Force majeure

The Operator is not liable for failing to meet its obligations because of force majeure events:

  • Natural disasters (earthquakes, floods, etc.)
  • Wars, riots, acts of terrorism
  • Large-scale cyber attacks
  • Failures of the global internet infrastructure
  • Legislative changes that make it impossible to provide the service

13. Governing law and jurisdiction

  • These terms are governed by Romanian law
  • Any dispute will be settled by the competent courts in Romania
  • The place of jurisdiction is Hunedoara, the Operator’s registered office
  • EU regulations apply (GDPR, the e-Commerce Directive)
  • Law 129/2019 on the prevention of money laundering applies

14. Contact

For questions about these Terms and Conditions:

  • E-mail: hello@systhema.ro
  • Address: Str. Dragoș Vodă nr. 2, bl. D5, ap. 3, Deva, Hunedoara, Romania
  • Tax ID (CUI): 45945560
  • Hours: Monday to Friday, 09:00–17:00 (Romanian time)

Acceptance

By using the PepCheck Platform, you confirm that you have read, understood and fully accepted these Terms and Conditions.

Privacy policy · GDPR rights · User manual (in Romanian)