Terms and conditions

1  General Provisions

1.1 These General Terms & Conditions ("Terms") govern every contract between Rilvan Group ("we", "us", "our") and any party that requests or benefits from our services (the "Client", "you").
1.2 Rilvan Group is an integrated freight‑forwarding, logistics and relocation provider. We may perform services either as agent (securing contracts with third parties on your behalf) or as principal (acting as carrier, warehouse operator or packer ourselves).
1.3 When acting as agent you expressly authorise us to contract with third parties in your name; direct contractual relationships will then exist between you and each provider.
1.4 When acting as principal this will be stated in writing; our liability as principal is governed by Clause 13.
1.5 These Terms may be varied only by a written agreement signed by an authorised Rilvan Group representative.
1.6 Liability is limited—see Clause 13.
1.7 Insurance is a separate contract arranged by you unless we are instructed in writing (see Clause 12).
1.8 If we handle excluded goods under Clause 8 we do so at your sole risk.
1.9 These Terms prevail over any conflicting terms supplied by you, unless such additional terms further limit our liability, in which case those additional terms also apply.

2  Definitions

• Carrier – the party that actually performs the carriage of Goods.
• Dangerous Goods – items officially classified as hazardous or that are, or may become, noxious, flammable, explosive, radioactive or otherwise damaging.
• Goods – any tangible property that is the subject of the Services, including containers, pallets and packaging not supplied by us.
• Owner – the owner of the Goods and any party entitled to possession.
• Services – all work we undertake for the Client, including carriage, consolidation, storage, handling, packing, customs brokerage and advisory tasks.
• Valuable Goods – jewellery, watches, precious stones, money, deeds, securities, stamps, coins, works of art or similar valuables.

3  Quotations

3.1 Unless stated otherwise, quotations exclude customs duties, taxes and regulatory fees.
3.2 A quotation is valid for 28 days. We may adjust the price if:
(a) Services begin more than 3 months after quotation owing to Client delay;
(b) costs change due to currency fluctuation, taxes, fuel surcharges or other factors beyond our control;
(c) additional or unusual handling, access, parking, floors or volumes are involved;
(d) unforeseen hindrances arise (see Clause 5); or
(e) volumetric (“chargeable”) weight exceeds actual weight.
3.3 Mis‑declaration of shipment details may result in surcharges.

4  Services Excluded from Standard Quotation

Unless expressly agreed in writing we do not dismantle furniture, disconnect appliances, remove floor coverings, or handle items listed in Clause 8. If our personnel perform such tasks without prior written agreement it is entirely at the Client’s risk.

5  Hindrances & Unforeseen Risks

5.1 If performance is prevented or delayed by circumstances beyond our reasonable control—including extreme weather, labour unrest, hostilities, port congestion, or the dangerous condition of Goods—we may suspend or abandon the Services without liability.
5.2 Where practicable we will place Goods at your disposal at a safe location; delivery is then deemed complete and all further costs are for your account.

6  Client Responsibilities

You are responsible for:

• ensuring nothing is taken or left in error;
• obtaining all permits, licences, visas and customs clearances;
• providing secure access/attendance at origin and destination;
• properly packing and stabilising Goods unless we are contracted to do so;
• arranging parking or site access and paying any associated fees.

7  Warranties & Indemnity

7.1 You warrant that:
(a) all descriptions, weights and marks are accurate;
(b) Goods are safe, properly packed, marked and labelled;
(c) you own the Goods or are authorised by the Owner.
7.2 You shall indemnify Rilvan Group, our directors and employees against all liabilities, costs and claims arising from your breach of these warranties or from third‑party claims connected with the Services.

8  Excluded Goods

We accept no liability for loss of or damage to:
(a) Valuable Goods;
(b) Dangerous Goods;
(c) perishable, refrigerated or living items;
(d) goods likely to attract vermin or pests.
We may, at your cost, dispose of items (b)–(d) without notice.

9  Information Accuracy

Upon hand‑over you are deemed to have guaranteed the accuracy of all particulars relating to the Goods, including any hazardous nature.

10  Postponement or Cancellation

If you cancel or postpone with less than 24 hours’ notice we may charge 50 % of the service fee.

11  Payment Terms

11.1 All invoices are payable in full, without set‑off, by bank transfer prior to service commencement unless we agree otherwise in writing.
11.2 Late payments accrue interest at 4 % per month (calculated daily).
11.3 We may suspend or terminate Services for non‑payment.

12  Insurance

12.1 We do not arrange insurance unless expressly instructed in writing.
12.2 All policies are subject to the insurer’s terms and exclusions.

13  Liability & Limitations

13.1 We exercise reasonable care and skill but are liable only for direct loss caused by our gross negligence or wilful misconduct.
13.2 Unless otherwise agreed in writing, our liability is limited to the lesser of:

• (a) the actual value of lost or damaged Goods;
• (b) €1.50 per kilogram, capped at €1 500 per consignment; or
• (c) twice the fees paid for the Services.
  13.3 We are not liable for indirect or consequential losses, force‑majeure events, inherent vice, wear and tear, electrical or mechanical derangement, or any exclusions listed in Clause 8.
  13.4 Higher limits may be negotiated subject to written agreement and additional charges.

14  Third‑Party Services

We are not liable for acts or omissions of independent carriers, warehouse operators, port authorities or other subcontractors unless we failed to exercise reasonable diligence in their selection.

15  Transport Method & Route

Unless specifically agreed, we may select or substitute the means, route, procedure and stowage (including carriage on deck) as we deem fit.

16  Delays

16.1 If we are solely responsible for missing an agreed written schedule, our maximum liability for proven extra expenses is €150.
16.2 If delivery cannot be completed for reasons beyond our control, Goods may be stored at your risk and expense; delivery is then deemed complete.

17  Damage to Premises

Our liability for physical damage to premises due to proven negligence is limited to €300 per incident, unless separate property‑damage cover is arranged through us. All such damage must be noted upon delivery and confirmed in writing within 7 days.

18  Notice of Loss or Damage

Any claim must be notified to us in writing within 7 days of delivery; otherwise you waive all rights to claim.

19  Assessment of Claims

Commodity value is assessed by reference to the prevailing market price for equivalent goods at the place and date of acceptance.

20  Right of Sale & General Lien

We have a general lien over all Goods in our possession for monies due. After giving 28 days’ notice, we may sell or dispose of Goods to recover outstanding amounts.

21  Sub‑Contracting

We may subcontract all or part of the Services. These Terms apply equally to the subcontracted portion.

22  Jurisdiction & Governing Law

These Terms and any dispute arising hereunder are governed by Romanian law and subject to the exclusive jurisdiction of the Romanian courts.

23  Severability

If any provision is invalid or unenforceable, the remainder of the Terms remains in full force.

CORPORATE POLICIES

DATA PROTECTION & PRIVACY POLICY

Rilvan Group is fully committed to safeguarding Personal Data and complies with the EU General Data Protection Regulation (Reg. (EU) 2016/679), Romanian Law 190/2018 and other applicable privacy laws.

1  Scope & Purpose

This Policy applies to every Rilvan Group entity, employee, contractor and supplier who processes Personal Data. Its purpose is to ensure lawful, fair and transparent processing while protecting the rights of data subjects.

2  Definitions

Personal Data – any information relating to an identified or identifiable natural person.
Processing – any operation performed on Personal Data (collection, storage, transfer, erasure, etc.).
Data Subject – the individual to whom the Personal Data relates.
Controller – the Rilvan Group entity that determines the purposes and means of Processing.
Processor – a third party that Processes Personal Data on our behalf.

3  Data‑Protection Principles

We follow the eight GDPR principles:

1. Lawfulness, Fairness & Transparency
2. Purpose Limitation
3. Data Minimisation
4. Accuracy
5. Storage Limitation
6. Integrity & Confidentiality
7. Accountability
8. Privacy by Design & Default

4  Personal Data We Collect

5  Legal Bases

• Contract Performance – executing relocation, freight or storage contracts.
• Legal Obligation – customs, tax and accounting compliance.
• Legitimate Interests – fraud prevention, IT security, service optimisation.
• Consent – marketing, processing of special‑category data (withdrawable at any time).

6  Purposes of Processing

• Planning and executing transportation, packing, storage and destination services.
• Completing customs, immigration, insurance and regulatory formalities.
• Managing supplier relations and subcontractors.
• Billing, debt‑collection and financial administration.
• Service quality monitoring, claims handling and dispute resolution.
• Marketing communications (opt‑out provided).

7  Data Sharing & International Transfers

Data may be shared with carriers, agents, customs brokers, insurers and IT providers strictly on a need‑to‑know basis under written Data‑Processing Agreements. International transfers outside the EEA rely on Standard Contractual Clauses, adequacy decisions or another lawful mechanism.

8  Retention

Personal Data is retained for 10 years after the end of our service relationship unless a longer period is legally required or justified by legitimate interest (e.g. defending legal claims).

9  Security Measures

• Encryption in transit and at rest (TLS 1.3, AES‑256).
• Role‑based access controls, multi‑factor authentication.
• 24/7 CCTV, key‑card entry and intrusion alarms for offices and warehouses.
• Regular security audits, penetration testing and vulnerability scans.
• Document shredding and certified e‑waste destruction.

10  Data Subject Rights

Data subjects may exercise:

1. Right of access
2. Rectification
3. Erasure (“right to be forgotten”)
4. Restriction of processing
5. Data portability
6. Objection (incl. direct marketing)
7. Withdrawal of consent
8. Complaint to the Romanian Data Protection Authority (ANSPDCP) Requests are answered within one month (extendable by 60 days for complex cases with notification).

11  Data Breach Notification

Breaches likely to pose a risk to individuals are reported to ANSPDCP within 72 hours and to affected data subjects without undue delay.

12  Contact

Data‑Protection Officer (DPO)

Email: gdpr@rilvan.eu

13  Review

This Policy is reviewed annually or whenever significant changes occur.

ANTI‑BRIBERY & ANTI‑CORRUPTION POLICY

Rilvan Group maintains zero tolerance for bribery or corruption. This Policy aligns with the FIDI ABC Charter, the UK Bribery Act 2010, the US FCPA (where applicable) and Romanian anti‑corruption law.

1  Scope

Applies to all directors, employees (permanent, temporary, agency), consultants, agents, subcontractors and any other third parties acting for or on behalf of Rilvan Group worldwide.

2  Definitions

• Bribe – anything of value offered, promised, given or received with the intention of inducing or rewarding improper performance.
• Facilitation Payment – a small payment to expedite a routine governmental action.
• Public Official – any person holding legislative, administrative or judicial office, or any employee of a state‑owned enterprise.

3  Key Prohibitions

• Offering, giving, requesting or accepting bribes in any form.
• Making facilitation payments (except where life, health or liberty is at risk — must be reported immediately).
• Offering extravagant or undocumented gifts, hospitality or travel.
• Making political donations on behalf of Rilvan Group.
• Concealing or mis‑describing payments in accounting records.

4  Gifts & Hospitality

• Must be reasonable, proportionate, infrequent and compliant with local law.
• Pre‑approval is required if the value exceeds €100 (or local equivalent).
• Cash or cash‑equivalent gifts are prohibited.

5  Third‑Party Due Diligence

• Screening of new agents, consultants and high‑risk suppliers.
• Written contract clauses requiring ABC compliance.
• Ongoing monitoring and periodic re‑assessment.

6  Record Keeping

• All expenses, gifts and hospitality must be recorded accurately in the finance system with supporting documentation.
• Books and records must reflect transactions truthfully and conform to applicable accounting standards.

7  Training & Awareness

• Mandatory induction training for all new hires.
• Annual refresher e‑learning and targeted workshops for high‑risk roles.

8  Reporting & Whistleblowing

• Suspicions can be reported to the Compliance Manager, line management, or via the confidential hotline ethics@rilvan.eu.
• Whistle‑blowers are protected from retaliation; detrimental treatment will result in disciplinary action.

9  Monitoring & Review

• Internal audits verify compliance; significant findings are reported to the Board.
• Policy reviewed every two years or after major regulatory changes.

10  Sanctions

Breaches may lead to disciplinary action (up to dismissal), termination of contracts, and referral to law‑enforcement authorities.

ANTI‑TRUST & COMPETITION COMPLIANCE POLICY

Rilvan Group conducts business ethically and in compliance with EU and Romanian competition law. We do not tolerate anti‑competitive behaviour.

1  Prohibited Conduct

• Price Fixing – agreements with competitors to raise, lower or stabilise prices.
• Market or Customer Allocation – dividing markets, routes or customers.
• Bid Rigging – manipulating tenders or agreeing bid prices.
• Exchange of Sensitive Information – sharing future pricing, margins, costs, capacity or strategic plans.
• Resale Price Maintenance – imposing fixed or minimum resale prices on distributors, except where permitted by law.

2  Permitted Conduct

• Legitimate joint ventures or consortiums, provided they are properly documented and competition‑law compliant.
• Publicly available market intelligence.

3  Guidelines for Meetings & Trade Associations

• An agenda must be circulated in advance; competition‑sensitive topics must not be discussed.
• If an illegal topic is raised, employees must object and leave the meeting, ensuring the objection is minuted.

4  Information Exchange

• Only share historical, aggregated or anonymised data when collaborating with competitors under lawful frameworks.
• Never discuss future pricing, customer bids or capacity.

5  Dawn Raids & Requests for Information

• Employees must immediately contact the Legal & Compliance Department if approached by a competition authority.
• Cooperate lawfully but do not volunteer documents outside the scope of the warrant.

6  Training & Awareness

• Mandatory competition‑law training for commercial and leadership staff every two years.

7  Reporting & Whistleblowing

• Suspected breaches should be reported to office@rilvan.eu. Retaliation is prohibited.

8  Consequences of Violation

• Disciplinary measures, termination of employment, contractual remedies and potential civil/criminal penalties.

SOCIAL RESPONSIBILITY & ETHICS

Rilvan Group is committed to:

• Ensuring a healthy, safe and inclusive workplace free from discrimination and harassment.
• Respecting human rights and labour standards across our supply chain.
• Minimising environmental impact through responsible resource use and waste management.
• Engaging with local communities through volunteerism and charitable initiatives.

ENVIRONMENTAL & SUSTAINABILITY POLICY

Rilvan Group recognises that our operations—particularly packing, warehousing, vehicle movements and office activity—have direct and indirect impacts on the planet. We are therefore committed to continual environmental improvement, pollution prevention and full compliance with all applicable environmental legislation and industry standards (including the FIDI/FAIM sustainability criteria and ISO 14001:2015 guidance).

1  Scope

This Policy applies to every Rilvan Group entity and all employees, drivers, subcontractors and suppliers involved in freight forwarding, relocation, warehousing and administrative functions worldwide.

2  Key Objectives

1. Reduce, Re‑use, Recycle packaging materials, prioritising FSC‑certified cardboard and paper and eliminating single‑use plastics wherever feasible.
2. Lower Greenhouse‑Gas Emissions by optimising vehicle utilisation, investing in fuel‑efficient Euro VI (or better) trucks and exploring alternative‑fuel technologies.
3. Prevent Pollution through proper handling of oils, chemicals and Dangerous Goods and by maintaining spill‑response capability.
4. Enhance Energy Efficiency across our offices and warehouses (LED lighting, smart HVAC, automatic shut‑off, renewable‑energy procurement where available).
5. Engage & Train Staff so that environmental awareness becomes part of everyday decision‑making.
6. Influence the Supply Chain by selecting partners that share our sustainability values and require evidence of their own environmental controls.

3  Operational Initiatives

• Packaging & Recycling
  • Partner with certified recyclers such as ECOLLECT to recycle 100 % of used cardboard and paper.
  • Introduce digital documentation and e‑billing to cut paper consumption by at least 30 % by 2027.
• Fleet & Driver Programme
  • Implement defensive‑driving and eco‑driving modules for all drivers (annual refresher).
  • Schedule regular preventive maintenance to maintain optimum tyre pressure, reduce emissions and extend vehicle life.
  • Plan routes to maximise load factors and avoid empty back‑hauls; preference for consolidated, full‑truck or container loads over multiple partial trips.
• Waste & Resource Management
  • Segregate general, recyclable and hazardous waste at source; maintain clearly labelled collection points in every facility.
  • Track waste volumes monthly and set reduction targets (minimum 5 % year‑on‑year).
  • Procure office consumables with recycled content and eco‑labels.
• Energy & Water
  • Conduct annual energy audits; implement projects with <3‑year payback.
  • Install low‑flow fixtures and monitor water consumption in high‑use areas.

4  Monitoring & Reporting

• Maintain an Environmental Management Plan (EMP) with KPIs on fuel use, CO₂‑e emissions, waste diverted from landfill and recycling rates.
• Review performance bi‑annually; results are reported to the Executive Board and summarised in the Sustainability section of our annual report.
• Significant non‑conformities trigger a Corrective‑Action process.

5  Continuous Improvement & Review

This Policy is reviewed every 12 months or sooner if significant operational changes or new legal requirements arise. Improvement suggestions are welcomed from any employee and can be submitted via office@rilvan.eu.

 

CONTACT DETAILS

Rilvan Group
No. 29 Topraisar Street, 1st District, 014569, Bucharest, Romania
Tel: +40 021 221 95 46| Email: office@rilvan.eu

These Terms & Policies are published for general information, may be updated without prior notice and do not constitute legal advice.