Event registration policy ex art. 13 EU Regulation 2016/679
Reference regulations
- EU Regulation No. 679 of April 27, 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of personal data (hereinafter “EU Regulation”)
- Legislative Decree No. 196 of June 30, 2003 (hereinafter “Privacy Code”), as amended by Legislative Decree No. 101 of August 10, 2018
Var Group S.p.A. (hereinafter also “the Company”), a corporation belonging to the entrepreneurial group SeSa S.p.A., with registered office in Via Piovola 138, Empoli (FI), VAT No. 03301640482, wishes to inform users about the terms and conditions applied by the Company to the data processing operations. The Company acts as “Data Controller,” i.e. “the natural or legal person, public authority, service or other body which, individually or jointly with others, determines the purposes and means of the processing of personal data.”
In particular, the policy is provided in relation to the personal data of users who will perform the registration for this event. In application of the legislation on the processing of personal data, users who will execute the registration for this event are “data subjects”, meaning the natural persons to whom the personal data processed relate.
1. Personal data processed
In relation to the registration for this event via the web form, the Society may process the following users' personal data:
a. Identifying data, such as first name, last name, email address, and company affiliation;
b. Data belonging to particular categories ex art. 9 of the GDPR (e.g. allergies or food intolerances);
c. Any images and/or video footage taken inside the venue where this event will take place during the event itself (where applicable). In case any filming is done during the event, an appropriate notice will be displayed at the entrance of the event itself.
2.Purpose and legal basis of the processing of personal data
In relation to the personal data referred to in paragraph (1)(a) of this policy, personal data will be processed for the organization and management of this event. Therefore, the processing is based on the execution of specific user requests and the fulfillment of pre-contractual measures; therefore, users' consent is not necessary.
Regarding the personal data referred to in paragraph (1)(b), they will be processed for the organization of the event and the provision of meals in an appropriate manner (e.g., for food allergies or intolerances). Such data will be processed on the basis of specific consent.
Finally, with regard to the personal data referred to in point 1), letter c), where applicable, will be processed in order to prepare photographic and/or multimedia material to be used as a promotional tool by the Company. Such processing is based on the legitimate interest of the Company, supported by a legitimate interest assessment. In the event that any filming should take place during this event, participants will be informed by means of appropriate notices displayed at the entrance to the event and may avoid such filmed areas. In particular, whoever enters the event, enters the possible range of the camera and/or photographic footage and acknowledges the use of his/her image -without having anything to claim or recriminate- for publication on media intended for dissemination and used for promotional purposes of the activities carried out by the Company. The Company considers itself relieved of all economic obligations and any liability inherent in any misuse of the video material that may be made by third parties.
3. Nature of the provision of personal data
The provision of the data referred to in paragraph (1)(a) is compulsory, as in the absence of such data it will not be possible to participate in this event.On the other hand, in relation to the data referred to in paragraph (1)(b), their provision is optional and unrestricted by the data subjects. In the event of the provision of such data, the provision of the relevant consent is mandatory in order to enable the Company to process them and consequently to provide for the management of the special requirements regarding meals. In the absence of such consent, such data cannot be processed by the Company.
Finally, with reference to the data referred to in paragraph (1)(c), where applicable, their provision is optional and free.
It should be noted that participants may withdraw, at any time, the consent already given to the processing of personal data by writing to the email [email protected]; the withdrawal of consent does not affect the lawfulness of the processing carried out prior to that withdrawal.
4. Methods and duration of the processing of personal data
The processing of users' personal data is carried out by company personnel specifically authorized by the Company; to this end, these individuals are identified and instructed in writing. The processing may be carried out using computer, telematic or even paper tools and media in compliance with the provisions aimed at ensuring the security and confidentiality of personal data, as well as, among other things, the accuracy, updating and relevance of personal data to the stated purposes.
The personal data collected will be stored in electronic and/or paper files located at the Company's registered office or operational offices. The storage of personal data provided by users will take place in a form that allows their identification for a period of time no longer than is necessary to pursue the purposes, as identified in paragraph 1 of this policy, for which such data are collected and processed.
Specifically, regarding the purpose under paragraph (1)(b), personal data will be deleted within a period of 15 days after the end of this event, while the data related to the purpose under paragraph 1), letter c) will be processed by the Company until the data subject asks to erase them, unless further legal obligations. It should be noted that following the erasure request, your data will not be subject to further dissemination by the Company, which, however, will not be able to guarantee their effective deletion, since they may have been reproduced in an almost unlimited manner by third parties.
It should also be noted that the Company has taken specific security measures to prevent loss, illegal or incorrect use of personal data and unauthorized access to them.
5. Recipients of personal data
Limited to the purposes identified in this statement, users' personal data may be disclosed in Italy or abroad, within the territory of the European Union (EU) or the European Economic Area (EEA), for the fulfillment of legal obligations.
The updated list of data recipients and designated Data Processors can be provided upon request by the data subject.
Personal data will not be transferred outside the territory of the European Union (EU) or the European Economic Area (EEA). Personal data will not be subject to dissemination and therefore will not be disclosed to the public or to an indefinite number of individuals, except as detailed in the purpose of paragraph (1)(c).
6. Rights under Articles 15, 16, 17, 18, 20 and 21 of EU Regulation 2016/679
Users, as data subjects, may exercise the rights of access to personal data provided by Article 15 of the EU Regulation and the rights provided by Articles 16, 17, 18, 20 and 21 of the same Regulation regarding rectification, erasure, limitation of processing of personal data, data portability where applicable and opposition to the processing of personal data. The rights can be exercised by writing to the following address: [email protected]
If the Company does not provide feedback within the timeframe provided by the regulations or the feedback is inadequate, users may lodge a complaint with the Data Protection Authority (DPA).
Below are the contact details of the Italian DPA:
Garante per la Protezione dei Dati Personali
Fax: (+39) 06.69677.3785
Telephone: (+39) 06.69677.1
E-mail: [email protected]
7. Data Protection Officer
Data Protection Officer can be contacted at the company headquarters and at the following e-mail address:
E-mail: [email protected]