Data protection notice for events (O_IS_IT)

Notice pursuant to Article 13 of Regulation (EU) 2016/679 on the protection of personal data (GDPR) regarding the organisation of events

 

Dear Data Subject,

This notice is provided in relation to the processing of personal data as set out in Article 13 of the GDPR.

1. Data Controller

For the purposes of this Notice, the data controller is Technoform Bautec Italia S.p.A., with registered office in Lainate (MI), Via Settembrini, 80, registered with the Companies Register of Milan under no. 184951/1998 - REA no. 1562624, Tax Code 02264970126 – VAT No. 12483790155 (the "Controller"). 

2. Data collected

a) Personal data

  • first and last name;
  • place and date of birth;
  • company of affiliation; 
  • address;
  • e-mail and telephone number.

b) Special categories of personal data

Subject to specific consent, the Controller may collect and process data relating to any intolerances and/or allergies of the Data Subject:

c) Images and audio-video recordings

  • photographs of the Data Subject;
  • audio-video recordings of the Data Subject;
  • audio-video content produced during events and/or meetings.

3. Purposes and legal basis of processing in accordance with EU Regulation 679/2016

3.1 Registration for the event

Personal data are processed to manage the Data Subject's registration for the event.

Legal basis: pursuit of the Controller's legitimate interest (Art. 6(1)(f) GDPR).

Failure to provide the data prevents the Data Subject from taking part in the event.

3.2 Protection of health

Any data concerning health provided by the Data Subject (food intolerances and/or allergies) are processed in order to manage the Data Subject's participation in the event.

Legal basis: the Data Subject's explicit consent to processing, given separately (Art. 9 (2) (a) GDPR). 

Failure to provide such data may make it impossible or inappropriate to provide specific services to the Data Subject.

3.3 Use of images and videos for informational, institutional and promotional purposes

Subject to the Data Subject's free, specific, informed and separate consent, the Controller may collect images and videos of the Data Subject and use them to:

  • document the event and/or meeting;
  • publish content on the Controller's website, newsletter and informational materials;
  • publish content on the Controller's official social media profiles;
  • distribute promotional and communication material relating to the Controller's activities.

Legal basis: the Data Subject's consent.

Such consent is given by completing the section at the end of this notice, as well as through the Data Subject's voluntary act of attending the spaces used for the collection of images.

The Data (photographic images and audio-video recordings) will be processed for communication activities, the corporate historical archive, and commercial campaigns and initiatives concerning Technoform Bautec Italia SpA, for publications both in print and on the website www.technoform.com, on the corporate social media channels which the Controller decides to join (for example: LinkedIn, Facebook, Instagram, YouTube) and on all communication channels of the Technoform group.

Providing your personal data for the above purposes is optional. Failure to provide it will result in exclusion from the recordings or photographs.

4. Processing methods

The Data will be processed by employees and/or collaborators of the Controller, specifically appointed as persons authorised to process data pursuant to Art. 29 GDPR (such as, by way of example, those in charge of the human resources function, the legal function, the administrative function, the compliance and risk management function, and information systems), or by external data processors pursuant to Art. 28 GDPR, whose respective names are available upon request to the Controller.

The Controller and the third parties it engages process the Data using manual procedures or electronic or otherwise automated tools, according to logic strictly related to the purposes themselves, and in any case in a manner that ensures the security and confidentiality of the Data. In this regard, the Controller declares that it has carried out a security risk analysis and has adopted all appropriate measures pursuant to Art. 32 of the GDPR, and has carried out the necessary “Data Protection Impact Assessments” in accordance with Art. 35 of the GDPR.

The taking and use of the images are considered services rendered free of charge. Technoform Bautec Italia SpA undertakes not to make any use of the images that could be detrimental to the dignity, reputation or decorum of the Data Subject.

5. Disclosure (recipients) of the Data

The Data may be disclosed to third parties, including abroad, only where necessary for the purposes set out in this Notice.

The third-party recipients of the Data, acting as independent data controllers or duly appointed as data processors, belong to the following categories: 

a) parties who carry out, on behalf of or in favour of the Controller, tasks of a technical and organisational nature or professional assistance/consultancy; 

b) professionals or professional associations;

c) companies belonging to the Technoform group. 

The complete list of the Data processors is kept at the Controller's registered office and may be consulted upon request sent to the contact details indicated in Article 7 below. 

6. Data retention period 

The Data are processed only for the time strictly necessary to achieve the purposes for which they were collected. Health-related data, in particular, will be retained until the end of the event and the verification of the related operational or safety requirements, without prejudice to the possibility of further retention where necessary for the establishment, exercise or defence of a right in court. The check on the obsolescence of the data retained in relation to the purposes for which they were collected is carried out periodically, and the maximum retention period is 10 years. 

7. Rights of the data subject pursuant to Chapter III of Regulation (EU) 2016/679 

The persons to whom the Data relate have the right, at any time, to: (I) obtain confirmation of the existence or otherwise of personal data concerning them; (II) know the purposes of the processing and the methods, the recipients of such Data, and the retention period; (III) obtain rectification or erasure, and, where applicable, restriction of processing; (IV) object to the processing; (V) where applicable, receive, in a structured, commonly used and machine-readable format, the Data concerning them provided to the Controller, and transmit such data to another data controller without hindrance from the Controller; (VI) lodge a complaint with the Supervisory Authority; (VII) withdrawal of consent. 

You may contact Technoform Bautec Italia SpA to exercise the rights listed above, by writing to the e-mail address: privacy [dot] oisit [at] technoform [dot] com (privacy[dot]oisit[at]technoform[dot]com). 

You may always apply to the Italian Supervisory Authority for the protection of your rights pursuant to Art. 77 GDPR.

8. Privacy Contact Person and persons who may become aware of personal data

The Privacy Contact Persons are Adalberto Banfi and Raffaella Galli, domiciled for this purpose at the Company. In any case, the updated list of the Data Processors is available to you at the registered office of the Company, the Data Controller.

Consistent with the purposes indicated above, personal data may become known to Company personnel in charge of the related administrative and IT management, and to personnel entrusted with activities involving the processing of your data for one of the purposes set out in this notice.

 

CONSENT FOR USE OF PORTRAIT/AUDIO-VIDEO RECORDINGS

The undersigned _________________________________________ declares to have read this notice and therefore 

☐ GIVES CONSENT • for Technoform Bautec Italia SpA to process his/her personal data for the purposes and in the manner described herein

☐ DENIES CONSENT

Place and date _________________________________________________

First and last name _________________________________________________

Signature for consent given _________________________________________________

CONSENT TO THE PROCESSING OF HEALTH-RELATED DATA

The undersigned declares to have read this notice and therefore 

☐ GIVES CONSENT for Technoform Bautec Italia SpA to process his/her health-related data for the purposes and in the manner described herein

☐ DENIES CONSENT

Place and date _________________________________________________

First and last name _________________________________________________

Signature for consent given _________________________________________________