This information notice, as provided for by current legislation in the framework of EU Regulation 2016/679, describes the purposes and methods of processing of users’ personal data collected to enable their online registration and/or subscription to the Accademia Polis platform managed by the Companies belonging to the Ideacongress Group.
These companies, indicated below by their name and registered office, operate as autonomous data controllers and are referred to in the privacy policy as “Companies belonging to the Idea Group” or collectively as “Idea Congress Group”.
IDEACONGRESS S.R.L.: Registered office in piazza giovanni randaccio 1 – 00195 Roma (Italy), Tax code VAT No. 06551171009, Telephone 39 06 36381573
Purpose and legal basis of processing
Personal data, freely communicated and acquired by us as a result of the activity carried out by the companies belonging to the Ideacongress Group, will be processed lawfully and fairly for the following purposes:
1) collection of registrations and/or registrations in order to allow each of the companies belonging to the Ideacongress Group to carry out all the formalities necessary for the formalisation of participation in the events organised by the company itself. Such processing is necessary for the execution of a contract to which the data subject is party or the execution of pre-contractual measures taken at the request of the same. Legal basis legitimising the processing is the express, free and specific consent of the data subject
2) sharing personal data with the sponsors of the initiative, who have a legitimate interest in getting in touch with those who participate in the initiative in order to thank them for the initiative, to send them material related to the event and to ask them to present their business in the future. It is understood that for this purpose the data will be provided to the Sponsors only to allow the first contact and the delivery of the information by the Sponsors themselves, while further uses for marketing contacts are subject to the express consent of the person concerned. The legal basis legitimising the processing is the express, free and specific consent of the data subject;
3) sending of communications by the Companies belonging to the Ideacongress Group to invite interested parties to subsequent congress initiatives, commercial promotions, market research. The legal basis legitimising the processing is the express, free and specific consent of the data subject;
4) sending of communications by the Sponsors of the initiative to invite interested parties to their subsequent conferences, commercial promotions, market research. The legal basis legitimising the processing is the express, free and specific consent of the data subject;
5) permission for the centralised management for administrative, fiscal and accounting purposes of the personal data processed in order to manage all the activities instrumental to the management of the events and activities organised and promoted by the Companies belonging to the Ideacongress Group. The legal basis legitimising the processing is the express, free and specific consent of the person concerned. (in my opinion this is unnecessary and is already included in the first purpose)
Types of data processed
When registering on-line, the user is asked to enter some personal data (personal, professional and contact details) as well as, if present, the personal data of the accompanying person. The personal data provided by users who register on-line are used by the companies belonging to the Ideacongress Group for the sole purpose of providing the requested service. Please note that bank details or other information on payment methods may be requested. The aforementioned data, requested in the event that payment of a fee is required, may be communicated to third parties who will process it for instrumental purposes strictly related to contractual fulfilment.
Treatment modalities
This data will be processed, in compliance with the necessary security and confidentiality, in the following ways: collection of data from the data subject, collected and recorded for specific, explicit and legitimate purposes and used in further processing operations in terms compatible with those purposes, processing carried out with the aid of electronic and automated tools (collection of data by telematic means, through online registration on the event website, directly from the data subject).
Specific security measures are observed to prevent loss of data, unlawful or incorrect use and unauthorised access. The data processed will be constantly updated and complete, and, to this end, we invite users to send in notifications for updates or corrections where necessary. Access to personal data is restricted to employees and collaborators who require this information in order to carry out their work, as well as to manage, develop and improve our services.
Compulsory or optional nature of providing data and consequences of a refusal to answer
With reference to purpose 1 (collection of registrations and/or subscriptions), the nature of the provision of data by you is compulsory in order for the Data Controller to be able to proceed with the registration process. In the event of refusal, it will therefore be impossible to complete the registration process and the Controller will not be able to fulfil its contractual obligations.
With reference to purpose 2 (sharing of personal data with sponsors of the initiative), the nature of the provision of data by you is optional. In case of refusal, your data will not be shared with the sponsors of the initiative.
With reference to purpose 3 (sending of communications by the Companies belonging to the Ideacongress Group), the nature of the provision of your data is optional. In case of refusal, you will not receive future communications.
With reference to purpose 4 (sending of communications by the Sponsors of the initiative), the nature of the provision of data by you is optional. In case of refusal, you will not be sent any communication in the future.
With reference to purpose 5 (permission for centralised management for administrative, tax and accounting purposes) the nature of the provision of data by you is optional. In the event of refusal, the management will not be centralised but managed autonomously.
Disclosure of data to third parties
Personal data will be processed by the Data Controller, by the Data Processors appointed by him/her and by strictly authorised processors. They may be communicated to other companies belonging to the Ideacongress Group and to companies commissioning the event in order to carry out all the fulfilments related to contractual obligations.
Personal data may be disclosed to Sponsors within the limits of and in relation to the legal bases indicated in the ‘purpose and legal bases of processing’ section of this policy.
The data may be communicated following inspections or audits, to all inspection bodies in charge of audits and controls relating to the regularity of legal compliance.
The data will not be disseminated.
Storage times
Personal data will be processed for the time strictly necessary for the organisation and management of the event, and then archived within the Data Bases of the Companies belonging to the Ideacongress Group for a period of five years for the management of administrative and fiscal fulfilments and to keep participants who have consented to receive these messages updated on new initiatives.
Existence of automated decision-making (profiling)
There is no automated decision-making process.
Transfer of data to third countries or international organisations
The Data Controller may transfer the data collected to parties based in third countries. In this case, it is the responsibility of the Data Controller to take all necessary precautions to ensure that the transfer takes place with the safeguards provided for by current legislation.
Data Controller
The Data Controllers of the data collected, processed and used are the companies IDEACONGRESS S.R.L.: Registered office in piazza giovanni randaccio 1 – 00195 Rome (Italy), Fiscal Code VAT No. 06551171009, Telephone 39 06 36381573
Owner’s contact details: info@idea-group.it
The processing operations connected to the collection of data take place at the Ideacongress Group’s head office and are carried out by the company staff in charge of data processing, as well as by any persons in charge of occasional maintenance operations of the company’s web platform.
Rights of data subjects
– Right of access to personal data and other rights –
The data subject shall have the right at any time to obtain confirmation as to whether or not personal data concerning him exist, regardless of their being already recorded, and communication of such data in intelligible form. The interested party has the right to obtain information on: the origin of the personal data; the purposes and methods of processing; the logic applied in the case of processing carried out with the aid of electronic instruments; the identification details of the data controller, the data processor and the representative, if appointed; the subjects or categories of subjects to whom the personal data may be communicated or who may become aware of it. The data subject has the right to obtain the updating, rectification or, where interested therein, the integration of the data; the cancellation, transformation into anonymous form or blocking of data in breach of the law, including data whose storage is not necessary in relation to the purposes for which the data were collected or subsequently processed certification to the effect that the operations as per this notice have been notified, as also related to their contents, to the entities to whom or which the data were communicated or disseminated, unless this requirement proves impossible or involves a manifestly disproportionate effort compared with the right that is to be protected. The data subject shall have the right to object, in whole or in part: on legitimate grounds, to the processing of personal data concerning him/her, even though they are relevant to the purpose of the collection; to the processing of personal data concerning him/her, where it is carried out for the purpose of sending advertising materials or direct selling or else for the performance of market or commercial communication surveys. In particular, the data subject may at any time ask the Data Controller for access to and rectification or erasure or restriction of personal data concerning him or her, or object to the processing of such data, as well as the right to data portability. The data subject also has the right to revoke consent at any time without prejudice to the lawfulness of the processing based on the consent given before revocation, and has the right to lodge a complaint with the Supervisory Authority. Exercise of rights info@idea-group.it or by writing to the contact details below.
