INFORMATION ON THE PROCESSING OF PERSONAL DATA FOR PARTICIPANTS IN CONFERENCES, SEMINARS, TECHNICAL MEETINGS
pursuant to article 13 of the General Data Protection Regulation
Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
(hereinafter "GDPR")
Dear Participant,
As already verbally communicated we inform you again in writing that your personal data will be processed, in compliance with the aforementioned legislation and confidentiality obligations which inspires the activity of AiCARR - Italian Association of Air Conditioning and Heating refrigeration (hereinafter also the "Association" or "AiCARR").
- Source of personal data
The personal data processed by the Association are those you provided at the time of registration or acquired during the event in which you participate.
- Purposes and methods of data processing (Article 13, paragraph 1, letter c) GDPR)
Your personal data will be used for institutional purposes and for purposes connected to the activities related to your participation in conference/ seminar/ technical meeting, and precisely:
- Your registration to the event organized by Aicarr;
- Management of the relevant administrative tasks;
- Sending of material relating to the event;
- Provision of any training credits;
- Fulfilment of legislative obligations (tax, accounting, etc. );
- Customer administration and accounting;
- Sending by e-mail newsletters and other communications relating to the activities of the Association (conferences, technical meetings, courses, publishing, etc. ), including training activities/events organized by the Association through the Processor Aicarr Educational S.r.l., and sending to your address some issues of the paper magazine Aicarr Journal;
- Communication to soci Sostenitori and/or soci Sostenitori Benemeriti (as defined by art. 4 of the Statute of the Association) and/ or sponsors, who collaborate in the event, of your contact details for commercial purposes;
- Security and functionality of the computer system;
- Handling of disputes in the event of non-compliance, disputes, legal disputes or transactions.
The processing of your personal data will be based on principles of fairness, lawfulness and transparency, it will be related to specified and explicit purposes and it will be adequate, relevant, accurate and limited to what is necessary in relation to the purposes for which data are processed; the processing will also take place by protecting your privacy and your rights and through appropriate tools to guarantee security and confidentiality. The processing of personal data relating to you will be carried out with manual, computerized and telematic tools, governed by rules strictly related to the purposes indicated above.
3) Categories of personal data
Within the limits strictly pertinent to the purposes indicated above, it will be necessary to process your identification data (name, surname, address, professional information, VAT number, e-mail address, any company to which it belongs, etc.). In the case of training events organized in webinar mode, the Association will also have to process, in the form of reports, through the specific function provided by the platform, your IP address, the transmission of which is implicit in the use of internet communication protocols, as well as data relating to the tracking of attention in compliance with the directives issued by the competent bodies for the recognition of educational credits.
4) Legal basis for the processing (Article 13, paragraph 1, letter c) GDPR)
In accordance with Article 6 of the GDPR, the legal basis of the processing:
- with reference to purposes a), b), c), d), e), f) is the need to perform a contract of which you are a party and the need to compliance with legal obligations to which the Data Controller is subject;
- with reference to the purposes g), h) is the consent you have expressed through the form below;
- with reference to the purpose i) is the legitimate interest pursued by the Data Controller in the security of the networks and the IT system;
- with reference to the purpose j) is the need to establish, exercise or defend legal claims.
We invite you to promptly notify us of any changes to your personal data in order to keep them updated in our archives.
5) Mandatory or optional nature of the provision of personal data and consequences of failure to provide personal data (Art. 13, paragraph 2, lett. e) GDPR)
The provision of your personal data in relation to the purposes a), b), c), d), e), f), i), j) is optional but necessary for the establishment, the execution and proper management of the contractual relationship relating to your participation in the event and is also mandatory for the fulfilment of legal obligations. Therefore, failure to provide data makes it impossible to attend the event and receive the relevant information material.
The provision of your personal data in relation to the purposes g), h) is optional and if you don’t want to give consent, this will not affect in any way your participation but would only make it impossible to use the specific services referred to in the aforementioned purposes.
6) Recipients or categories of recipients of personal data (Article 13, paragraph 1, letter e) GDPR)
Within the limits strictly relevant to the purposes indicated above, your personal data may be communicated:
- to service companies (for example, companies operating the services of packaging, labelling, shipping), consultants, freelancers;
- to the bodies responsible for the recognition of training credits;
- to employees and/or collaborators in any capacity of Aicarr;
- to Aicarr Educational S.r.l.;
- -only with your specific consent, to soci Sostenitori and/or soci Sostenitori Benemeriti and/or to sponsors who collaborate in the event.
The above mentioned subjects will process your personal data, as appropriate, as autonomous Data Controller, or Persons Authorized to process personal data, or Data Processors or System Administrators appointed in compliance with the provisions of the law also with regard to security measures to protect and safeguard your data.
In the case of training events organized in webinar mode, the reports relating to the tracking of the attention of the participants will not be communicated to anyone.
Your data will not be disseminated in any way.
7) Transfer of personal data to third countries (Article 13, paragraph 1, letter f) GDPR)
Your personal data will not be transferred outside Italy.
8) Retention period of personal data (Article 13, paragraph 2, letter a) GDPR)
Your personal data will be stored for the time strictly necessary for the pursuit of the aforementioned purposes, as well as for the fulfillment of the retention obligations provided by law, and in any case for the limitation period provided by law.
In the case of training events organized in webinar mode, the reports relating to tracking the attention of the participants will be stored for two years.
9) Rights of the Data Subject (Article 13, paragraph 2, letter b), c), d) GDPR)
We remind you that you may ask any time the Association for access and rectification of your data (art. 15 and 16 GDPR).
In addition, if the conditions are met, you can request the erasure of your data (art. 17 GDPR), the restriction of their processing (art. 18 GDPR), their portability (i.e. receiving them from the Association, in a structured, commonly used and machine-readable format, and transmitting them to another Data Controller without hindrance, art. 20 GDPR) and may object to their processing (art. 21 GDPR).
You also have the right to withdraw your consent at any time (where given), without prejudice to the lawfulness of the processing based on the consent given before its withdrawal, and the right to lodge a complaint with the supervisory authority (art. 13 par. 2 lit. c), d) GDPR).
10) Identification details of the Data Controller and contact details of the Data Protection Officer (Article 13, paragraph 1, letter a), b) GDPR)
The Data Controller is Aicarr Association - Italian Association of Air Conditioning, Heating and Refrigeration, based in Milan, via Melchiorre Gioia, 168 (telephone 02 67479270, fax 02 67479262, e-mail info@aicarr.org), which you can contact, if necessary, for any further information.
At the moment, the Association has not availed to appoint the Data Protection Officer ("DPO"), not being obliged to do so according to the GDPR.
The full text of the legislation referred to can be consulted on the website www.garanteprivacy.it
Milan, update april 2024
The Data Controller Aicarr - Italian Association of Air Conditioning Heating and Refrigeration
The General Secretary and Privacy Referent
Luca A. Piterà