Privacy Policy

Privacy Policy

Personal Data Processing Policy

With this policy, as required by current legislation under EU Regulation 2016/679, we describe the purposes and methods of processing personal data of users collected to allow registration and/or online enrollment in congress and/or institutional events or other types of events organized and managed by the Companies belonging to the Ideacongress Group.

These companies, identified below by their names and locations, operate as independent data controllers and are referred to in the privacy policy as "Companies belonging to the Ideacongress Group" or collectively as "Idea Congress Group."

IDEACONGRESS S.R.L.: Registered office at Piazza Giovanni Randaccio 1 – 00195 Rome (Italy), Fiscal Code VAT 06551171009, Phone +39 06 36381573

Purposes and Legal Basis for Processing

The personal data freely provided and acquired by us due to the activities carried out by the Companies belonging to the Ideacongress Group will be processed lawfully and fairly for the following purposes:

1) Collecting registrations and/or enrollments to enable each of the Companies belonging to the Ideacongress Group to carry out all the necessary procedures to formalize participation in events organized by the respective Company. This processing is necessary to perform a contract to which the data subject is a party or to take pre-contractual measures requested by the data subject. The legal basis for this processing is the data subject's expressed, free, and specific consent.

2) Sharing personal data with the sponsors of the event, who have a legitimate interest in contacting those who participate in the event to thank them for their participation, send related event materials, and request future collaboration with them. It is understood that, for this purpose, data will only be provided to sponsors to enable initial contact and delivery of information by the sponsors themselves, while further uses for marketing purposes are subject to the data subject's explicit consent. The legal basis for this processing is the data subject's expressed, free, and specific consent.

3) Sending communications from the Companies belonging to the Ideacongress Group to invite interested parties to future congress events, commercial promotions, and market research. The legal basis for this processing is the data subject's expressed, free, and specific consent.

4) Sending communications from the event sponsors to invite interested parties to their future congress events, commercial promotions, and market research. The legal basis for this processing is the data subject's expressed, free, and specific consent.

5) Allowing centralized administrative, tax, and accounting management of the personal data processed to manage all activities instrumental to the organization of events and activities organized and promoted by the Companies belonging to the Ideacongress Group. The legal basis for this processing is the data subject's expressed, free, and specific consent (according to me, this is unnecessary and is already covered in the first purpose).

Types of Data Processed

At the time of online registration, the user is asked to provide certain personal data (personal information, professional details, and contact information) as well as, if applicable, the personal data of their accompanying person. The personal data provided by users who complete online registration are used by the Companies belonging to the Ideacongress Group solely for the purpose of providing the requested service. Please note that bank details or other payment information may be requested if payment of a fee or hotel reservation or ticketing is required. The aforementioned data, requested when payment of a fee or hotel reservation or ticketing is required, may be communicated to third parties who will process them solely for the purposes strictly related to contractual obligations.

In order to carry out the contractual activity, in the case of an event that involves access to a room or building and also provides catering services, the user who completes the online registration may also provide data belonging to special categories (e.g., specific dietary needs such as intolerances and/or allergies or any physical limitations or disabilities, needs related to religious beliefs). If the user does not provide such data and does not give consent to their processing, the Companies belonging to the Ideacongress Group may not be able to guarantee the quality of the service offered to the user.

Data Processing Methods

The same data will be processed, with the necessary security and confidentiality measures, using the following methods: data collection from the data subject, collected and recorded for specific, explicit, and legitimate purposes and used in further processing operations compatible with these purposes, processing carried out using electronic and automated tools (data collection via telematics, through online registration on the event website or directly from the data subject).

Specific security measures are observed to prevent data loss, illegal or incorrect use, and unauthorized access. The processed data will be constantly updated and complete, and for this purpose, we invite users to send notifications for updates or corrections when necessary. Access to personal data is limited to employees and collaborators who need this information to carry out their activities and manage, develop, and improve our services.

Mandatory or Optional Nature of Data Provision and Consequences of Refusal to Respond

With regard to purpose 1 (collection of registrations and/or enrollments), the provision of data by you is mandatory so that the data controller can proceed with the registration of the participation request in the event. In case of refusal, it will be impossible to complete the registration process, and the data controller will not be able to fulfill contractual obligations.

With regard to purpose 2 (sharing of personal data with event sponsors), the provision of data by you is optional. In case of refusal, your data will not be shared with event sponsors.

With regard to purpose 3 (sending communications from the Companies belonging to the Ideacongress Group), the provision of data by you is optional. In case of refusal, you will not receive future communications.

With regard to purpose 4 (sending communications from event sponsors), the provision of data by you is optional. In case of refusal, you will not receive future communications.

With regard to purpose 5 (allowing centralized administrative, tax, and accounting management), the provision of data by you is optional. In case of refusal, the management will not be centralized but handled autonomously.

Communication of Data to Third Parties

Personal data will be processed by the data controller, by data processors appointed by the data controller, and by authorized data processors. They may be communicated to other companies belonging to the Ideacongress Group and to companies commissioned to carry out the event to fulfill all contractual obligations.

Personal data may be communicated to sponsors within the limits and in relation to the legal bases indicated in the "Purposes and Legal Basis for Processing" section of this policy.

Data may be communicated following inspections or checks to all inspection bodies responsible for verifying and controlling compliance with legal obligations.

The data will not be disseminated.

Retention Period

Personal data will be processed for the time strictly necessary for the organization and management of the event and then stored within the databases of the Companies belonging to the Ideacongress Group for a period of five years for administrative and tax compliance and to keep participants informed about new initiatives if they have consented to receive such messages.

Existence of Automated Decision-Making (Profiling)

No automated decision-making is foreseen.

Transfer of Data to Third Countries or International Organizations

The data controller may transfer the collected data to subjects located 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 protections required by current legislation.

Data Controller

The data controllers of the collected, processed, and used data are the companies IDEACONGRESS S.R.L.: Registered office at Piazza Giovanni

Randaccio 1 – 00195 Rome (Italy), Fiscal Code VAT 06551171009, Phone +39 06 36381573.

Contact details of the data controller: info@idea-group.it

Processing related to data collection takes place at the headquarters of the Ideacongress Group and is managed by the staff of the company responsible for the processing, as well as by any individuals responsible for occasional maintenance operations of the company's web platform.

Data Subject Rights

- Right of access to personal data and other rights -

The data subject has the right to obtain confirmation at any time of the existence or non-existence of personal data concerning them, even if not yet recorded, and their communication in an intelligible form. The data subject has the right to obtain information about: the origin of personal data; the purposes and methods of processing; the logic applied in case of processing carried out using electronic tools; the identification details of the data controller, data processors, and designated representatives, if any; the subjects or categories of subjects to whom personal data may be communicated or who may become aware of it. The data subject has the right to obtain: updating, rectification, or integration of data; deletion, anonymization, or blocking of data processed unlawfully, including data whose retention is unnecessary for the purposes for which the data were collected or subsequently processed; confirmation that the operations referred to in this information have been brought to the attention, also as regards their content, to those to whom the data have been communicated or disseminated, unless this requirement proves impossible or involves a manifestly disproportionate effort compared to the protected right. The data subject has the right to object in whole or in part, for legitimate reasons, to the processing of personal data concerning them, even if pertinent to the purpose of the collection, to the processing of personal data concerning them for the purposes of sending advertising material or direct sales or for carrying out market research or commercial communication. In particular, the data subject may at any time request the data controller to access personal data and rectify or erase them, limit their processing concerning them, or object to their processing, as well as the right to data portability. The data subject also has the right to withdraw consent at any time without prejudice to the lawfulness of processing based on consent given before its withdrawal and has the right to lodge a complaint with the supervisory authority. To exercise these rights, contact info@idea-group.it or write to the contact details provided above.