Privacy Policy - Participation in EIMA International 2026

Information pursuant to Article 13 of Regulation (EU) 2016/679 (“GDPR”)

1. DATA CONTROLLER

FederUnacoma S.u.r.l., with registered office in Via Aldo Moro, 64, Torre I, Bologna, represented by its legal representative pro tempore, is the data controller of your personal data (hereinafter the “Data Controller” or "FederUnacoma").

2. DATA PROTECTION OFFICER

The Data Controller has appointed a Data Protection Officer (DPO), who may be contacted by sending an e-mail to avvocatoandreabonoli@libero.it, or by writing to:
Data Protection Officer (DPO)
c/o FederUnacoma S.u.r.l.
Viale Aldo Moro, 64, Torre I, Bologna
40127 – Bologna (BO)

3. DEFINITION OF PERSONAL DATA AND INFORMATION RELATING TO PROCESSING

Pursuant to the GDPR, “Personal data” means any information relating to an identified or identifiable natural person ("Data Subject").

FederUnacoma will process the Personal Data provided as part of the application to participate in EIMA INTERNATIONAL 2026 and the subsequent management of the relationship with the exhibitor.

Such Data may include identification and contact information of the exhibitor's representatives, data relating to the participating company, as well as any other information necessary to manage participation in the Event and provide the requested services.

Providing your data is necessary to manage your participation request and the services related to the Event. Failure to provide this information may make it impossible to process your request.

4. LEGAL BASIS AND PURPOSE OF THE PROCESSING

a. Event Participation Management
Your personal data will be processed by FederUnacoma to process your application to participate in EIMA INTERNATIONAL 2026 and to manage the related contractual relationship, including all organizational, administrative, and operational activities related to participation in the Event.

By way of example, the Data may be used for:

• managing registrations and participation requests;
• the planning and provision of services requested by the exhibitor;
• the publication of the exhibitor's identifying and professional data (such as company name, address, professional contact details, website, represented brands, and other information related to the business) in the Event's official catalogs, visitor guides, and related paper and digital information tools;
• the promotion of the Event and its participants through the Data Owner's communication channels.

The legal basis for the processing is the performance of a contract or pre-contractual measures entered into at the request of the data subject, pursuant to Art. 6, paragraph 1, letter b) of the GDPR.

Providing your data is necessary to manage your participation in the Event. Failure to provide this information may make it impossible to process your request for participation or to provide the services requested.

b. Information notices and direct marketing
The Data Controller may use the contact details provided as part of the contractual relationship to send communications relating to initiatives, events, services, and demonstrations organized or promoted by FederUnacoma similar to those in which the data subject has already participated.

This processing is carried out pursuant to Art. 130, paragraph 4, of Legislative Decree 196/2003 and is based on the Data Controller's legitimate interest in keeping its customers and participants updated on its institutional and promotional activities.

The data subject may object to receiving such communications at any time and free of charge by using the contact details indicated in this notice or the unsubscribe link that may be included in the communications received.

c. Fulfillment of Legal Obligations
Your Data may be processed to fulfill obligations under laws, regulations, EU legislation, or provisions issued by competent authorities.

The legal basis for processing is compliance with a legal obligation pursuant to Art. 6, paragraph 1, letter c) of the GDPR.

d. Establishment, exercise or defense of a right
Your Data may be processed to ascertain, exercise, or defend a right of the Data Controller in or out of court.

The legal basis for the processing is the legitimate interest of the Data Controller, pursuant to Art. 6, paragraph 1, letter f) of the GDPR.

e. Statistical analysis and service improvement
The Data Controller may perform statistical analysis activities aimed at monitoring the progress of the Event, evaluating its effectiveness and improving the quality of the services offered, as well as preparing reports and analyses on the activity of the organized events.

These activities will be carried out (when possible) on aggregated and/or pseudonymized data, in order to minimize the risk of direct identification of the data subjects. In any case, the analyses are not aimed at adopting automated decisions or at profiling individual data subjects.

The legal basis for the processing is the legitimate interest of the Data Controller, pursuant to Art. 6, paragraph 1, letter f) of the GDPR, with consideration to the rights and basic freedoms of the data subject.

f. Photographic and audiovisual recordings of the Event
During the Event, photographic and audiovisual recordings may be taken for the purpose of documenting and promoting the event through the Data Owner's websites, social media channels, catalogs, brochures, institutional publications, and other informational and promotional materials.

Images and footage may include contextual, environmental, or panoramic shots of the Event, in which participants may appear occasionally and unfocused.

Any photographic or audiovisual recordings that directly and recognizably portray individual participants (such as, for example, close-ups or interviews) will be made exclusively with the prior specific consent of the interested party, collected in accordance with applicable laws.

The images will be used with respect for the dignity and decorum of the people portrayed.

The legal basis for the processing is: for context and environmental shots, the Data Controller's legitimate interest pursuant to Art. 6, paragraph 1, letter f) of the GDPR; for close-ups and identification shots, the data subject's consent pursuant to Art. 6, paragraph 1, letter a) of the GDPR.

The data subject retains the right to object to the processing in the cases and according to the methods set forth in Article 21 of the GDPR.

5. COMMUNICATION OF DATA TO SUBJECTS LOCATED BOTH IN AND OUTSIDE THE EU

Your data may be disclosed to the Data Controller's employees and collaborators, specifically authorized to process personal data in accordance with current legislation.

The Data Controller may communicate some of your Data to parties it uses to carry out activities related to the organization of the Event, related initiatives and/or the publication of multimedia content collected during the event.

Specifically, in order to pursue the purposes described in paragraph 4 above, as an integral part of the processing activities, your Data may be disclosed to external companies, consultants, and collaborators who operate on behalf of the Data Controller as Data Processors pursuant to Article 28 of the GDPR.

The updated list of Data Processors is kept by the Data Controller and is available upon request from the data subject.

The Data Controller may also communicate your Data to public or private entities to whom communication is necessary to comply with legal obligations, regulations, or provisions issued by the competent Authorities.

Your data is processed mainly within the European Economic Area. If, for organizational, technical, or service provider-related reasons, it becomes necessary to transfer Data to countries outside the European Economic Area, such transfer will take place in compliance with the conditions set forth in Articles 44 et seq. of the GDPR and through the adoption of appropriate safeguards required by applicable law, including adequacy decisions of the European Commission or the Standard Contractual Clauses approved by the same Commission.

6. RETENTION PERIOD

Personal data is retained for the time necessary to achieve the purposes for which it was collected, in compliance with the storage limitation principle set forth in Art. 5, paragraph 1, letter e) of the GDPR.

In particular:

• data relating to participation in the Event and administrative, accounting, and tax obligations is retained for the duration of the contractual relationship and, subsequently, for a period not exceeding 10 years;
• data processed for direct marketing purposes is retained until the interested party objects and in any case no later than 24 months from the last interaction;
• data processed for legal obligations is retained for the period required by applicable laws;
• the data processed to protect the rights of the Data Controller is retained until the relevant rights expire;
• the data used for statistical analysis is stored in aggregate or pseudonymized form for the time necessary for analysis and improvement purposes;
• the images and multimedia contents of the Event are kept for the time necessary for documentation and promotion purposes, within the limits of the institutional activities of the Data Controller, without prejudice to the right of opposition where applicable.

7. PROCESSING METHODS

Processing is carried out using manual and/or computerized and electronic tools, ensuring the security, integrity, and confidentiality of the data in compliance with the physical and logical organizational measures required by applicable law, thus minimizing the risk of destruction or loss, unauthorized access, modification, and unauthorized disclosure, in accordance with the procedures set forth in Articles 6 and 32 of the GDPR.

8. RIGHTS OF THE DATA SUBJECT IN RELATION TO THE PROCESSING

While FederUnacoma is in possession of or processing your Personal Data, you, as the data subject, may, at any time, exercise the following rights pursuant to Articles 15–22 of the GDPR:

• Right of access – You have the right to obtain confirmation as to whether or not your personal data is being processed, as well as the right to receive any information relating to such processing;
• Right to rectification – You have the right to obtain the rectification or updating of your Personal Data in our possession, if it is incomplete or inaccurate;
• Right to erasure – in certain circumstances, you have the right to obtain the erasure of your Personal Data held in our records;
• Right to restriction of processing – under certain conditions, you have the right to obtain restriction of processing of your Personal Data;
• Right to portability – You have the right to obtain the transfer of your Personal Data in our possession to a different Data Controller;
• Right to object – You have the right to object, at any time, for reasons relating to your particular situation, to the processing of your personal data, including profiling, based on legitimate interest or the performance of a task carried out in the public interest or in the exercise of official authority, unless there are compelling legitimate grounds for the Data Controller to continue processing that override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims;
• Right to lodge a complaint with the Supervisory Authority – If FederUnacoma refuses to comply with your requests to exercise your rights under the GDPR, the reasons for the refusal will be provided. If applicable, you have the right to lodge a complaint as described in paragraph 9 below.

Such requests may be addressed to FederUnacoma exclusively at the following e-mail address privacy@federuncoma.it or alternatively to the e-mail address avvocatoandreabonoli@libero.it.

9. COMPLAINTS

If you wish to lodge a complaint regarding the way in which Your Data is processed by FederUnacoma, or regarding the handling of a complaint you have lodged, you have the right to submit a request directly to the Italian Data Protection Authority (www.garanteprivacy.it).