Privacy policy - Invitation letter to get the visa - EIMA International 2026

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

This information is provided by FederUnacoma S.u.r.l. to parties requesting the invitation letter required to apply for an entry visa to Italy for participation in EIMA International 2026.

1. DATA CONTROLLER

The Data Controller is FederUnacoma S.u.r.l., with registered office in Via Aldo Moro no. 64, Torre I, 40127 Bologna, in the person of its legal representative pro tempore (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. PERSONAL DATA SUBJECT TO PROCESSING

To manage the request for the invitation letter, FederUnacoma processes the personal data provided directly by the interested party (data subject) on the specific request form.

The data processed may include, depending on the information requested, first and last name, date and place of birth, nationality, profession, company or organization affiliation, e-mail address and other contact details, passport or other travel document details, as well as any other information necessary to issue the invitation letter.

Providing your data is optional, however, failure to provide the requested information will prevent the Data Controller from fulfilling your request and issuing the relevant invitation letter.

4. PURPOSE AND LEGAL BASIS OF THE PROCESSING

a. Management of the request for the issuance of the invitation letter
Personal data will be processed to manage the request for the invitation letter required to apply for an entry visa to Italy for participation in EIMA International 2026, as well as to carry out the administrative activities strictly related to this request. The legal basis for the processing is the implementation of pre-contractual measures adopted at the data subject's request, pursuant to Art. 6, paragraph 1, letter b), of the GDPR, as the request for an invitation letter is essential to initiating and managing the procedures necessary for the data subject's participation in the event, regardless of whether the ticket has already been purchased or is done subsequently.

b. Fulfillment of legal obligations
Personal data may be processed when necessary to fulfill obligations under laws, regulations, or orders of the competent authorities to which the Data Controller is subject. The legal basis for processing is compliance with a legal obligation pursuant to Art. 6, paragraph 1, letter c) of the GDPR.

c. Ascertainment, exercise or defense of a right of the Data Controller
Personal data may also be processed if necessary 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.

5. DATA COMMUNICATION AND TRANSFERS OUTSIDE THE EEA

Personal data may be disclosed to third parties acting on behalf of the Data Controller to manage requests for invitation letters and, more generally, to organize and manage the event. These include technical, IT, and administrative service providers, individuals responsible for managing and maintaining the platforms and systems used by the Data Controller, as well as consultants and professionals who provide administrative, tax, and accounting support. These entities will process personal data as data processors appointed pursuant to Article 28 of the GDPR or, where applicable, as independent data controllers. The data may also be communicated to public authorities or other entities authorized to receive it pursuant to regulatory provisions or provisions of the competent Authorities. Data is not transferred outside the European Economic Area. If necessary, the transfer will take place in compliance with the conditions and guarantees set forth in Articles 45 et seq. of the GDPR. An updated list of data controllers is available upon request by writing to privacy@federunacoma.it.

6. DATA STORAGE PERIOD

Personal data will be retained for the time strictly necessary to manage the request for the invitation letter and, in any case, for a period no longer than 24 months from the conclusion of EIMA International 2026, without prejudice to any legal obligations or needs to protect the Data Controller's rights that require further retention.

7. PROCESSING METHOD

Personal data is processed using paper, computer, and electronic devices in compliance with the principles of lawfulness, fairness, transparency, data minimization, and integrity set forth in the GDPR. FederUnacoma uses appropriate technical and organizational measures to ensure the security, confidentiality, and protection of the data processed, as well as to prevent its unauthorized access, loss, alteration, or improper disclosure.

8. RIGHTS OF THE DATA SUBJECT

The data subject may exercise the rights set out in Articles 15–22 of the GDPR at any time, in accordance with applicable legal terms and conditions, including:

Right of access – obtain confirmation of whether or not personal data concerning him or her is being processed and receive information relating to the processing, as well as obtain a copy of the data processed;
Right to rectification – obtain the rectification of inaccurate personal data or the integration of incomplete data;
Right to erasure – obtain the erasure of personal data in the cases provided for by Art. 17 of the GDPR;
Right to restriction of processing – obtain restriction of processing in the cases provided for by Art. 18 of the GDPR;
Right to data portability – receive the personal data provided in a structured, commonly used, and machine-readable format and transmit that data to another data controller, in the cases provided for by Art. 20 of the GDPR;
Right to object – object at any time, for reasons relating to your particular situation, to the processing of your personal data pursuant to Art. 6, paragraph 1, letters e) or f) of the GDPR;
Right to withdraw consent – where the processing is based on consent, revoke any consent given at any time, without affecting the lawfulness of the processing carried out before the revocation.

The data subject also has the right to lodge a complaint with the Italian Data Protection Authority.

To exercise your rights, you can contact: privacy@federunacoma.it or avvocatoandreabonoli@libero.it.