Privacy policy - Visitor registration - EIMA International 2026

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

1. DATA CONTROLLER

FederUnacoma Surl, 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 (the “Data Controller” or “FederUnacoma”) and may be contacted by sending an e-mail to: privacy@federunacoma.it.

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 Surl
Viale Aldo Moro, 64, Torre I, Bologna
40127 - Bologna (BO)

3. DEFINITION OF PERSONAL DATA AND INFORMATION RELATING TO PROCESSING ACTIVITIES

Pursuant to the GDPR personal data means any information relating to an identified or identifiable natural person ("data subject"); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

As part of your participation in the event, FederUnacoma processes the following data: personal details (name, surname) and contact details (e-mail, telephone number, fax number, VAT number) and photographs, images, and audiovisual recordings depicting you during the initiatives in which you participate.

Participants who are not Italian citizens may be asked to provide their passport number, issue date, and expiration date, solely for the purpose of issuing the invitation letter/event ticket. This data will not be retained.

Providing your data is voluntary, but necessary to participate in the event. Failure to provide this information will prevent you from using the services offered. Audio and video recordings, as well as photographs, may be made during the event, all of which will be done in a non-invasive manner.

4. PURPOSE AND LEGAL BASIS OF THE PROCESSING

a. Event registration and participation management
Your personal data will be processed by FederUnacoma to allow you to register and participate in its initiatives and events, as well as to manage the related organizational, administrative, accounting, and contractual obligations, including any payment or bonus credit management. 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 Regulation (EU) 2016/679.

Providing your data is optional, however, failure to provide the necessary data may make it impossible to complete your registration or participate in the event.

b. For direct marketing purposes
Your personal data may be processed by FederUnacoma to send you e-mails containing informative and promotional notices relating to events, initiatives, services, and trade fair activities similar to those you previously purchased or participated in. The legal basis for the processing is the legitimate interest of the Data Controller, pursuant to Art. 6, paragraph 1, letter f) of Regulation (EU) 2016/679 and Art. 130, paragraph 4, of Legislative Decree 196/2003.

You may object to receiving such notices at any time, free of charge and without formalities, by writing to FederUnacoma at info@federunacoma.it or by using the appropriate link included in each e-mail.

c. For indirect marketing purposes
With your express and specific consent, FederUnacoma may process your personal data to send commercial and promotional notices, by e-mail or other contact methods, relating to the products, services, initiatives, and events of third-party companies operating in the sectors of your interest.

The legal basis for the processing is the consent of the data subject, pursuant to Art. 6, paragraph 1, letter a) of Regulation (EU) 2016/679. Providing your data for this purpose is optional, and failure to provide consent will not affect your ability to participate in the event or use the services offered by FederUnacoma. You may withdraw your consent at any time by writing to privacy@federunacoma.it or using the unsubscribe tools included in any notices you receive.

d. Communication/transfer to third parties
With your express and specific consent, FederUnacoma may share your personal data with third-party companies with which it has entered into partnership agreements, operating in sectors related to the events and initiatives organized by the Data Controller. These entities, acting as independent data controllers, may process your personal data for their own commercial, promotional, and marketing purposes, including the promotion of products, services, and events.

The legal basis for the processing is the consent of the data subject, pursuant to Art. 6, paragraph 1, letter a) of Regulation (EU) 2016/679. Providing your data for this purpose is optional, and failure to provide consent will not affect your ability to participate in the event or use the services offered by FederUnacoma. Consent may be revoked at any time by writing to privacy@federunacoma.it.

e. Profiling
With your express and specific consent, FederUnacoma may perform profiling activities to understand your preferences and needs in relation to the offer of new customized services and content. The legal basis is explicit consent; without it, the Data Controller will not carry out profiling activities. You will still be able to use the services offered.

f. Fulfillment of legal obligations
FederUnacoma may process your data to comply with legal, regulatory, or tax obligations. The legal basis is the fulfillment of a legal obligation.

g. Protection of a right
Your Data may be processed by FederUnacoma to ascertain, exercise, or defend a right of the Data Controller, including in court proceedings, or in the event of the exercise of functions by judicial authorities. The legal basis is the legitimate interest of the Data Controller.

h. Publishing multimedia material
Your data and images may be processed to create video and/or photographic footage during events and published on websites, landing pages, social media profiles (Facebook, YouTube, etc.) or printed materials (brochures, catalogs, flyers). The legal basis is the legitimate interest of the Data Controller, as the recordings taken are generic and non-invasive. Specific filming or photography will require your express consent, accompanied by appropriate information and release. Refusal to allow such processing may make it impossible to use certain services.

i. QR code management and networking via the App
When purchasing a ticket users are asked to consent to the generation of a QR code containing their contact details (such as, for example, first name, last name, e-mail address, telephone number, company, position, and any other data associated with their profile) in order to allow the voluntary sharing of such information for networking activities.

The QR code may be made available to the user in digital or paper format and may be voluntarily shown to third parties. Scanning the QR code by third parties involves the transmission and acquisition of the contact data contained therein. The QR code will not be generated without consent, and the related networking functionality will not be available. The contact details associated with the QR code and managed as part of the networking feature may be stored in an internal database accessible only to authorized persons, for the sole purpose of enabling the management and use of the feature itself. The data will be processed exclusively for these purposes and retained for the time necessary to manage the service or until consent is revoked, without prejudice to any legal obligations or additional retention periods established by applicable legislation.

The user can revoke consent at any time and request deactivation of the QR code by contacting privacy@federunacoma.it. Revocation will prevent further data sharing via the QR code and the continuation of the networking functionality. It is understood that data already acquired from third parties by scanning the QR code before the revocation may remain available to such parties and cannot be recovered or deleted by the Data Controller. The withdrawal of consent does not affect the lawfulness of the processing carried out before the withdrawal itself.

The legal basis for the processing is the consent of the data subject, pursuant to Art. 6, paragraph 1, letter a) of Regulation (EU) 2016/679.

j. Statistical purposes in anonymous and aggregate form
Your data may be used by FederUnacoma for statistical analysis, event participation evaluation, and service improvement. This data will be processed exclusively in an anonymous and aggregate form, so as not to permit the identification of individual data. The legal basis for the processing is the Data Controller's legitimate interest in improving the organization and quality of the services offered.

5. PRIVACY POLICY ON THE USE OF IMAGES

Videos and photographs taken during initiatives promoted by FederUnacoma may be published for the purpose of documenting and publicizing the event on the Federation's websites, social media channels, and printed materials, such as presentations and brochures.

In any case, filming and photography will be conducted without invading the personal sphere of the subjects being filmed/photographed, paying careful attention to the angle of the photograph/video (for example, avoiding close-ups, opting for shots taken from above or very wide shots, which allow the location of the event to be contextualized but not to identify individual individuals; if the photograph/video also depicts minors, their faces will be obscured. With regard to video recordings only, fragments of conversations between the individuals concerned will not be captured).

Data processing is based on the Data Controller's legitimate interest, as the recordings made for this purpose are exclusively generic and in compliance with your rights and freedoms. Any refusal would make it impossible for FederUnacoma to provide the requested service.

The images will be used for the period necessary to communicate the happenings of the event until the next edition; after this period, they will be stored in the Data Controller's historical archive.

If a person photographed/filmed believes that their rights and freedoms have been infringed upon by the publication, he/she may request its deletion by sending an e-mail to avvocatoandreabonoli@libero.it.

Any specific photographs or filming will, however, be taken by FederUnacoma only with explicit consent, which will be requested, accompanied by appropriate information and a specific release form.

6. PROCESSING METHODS

Processing is carried out using manual, computerized, and electronic means, ensuring security, integrity, and confidentiality, in compliance with Articles 6 and 32 of the GDPR.

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

Personal data may be disclosed to third parties who, as appropriate, act as independent data controllers or as data processors appointed by the Data Controller pursuant to Art. 28 of Regulation (EU) 2016/679 (GDPR), exclusively for purposes related to the provision of services, the fulfillment of regulatory, contractual, or administrative obligations, and the protection of the Data Controller's rights. These entities include, for example, public authorities and supervisory bodies, consultants, IT, administrative, organizational, and logistics service providers, professional firms, as well as legal, tax, accounting, and insurance professionals. An updated list of data processors appointed by the Data Controller is available upon request at privacy@federunacoma.it.

Upon obtaining the data subject's consent (when required), personal data may be disclosed to third-party partner companies, including commercial companies, sponsors, or other entities operating in areas related to the Data Controller's institutional, associative, promotional, or networking activities, so that they may process them as independent data controllers for their own commercial, promotional, informational, or professional purposes, within the limits of the data subject's consent.

Upon obtaining your consent, the image may be distributed to a general public via websites, social networks, and paper magazines.

The data may also be disclosed if required by law, regulation, or order of the competent authorities.
Data transfer outside the EU: Data transfer outside the EU: Data is not currently transferred outside the European Economic Area. Should a transfer be necessary in the future, it will be carried out in full compliance with Articles 44 et seq. of the GDPR, through adequacy decisions of the European Commission or standard contractual clauses approved by the Commission.

7-bis. EXCHANGE OF CONTACT DETAILS AMONG PARTICIPANTS VIA QR CODE

When purchasing a ticket, users are asked to consent to the generation and sharing of their contact details via QR code, in order to enable networking activities and the voluntary exchange of information with other participants or users. The QR code will not be generated without consent, and the related networking functionality will not be available.

The QR code may be made available to the user in digital or paper format. Voluntary scanning of the QR code by other users or third parties involves the disclosure of the contact details contained therein, such as name, surname, company affiliation, e-mail address, and telephone number, as well as their possible storage in the App or in the tools used by the person who performed the scan. Data sharing occurs exclusively on the voluntary initiative of the user who owns the QR code, by displaying or making it available to the user.

The contact details associated with the networking feature are stored in an internal database managed by the Data Controller, which is not accessible to the public and is accessible only to authorized persons, in order to allow management of the feature itself and the generation of the QR code. The data is made available to other users only after they voluntarily scan the QR code.

The user can revoke consent at any time and request deactivation of the QR code by contacting the Data Controller. Revoking your consent will prevent further sharing of your data through this feature, but will not affect the lawfulness of any processing carried out prior to your consent being revoked. It is understood that data already acquired from third parties by scanning the QR code before the revocation may remain available to such parties and cannot be recovered or deleted by the Data Controller. Contact information shared through this feature must be used by recipients exclusively for networking and professional purposes, in compliance with applicable data protection legislation.

8. RETENTION PERIOD

The data will be retained only for the time necessary for the purposes for which it was collected. Data relating to event participation will be retained for the duration of the event and for the subsequent limitation period for legal obligations or to defend the Data Controller's rights. Passport data will be processed only for the time necessary for the invitation letter. Data for marketing, profiling, and transfer will be processed for the entire duration of the relationship, unless consent is revoked. Images will be used until the next edition and then archived.

9. RIGHTS OF THE DATA SUBJECT

The data subject may exercise the rights set out in Articles 15–22 of the GDPR at any time, including:

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

It is also possible to submit a complaint to the Authority for the Protection of Personal Data.

Requests should be sent to: info@federunacoma.it or avvocatoandreabonoli@libero.it.