Privacy Policy

1. INTRODUCTION

Your privacy is important to Convention Bureau Italia SCRL (hereinafter “Convention Bureau Italia”). For this reason, we have adopted this Privacy Policy to explain how we collect, use, transfer, and store your personal data. We encourage you to read this document carefully to understand our privacy practices. If you have any questions, you may contact us using the details provided below.

Through this Privacy Policy, Convention Bureau Italia provides you, pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data (the “GDPR”), with information concerning the use of the website https://conventionbureauitalia.com/ (hereinafter, the “Website”) and any related processing of personal data.

2. PERSONAL DATA PROCESSED AND NATURE OF DATA PROVISION

2.1 Personal data collected through the use of the Website

Personal data may be used to identify or contact the user, as well as to provide better services to all our users.

Data collected automatically

The IT systems and software procedures used to operate the Website and all related applications acquire, during their normal operation, certain personal data whose transmission is implicit in the use of Internet communication protocols. This information is not collected in order to be associated with identified data subjects; however, due to its nature, it may allow users to be identified through processing and association with data held by third parties. This category of data includes the IP address or domain name of the device used, the operating system, the model and brand of the device, the telephone operator, the URI (Uniform Resource Identifier) addresses of the requested resources, the time of the request, the method used to submit the request to the server, the size of the file received in response, the numerical code indicating the status of the response provided by the server (successful outcome, error, etc.), and other parameters relating to the operating system and the IT environment of the user’s device.

These data are used to process anonymous statistics regarding the use of the Website and to verify its correct functioning.

Data provided voluntarily by the user

If you choose to interact with any forms available on the Website or contact us by e-mail, you may be required to send and/or provide certain personal information necessary to identify you and/or respond to your requests. The information that may be requested includes, by way of example only: first name and surname, e-mail address, type of request, and any other data provided by you through the forms available on the Website.

The user is responsible for the accuracy of the personal information submitted/provided to the Data Controller.

Data relating to interactions with electronic communications

If you choose to subscribe to our newsletter, information relating to the opening of communications sent by Convention Bureau Italia may be processed. This information is collected through a tracking pixel embedded in our communications and may include e-mail opens, clicks on links contained in messages, and interest shown in specific content or initiatives. Please be advised that consent to tracking may be withdrawn separately from consent to receiving our newsletter, without resulting in the discontinuation of newsletter communications.

2.2 Provision of data

Except for what is specified with regard to browsing data, the user is free to provide their personal data. However, failure to provide such data may result in the impossibility of obtaining the requested information or services.

3. PURPOSES OF PROCESSING AND LEGAL BASES

3.1 Your data will be processed:

1. to allow you to use the features made available through the Website;
2. to respond to your requests, if any;
3. to manage the technical aspects of the Website services;
4. to exercise the rights of the Data Controller;
5. to send you our newsletter and, in general, to send you promotional materials by e-mail regarding the destination, and to keep you informed about events, opportunities, and updates from Convention Bureau Italia concerning the Italian MICE sector;
6. to measure the effectiveness of our communications and improve the relevance of the content offered.

Additional purposes may be indicated in the privacy notices relating to the use of specific services.

3.2 Legal bases for processing

For the purposes referred to in sections 3.1.a and 3.1.b, the legal basis for the processing is the performance of a contract to which the data subject is a party and/or the implementation of pre-contractual measures taken at the request of the data subject.

For the purposes referred to in sections 3.1.c and 3.1.d, the legal basis for the processing is the legitimate interest of the Data Controller in ensuring the proper management of the systems, as well as in exercising and defending its rights.

For the purposes referred to in sections 3.1.e and 3.1.f, the legal basis for the processing is the consent provided by the data subject. Providing personal data for these purposes is optional. Please note that consent may be withdrawn at any time and as easily as it was originally given. In particular, you may choose to withdraw your consent to receiving our newsletters or to withdraw your consent solely to the tracking of communications while continuing to receive them. To exercise these rights, you may use the relevant function available in the footer of our e-mails or write to the addresses indicated below.

4. DATA RETENTION PERIOD

Your data will also be processed for the time necessary to handle your requests. Where data has been collected based on the user’s consent, it may be processed until such consent is withdrawn.

Once the retention periods indicated above have expired, your personal data will be destroyed, deleted, or anonymised, in accordance with the applicable technical procedures for deletion and backup.

5. PROCESSING METHODS AND USE OF DATA

Personal data will be processed in compliance with the necessary security and confidentiality requirements, and will be collected and recorded for specific, explicit, and legitimate purposes.

Any processing of personal data is carried out in accordance with the principles of fairness, lawfulness, and transparency. Processing may be performed both manually and through automated procedures and will take place through appropriate technical and organisational measures, avoiding the risk of loss, destruction, unauthorised access, disclosure, or any unlawful use. Appropriate measures will also be adopted to promptly delete or rectify any inaccurate data.

6. DATA RECIPIENTS

The personal data provided will be processed by authorised personnel who have been appropriately trained and operate under the authority and responsibility of the Data Controller. Personal data may also be processed by third parties providing supporting services, including communication services, e-mail services, website hosting and maintenance services, and other service providers related to the purposes described above. Only the data strictly necessary for the performance of the relevant functions will be disclosed to the aforementioned parties.

The updated list of all recipients is available at the registered office of the Data Controller and will be provided upon request by the data subject by contacting the addresses indicated below.

7. YOUR RIGHTS

With regard to your personal data, you may exercise at any time the rights provided for under Chapter III of the GDPR.

In particular, you have the right to request from the Data Controller access to your personal data, their rectification or erasure, the completion of incomplete data, and the restriction of processing; to receive your data in a structured, commonly used, and machine-readable format; to withdraw any consent previously given and to object, in whole or in part, to the use of your data, as well as to exercise any other rights granted under the applicable legislation.

You may exercise your rights by contacting the addresses indicated below. Pursuant to Article 77 of the GDPR, you also have the right to lodge a complaint with the Supervisory Authority if you believe that the processing of your data infringes the aforementioned Regulation.

8. USE OF COOKIES AND COOKIE POLICY

All information regarding the cookies installed through this Website, as well as the instructions necessary to manage your preferences in this regard, can be found at the following link: Cookie Policy.

9. CHANGES TO THIS PRIVACY POLICY

Convention Bureau Italia, as Data Controller, reserves the right to modify this Privacy Policy at any time by notifying Users through this page. Users are therefore invited to consult this page, taking into consideration the date of the latest update indicated at the bottom.

10. CONTACT DETAILS OF THE DATA CONTROLLER AND DATA PROTECTION OFFICER (DPO)

Data Controller: Convention Bureau Italia SCRL, with registered office at Via Nazionale, 57 – 50123 Florence, e-mail: info@conventionbureauitalia.com

The DPO can be contacted at the following e-mail address: dpo@conventionbureauitalia.com

Last updated: October 2026