**D4LUX EVENTS LTD Privacy Notice Pursuant to Articles 13 and 14 of the EU General Data Protection Regulation 679/2016 (“GDPR”)**
We inform you that the personal data provided by the data subject ("you"), either for yourself or for the organization you represent, to D4LUX EVENTS LTD, on the occasion of or in connection with events, exhibitions, conferences/congresses, workshops, webinars, and/or “business meetings with personal and/or virtual encounters” (the “Events”) organized, hosted, or attended by us, also in collaboration with third-party partners, are processed in compliance with the principles of lawfulness, fairness, proportionality, necessity, accuracy, completeness, and security, as well as other current legal obligations.
**Categories of Data Subjects. Processing Operations and Collection Methods**
The data processed concern customers (i.e., exhibitors, visitors, buyers, conference/congress participants, workshop, webinar, and/or business meeting attendees who have held the respective role in the last 10 years) and prospects (subjects who have expressed interest in the “Events” in the last 10 years – for example, through the completion of this form – journalists), considered as natural persons over 14 years of age acting in their own capacity and/or as internal representatives of legal entities, institutions, or other organizations. The individual categories of data collected are indicated in our data collection forms, which complement this notice.
Processing is carried out using electronic and paper tools and logic connected to the specific purposes stated below. D4LUX EVENTS LTD collects data i) through online forms, paper forms, or pre-registration or participation apps completed by you and/or acquired by third-party operators authorized by us, or ii) through mobile devices such as tablets and smartphones present at the “Events.”
The collected data may be processed by personnel expressly authorized by D4LUX EVENTS LTD, strictly within the limits necessary to carry out the assigned activities (e.g., legal, commercial, marketing, administrative, logistics, IT, management control offices, etc.).
**Purpose of Processing**
Processing serves the following purposes:
1. Compliance with contractual and legal obligations arising from participation in the initiative contracted with the data subject, whether in virtual, on-site, or full digital form, allowing participation, via a dedicated platform, in virtual business meetings, including exhibitor presentations of texts, videos, presentations, live sessions; insights and trends paths, guided tour paths, sharing and communication of important corporate events, among other optional services. Exhibitors requesting data publication in the Event catalog will have their data automatically transferred to the platform (e.g., Swapcard). Visitors/buyers will have access to a form and the ability to search all exhibitor profiles on the digital platform, as well as interact with related content (public comments on event page content, groups, etc.), contact forms (event participation, private messages, invitation-only groups, etc.).
D4LUX EVENTS LTD may, in fulfillment of the contractual relationship aimed at facilitating relationships between exhibitors and visitors/buyers, communicate the contact details of visitors/buyers who have shown interest in requesting a meeting/appointment with the chosen exhibitor or who have expressed interest in one or more exhibitors, to said exhibitors through specific actions (e.g., chat, networking, saving the exhibitor to favorites, specific appointment requests, etc.) on dedicated digital platforms (e.g., Swapcard, My Agenda, etc.). In this case, the data will be processed by the exhibitor as an Independent Data Controller.
2. Planning and organizational management of the “Events,” e.g., issuing and paying titles, accrediting and issuing entry passes (including verifying payment made through third-party services), managing contracts we have with third-party suppliers of goods and/or services used by you during or in connection with the “Events,” publishing your name and surname or company name and social reason, phone number, email in the online and printed public catalog of the “Events” you attend; communication, at your request, of pre-contractual information (e.g., programs, proposals, etc.) related to the “Events,” drafting invitation letters for visa requests. As part of this purpose, D4LUX EVENTS LTD may also offer visitors/buyers the ability to use QR code technology, allowing them to transmit their data directly to the exhibitor of interest at their stand, or scan the QR code at the chosen exhibitor’s stand. In both cases, the data will be processed by the exhibitor as an Independent Data Controller.
3. Sending by D4LUX EVENTS LTD (via email, regular mail, SMS, MMS, push-up messages, instant messaging functions such as WhatsApp, fax, operator phone calls, social networks, and other automated tools) of commercial communications, advertisements, and sales offers for products/services similar to those of your interest or related to exhibition/congress products/services and/or connected to them (e.g., sector publishing, championships/competitions, etc.) – collectively defined as “soft spam.”
4. Profiling carried out by D4LUX EVENTS LTD. Profiling is relevant for privacy purposes only if it concerns natural persons, i.e., sole proprietorships or partnerships and their members/managers, or internal representatives of corporations, institutions, or organizations. Profiling uses some data provided by you and sometimes associates them with corporate data taken from public databases (e.g., Chamber of Commerce Register). For example, we process the following p>
i) For exhibitors: name and surname, organization name, contact details, residence or headquarters, country of origin, website, activity sector, types of products or services offered, annual promotional/advertising budget, distribution type - store, department store, concept store, markets of interest, brand;
ii) For buyers/visitors: name and surname, organization name, contact details, job position and level of responsibility, residence or headquarters, country of origin, website, year of company foundation, revenue, number of employees, activity sector, percentage of business connected to Italy and abroad, Italian and foreign regions of interest, main product or service categories of interest to the buyer and/or marketed by the same (including percentage of sales by geographical area), company customer categories, visit purpose;
iii) For journalists: name and surname, contact details, sector and affiliated publication, country of origin, language;
iv) For Event speakers, congress participants: name and surname, contact details, sector of affiliation, professionalism/topics covered.
In some cases, if you are a customer or prospect, we associate the data provided by you with additional personal data acquired during your browsing on our websites or during the use of services provided by these sites (e.g., cookies related to pages of our website you visited, the country from which you connect) or digital platforms (e.g., registration for “Events” you attended or registered for, QR codes, etc.). The above profiling is used by D4LUX EVENTS LTD to provide you with more useful, personalized commercial/promotional information in line with your interests and preferences.
5. Carrying out the above promotional and informative activities on behalf of D4LUX EVENTS LTD, on behalf of other companies that collaborate in various capacities with D4LUX EVENTS LTD, other companies in our organizational chain, other companies in our group, and our commercial partners belonging to different product categories, including those of an exhibition/congress type, e.g., sector publishing, championships/competitions, companies in the sector, etc.
As part of promotional and informational activities, it is noted that D4LUX EVENTS LTD may collect and reproduce with any audiovisual instrument (e.g., photos, videos) images, sounds, graphic representations, and similar depicting natural persons, stands, brands, products, equipment, and any other element exhibited and/or part of the context of the “Events,” or otherwise located in the spaces designated for the event, to document, promote, and disseminate activities and services related to the “Events” and activities carried out by D4LUX EVENTS LTD. Such recordings may be disseminated through D4LUX EVENTS LTD communication and promotion channels (including D4LUX EVENTS LTD websites and/or social platforms used by them) and/or by other companies in our group (including print, radio, and television) to promote activities and services related to the “Events” and activities carried out by D4LUX EVENTS LTD. For these purposes, data may be communicated to third-party data controllers or independent data controllers operating in the exhibition sector or otherwise related to D4LUX EVENTS LTD “Events,” to the extent that this is connected or instrumental to the aforementioned documentation and dissemination.
**Mandatory Data Provision**
The provision of data for contractual and legal purposes as per points 1 and 2 is mandatory, and related processing does not require consent unless additional optional data is collected, in which case your consent is required.
The provision of data for soft spam purposes and for D4LUX EVENTS LTD profiling activities is optional, but refusing to provide data will prevent us from updating you on our “Events” and from allowing you to receive personalized commercial communications.
The provision of data for promotional activities by D4LUX EVENTS LTD and other companies collaborating with D4LUX EVENTS LTD is optional and has no consequences in case of refusal.
**Data Recipients**
The provided data may be communicated, for the above purposes, to group companies and/or contractual partners and/or third-party suppliers, as data controllers and/or independent data controllers. The list of data recipient entities is available at the Data Controller's office.
**Data Subject Rights**
You may exercise your rights at any time, including access, rectification, deletion, restriction of processing, objection, data portability, revocation of consent, and lodging a complaint with the supervisory authority (Garante Privacy), as provided by Articles 15 et seq. of the GDPR, by sending an email to info@d4lux.com
For any requests regarding data acquired via QR codes, you should contact the individual exhibitor, who will act as an independent controller.
**Data Retention Period**
Your personal data will be retained for the entire duration of the contractual relationship and for a maximum period of 10 years after the relationship ends, unless a different period is provided by law.
**Data Controller**
The data controller of personal data is D4LUX EVENTS LTD, with its registered office at 86-90 Paul street EC2NA London United Kingdom, email info@d4lux.com