INFORMATION NOTE
Provided pursuant to article 13, Leg. decree no. 196 of 30 June 2003 (Personal Data Protection Code)
When you complete the participation form for the initiatives promoted by Vicenza Qualità (with registered address in Vicenza in Via E. Fermi n. 134 – Tel. 0444.994750, Fax 0444.994769 www.vicenzaqualita.org) our personnel provides information regarding both the activities and services of Vicenza Qualità and the processing of personal details. For evident reasons of brevity these verbal indications refer to the main aspects of processing.
The purpose of this information note is to provide detailed information, also for the purposes of art. 13 of leg. decree no. 196 of 30 June 2003 (Personal data protection code) regarding the processing of personal data carried out by Vicenza Qualità as data controller when executing the contractual relationship. Vicenza Qualità is a special agency of the Chamber of Commerce of Vicenza for promoting made in Vicenza products around the world. Vicenza Qualità supports small and medium businesses in the Vicenza territory in their internationalization processes through participation in fairs and shows, the realization of promotional and advertising campaigns, carrying out targeted market surveys, the organization of economic missions, encounters between economic operators, the collection and distribution of useful information, the carrying out of seminars, workshops and conventions, and support and consultancy to companies which wish to operate in foreign markets.
Vicenza Qualità regulates its operations and its activities on the basis of Articles of Association in the framework of which the purposes, representation framework and company running procedures are also indicated.
COLLECTION PROCEDURES AND NATURE OF THE DATA
Vicenza Qualità normally becomes aware of the data regarding participation in the event directly from the interested parties when they fill in the participation form; however these data may be integrated with other details obtained later from the interested party or from associated bodies or authorities (e.g. CCIAA, ICE) and public records (e.g. Infocamere Records). In order to provide specific services to the interested parties during the life of the contractual relationship, the details may be integrated with data from collaborators, family members and/or employees (the information will be collected from time to time both directly from the interested parties themselves and from public records, e.g. Chamber of Commerce, Infocamere, Registers and Rolls, etc.).
These are usually personal details; however, in order to carry out various services requested by the interested party, Vicenza Qualità may process “sensitive" data, i.e. personal data that could reveal racial or ethnic origin, religious, philosophical or other convictions, political opinions, membership of parties, trade unions, associations or organizations of a religious, philosophical, political or trade union nature, as well as personal data that could reveal the state of health and sex life.
PURPOSES OF PROCESSING
The information requested in the participation form is required essentially for identifying the customer, the activities carried out and, in general, the area of interest with the greatest possible precision and correctness, in order to allow Vicenza Qualità to offer the support and consultancy services associated with the creation of the contractual relationship. The data contained in the form, as well as any data collected later from the interested party or from third parties, will be processed in any case in line with the statutory purposes, in order to:
a) provide customers, on the basis of the needs they express, with direct support and consultancy for taking part in fairs abroad, workshops, seminars, economic missions and any other event organized by the special agency;
b) study and realize initiatives for promoting made in Vicenza products, also through subsidiary or associated companies and/or consortia;
c) develop all the initiatives suitable for or which target increased foreign trade relationships for the province’s businesses;
d) manage the administrative aspects and procedures relating to the fulfilment by the controller of its accounting, taxation and legal obligations;
e) send interested parties updates regarding new initiatives promoted by Vicenza Qualità.
PROCESSING PROCEDURES
Data processing is always and only carried out by personnel specifically assigned by the controller (the assignments may involve employees, professionals and collaborators with contracts for projects and will be made, where possible, in consideration of special and specific subdivisions on the basis of office of competence) and may be carried out:
· in paper form (in particular for collecting and filing participation forms, filing copies of documentation regarding the procedures completed, drawing up and archiving photographs and images relating to initiatives and meetings, printouts regarding positions extrapolated from computerized archives, and printing and filing documentation relating to the fulfilment of fiscal and legal contractual obligations for which Vicenza Qualità is responsible);
· in electronic form (in particular the management of files of personal details, services relating to tax, contributory and administrative obligations for which customers are responsible, storage of messages sent and received by email, photostatic images and or video clips relating to the various initiatives promoted by Vicenza Qualità). In some cases processing may also be carried out in accordance with automated procedures (for example, the selection of the addresses of interested parties in order to send correspondence – by paper, email, telefax or text message, or using other communications systems), by targeted selection for guaranteeing the functional transmission of customers’ needs, invoice management, the selection of customers for reporting given events, and the organization and selection of data following the storage of contacts with customers).
NATURE OF THE PROVISION OF DATA
The data requested when filling in participation forms for an initiative must mandatorily be supplied by the interested party (as it will otherwise be impossible for Vicenza Qualità to correctly manage the contractual relationship and establish it as a consequence). Within the framework of its institutional aims, Vicenza Qualità activates services and initiatives for which the obligatory nature or otherwise of some or all of the details requested will be described case by case. Apart from the rights specified in a special part of this information note, the possibility remains at any moment and for the interested party to discover in detail which information is obligatory or not.
The controller’s need to guarantee that the processing of personal data is up-to-date and correct also requires a precise commitment on the part of the interested party so that any changes to the data supplied are notified promptly.
FRAMEWORK OF COMMUNICATION AND/OR DISTRIBUTION
The data processed may be divulged to the Chamber of Commerce (CCIAA) of Vicenza, to the National Institute for Foreign Trade (ICE), to other special agencies, to fair organizations and to offices of the public administration, to public and private bodies and authorities, to credit institutes, to transport companies, and to professionals (such as commercial, administrative and legal consultants).
In the framework of its consultancy and support activities Vicenza Qualità may divulge personal data to public bodies when necessary and/or useful for completing given procedures in order to meet a request from the interested party or to organize promoted initiatives the interested party has subscribed to. Some personal details may also be divulged to credit recovery businesses and companies.
As regards the carrying out of specific initiatives (for which the special agency discovers the need and/or appropriateness to supply suitable public information or targeted information) some details (particularly photographs or film clips showing the event and/or identification data of participants) may be distributed to the press, both general and trade and television, and by means of the internet and miscellaneous communications systems (e.g. handbills, posters, etc.).
The interested parties are in any case assured of the enjoyment of the rights referred to in article 7 et seq. of Leg. Decree 196/2003.
Article 7
