Privacy Policy
SUPPLIER PRIVACY NOTICE
Privacy policy pursuant to art. 12 et seq EU Regulation 679/2016
of SMART EVENTI S.R.L.
SMART EVENTI S.R.L., Fiscal Code and VAT No. 06997310963, with registered office at Viale Abruzzi n. 37, 20131 Milan (MI), represented by its legal representative pro tempore, acting as Data Controller, hereby informs you that the processing of personal data (ordinary) provided by you and collected during the performance of the contract entered into with SMART EVENTI S.R.L., will be based on the principles of fairness, lawfulness, and transparency, protecting your privacy and your rights.
1. Purposes and Legal Basis of Processing
The processing of personal data will take place for the following purposes:
- (Contractual purpose): to enable the fulfillment of all obligations arising from the execution of the contract entered into with SMART EVENTI S.R.L., which constitutes the legal basis of the processing. After the termination of the contract with SMART EVENTI S.R.L. for any reason, the legal basis shall be compliance with legal obligations.
- (Legal purpose): to comply with subsequent legal obligations.
2. Processing Methods
The processing of the aforementioned data shall be carried out by formally designated authorized persons and data processors who will use appropriate tools and media—paper, magnetic, IT, or electronic—to guarantee security and confidentiality.
3. Nature of the Processing
The provision of personal data is a contractual obligation and therefore its communication is MANDATORY regarding the contractual purpose under point 1); consequently, any refusal to provide it, in whole or in part, or the failure to authorize its processing and/or communication to third parties involved in the execution of the contract with SMART EVENTI S.R.L., may make it impossible for SMART EVENTI S.R.L. to execute the contract.
4. Rights of the Data Subject
4.1 Regarding personal data (ordinary and concerning health), you, as the data subject, may, by sending a written communication via email to privacy@smarteventi.it to SMART EVENTI S.R.L., with registered office at Viale Abruzzi n. 37, 20131 Milan (MI), represented by its legal representative pro tempore:
Ask SMART EVENTI S.R.L., as Data Controller, for access to your personal data, its rectification or erasure, or the restriction of processing, or to object to processing (pursuant to Articles 15, 16, 17, 18, 19, 21 of EU Regulation 679/2016). In particular:
Regarding rectification of personal data: taking into account the purposes of processing, you have the right to obtain the completion of incomplete personal data, including by providing a supplementary statement;
Regarding restriction of processing: you have the right to obtain it when one of the following applies: a) you contest the accuracy of the personal data, for a period enabling SMART EVENTI S.R.L. to verify its accuracy; b) the processing is unlawful and you oppose the erasure of the personal data and request the restriction of its use instead; c) although SMART EVENTI S.R.L. no longer needs the personal data for the purposes of processing, it is required by you for the establishment, exercise, or defense of legal claims;
Regarding erasure of personal data without undue delay: you have the right to obtain it when one of the following grounds applies: a) the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed; b) you, as data subject, withdraw the consent on which the processing is based and where there is no other legal ground for processing; c) the personal data has been unlawfully processed; d) the personal data must be erased for compliance with a legal obligation under Union or Member State law to which SMART EVENTI S.R.L. is subject;
Receive in a structured, commonly used, and machine-readable format the personal data concerning you provided to a data controller, and have the right to transmit that data to another data controller without hindrance from SMART EVENTI S.R.L. (so-called "right to data portability" pursuant to Art. 20 of EU Regulation 679/2016);
Withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal (pursuant to Art. 8, par. 3, EU Regulation 679/2016).
4.2 Your personal data will not be disseminated and are not transferred to third countries or international organizations (TO BE DELETED). Personal data may be shared with recipients residing in third countries outside the European Union. In such cases, the Controller ensures as of now that the processing of data by these recipients will take place in accordance with the GDPR.
5. Data Controller – External Data Processors
The Data Controller is SMART EVENTI S.R.L., Fiscal Code and VAT No. 06997310963, with registered office at Viale Abruzzi n. 37, 20131 Milan (MI), represented by its legal representative pro tempore, who can be contacted at: privacy@smarteventi.it.
External Data Processors are:
Accounting experts – Statutory auditors;
Legal advisors;
Banks;
Employees / collaborators of SMART EVENTI;
Partners utilized by SMART EVENTI for the provision of services to Clients (e.g., website/application development and maintenance, management software, accounting software, and newsletter tools...);
Artificial Intelligence system providers specified by Smart Eventi.
6. Communication of Data
Without prejudice to communications carried out in fulfillment of legal obligations, your personal data may be communicated via email in Italy to:
Accounting experts – Statutory auditors;
Legal advisors;
Banks;
Employees / collaborators of SMART EVENTI;
Partners utilized by SMART EVENTI for the provision of services to Clients (e.g., website/application development and maintenance, management software, accounting software, and newsletter tools...).
7. Data Retention Period – Erasure of Data
The personal data (ordinary) provided by you will be stored in a form that allows your identification, as the data subject, for a period no longer than necessary to achieve the contractual purpose under point 1) for which it is processed, unless required to fulfill legal obligations. There is no automated system for the deletion of personal data at the end of the retention period, as its erasure is carried out manually once the legal obligations arising from the termination of the contract have been fulfilled. Subject to any legal obligations, any personal data contained in unaccepted orders will be immediately deleted and removed.
8. Complaint
If you consider that the processing violates EU Regulation 679/2016, you have the right to lodge a complaint with a supervisory authority, particularly in the Member State of your habitual residence, place of work, or place of the alleged infringement.
9. Use of Artificial Intelligence Tools
9.1 Smart Eventi is implementing and using Artificial Intelligence systems within its organizational and operational processes.
The Data Controller informs you that the personal data subject to this privacy notice may also be processed using Artificial Intelligence systems to manage the pre-contractual and contractual relationship. Specifically, Artificial Intelligence may be used to perform:
Analysis, evaluation, and comparison of quotes received from suppliers, including through the creation of summary reports aimed at supporting the evaluation and selection of the most advantageous offer;
Analysis, review, preparation, and updating of contractual documentation;
Review, preparation, and translation of commercial and operational communications sent to the supplier (e.g., support in writing emails).
The legal basis for the processing referred to in points (i), (ii), and (iii) is the performance of a contract to which the data subject is party, pursuant to Art. 6, par. 1, point (b) of the GDPR.
9.2 Smart Eventi undertakes to use Artificial Intelligence systems in full compliance with the principles of lawfulness, fairness, transparency, security, equity, inclusiveness, and non-discrimination, adopting, where applicable, measures aimed at identifying and mitigating any errors or distortions arising from the outputs produced by the tools used.
9.3 Smart Eventi does not use Artificial Intelligence systems to make automated decisions that produce legal effects or significantly affect suppliers. Artificial Intelligence systems serve as support tools for work activities and do not replace the control, evaluation, and judgment of qualified personnel over the generated outputs. The selection of suppliers, the management of contractual relationships, the evaluation of commercial proposals, or other aspects that may affect the relationship with suppliers remain under the exclusive competence of Smart Eventi personnel, who retain full responsibility for the decisions made.
