Privacy Policy

The General Data Protection Regulation (or GDPR for short) is a positive step towards people to have more control over how personal data is used. On May 25, 2018, this new legislation comes into effect and we have changed a number of processes and policies to prepare our business. We are committed to protecting and respecting the personal information that is shared with us.

This statement describes what types of information we collect, how it is used, how we share with other organizations, how the rights regarding the information we hold can be exercised and how you can contact us.

With regard to direct marketing communications, it will always be possible to tell us to stop these activities. We will never send “unsolicited” emails or communications and we will not share data with anyone else. We do not resell the information to third parties, but we work closely with selected partners who help us provide information, products and services that are requested.

The content of this statement may change from time to time, so you may need to check this page occasionally to make sure you allow information to be shared. Where possible, we will seek direct contact to inform you of any new changes.

What information is collected?

We collect personal information through the site, applications or direct contact. We only collect information that is necessary, relevant and adequate for the purpose for which it is provided.

The information we collect includes some or all of the following:

• Identity data: includes name, surname, username or similar identifier and title.
• Contact information: This includes billing address, delivery address, email address and telephone numbers.
• Financial data: includes bank account and payment card details collected exclusively for the purpose of completing the purchase.
• Transaction data: This includes details about payments to and from the customer / supplier and other details about the products and services that are purchased or sold.
• Dati del profilo: include acquisti o ordini effettuati, eventuali profili social (se applicabili), preferenze, feedback, comunicazioni e risposte a sondaggi interni e la tua password e nome utente se applicabili (customer portal).
• Usage data: includes information on how the website, products and services are used.
• Marketing and communication data: includes preferences in receiving marketing and third party communications and communication preferences.
• Technical data: includes Internet Protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, system and the platform and other technologies on the devices used to access corporate websites.

How do we use the information that is collected?

Only information that is necessary for the purpose for which it was collected is processed. You are given the option not to receive marketing communications from us (and consent can be withdrawn at any time). No “unwanted” emails or communications are sent and no data is shared with anyone else, except to carry out the purchase or sale contract. Personal data is used exclusively for the purposes and the legal bases indicated in the following table:

LEGAL BASES FOR PROCESSING

Processing is necessary for the execution of a contract or to enter into a contract.

Consent – which can be withdrawn at any time.

Processing is necessary to support legitimate business interests in running our business.

Please note that you have the right to object to the processing of your personal data for our legitimate interest.

That is, the right to object at any time remains assured.

Processing is necessary to comply with legal and regulatory obligations.

In cases of vital interest.

How do we share this information?

We do not sell the information to third parties. However, we may from time to time disclose information to the following categories of companies or organizations to which we pass the responsibility of managing services on our behalf: support service providers, customer contact centers, direct marketing agencies and consultants, market research and market analysis service providers, our legal advisors and other professionals.

We work to ensure that all third-party partners handling information comply with data protection legislation and protect information just as we do. We only disclose personal information STRICTLY necessary to provide the service they are undertaking on our behalf. We will aim to anonymize information or use specific aggregate data sets where ever possible.

How long do we keep the information?

We will not keep personal information in an identifying format for longer than necessary. For customers or suppliers, we will retain personal information for a longer period than processing potential customers / suppliers.

However, we do not keep personal information in an identifying format longer than necessary.

In the case of an ongoing relationship (such as a customer), we retain personal information for 10 years from the date our relationship ends. We retain personal information for this period to establish, bring or defend any legal claims. Our relationship could end for a variety of reasons.

Where we have obtained personal information following a request for information, brochures, quotes or any other information about one of our products or services, we retain your personal information for 1 year and 6 months from the date we collect such information, unless that during this period an actual relationship is created, for example, a purchase. We will continue to process this data in line with the initial request for 6 months to enable us to establish a relationship with the prospective customer / supplier. After this period, the data will remain pending for 1 year before being removed, unless a relationship forms within this time.

The only exceptions to the periods mentioned above are where:

• the law requires us to keep personal information for a longer period, or to delete it sooner;
• in the event that you have raised a complaint or concern regarding a product or service offered, in which case we will keep your information for a period of 10 years from the date of such complaint or request;
• you exercise your right to delete the information (where applicable) and you do not need to keep it for any of the reasons permitted or required by law.

Come possono essere gestiste le informazioni?

Each data subject has the right as an individual to access personal information and make corrections if necessary. You also have the right to withdraw the consent you have previously given us and ask for the information we hold to be deleted. The data subject may also object to the use of personal information (where we rely on our business interests to process and use such personal information).

There are a number of rights in relation to personal information under the Data Protection Act. In relation to most rights, we will request information to confirm identity and, where applicable, to provide information to search for personal information. Except in rare cases, it will respond within 30 days of receiving the request.

Users have the following rights:

• Request a copy of the information we have in our possession;
• Correct and update their information;
• Withdraw consent. Please see “How We Use This Information”;
• Object of our use of user information (where we rely on our legitimate interests to use the user’s personal information), provided that there are no legitimate reasons to continue to use and process the information. When we rely on our legitimate interests to use your personal information for direct marketing, we will always respect the right to object;
• Delete user information (or limit its use), provided that there are no legitimate reasons to continue using and processing such information;
• Transfer information in a structured data file (in a commonly used and machine-readable format), in which we rely on consent to use and process personal information or to process it in connection with the contract.

Nel caso di una richiesta di accesso soggetto o di una richiesta di informazioni, si prega di essere consapevole del fatto che se la richiesta è infondata o eccessiva, possiamo ancora addebitare una fee o rifiutare di agire sulla richiesta.

Preghiamo inoltre di notare che quando rimuoviamo i dati dal nostro sistema, o dopo i periodi di tempo indicati in precedenza in questo documento o su richiesta, i dati vengono rimossi in modo permanente dal nostro sistema e possono influire su eventuali richieste di accesso successive.

E’ possibile esercitare i diritti di cui sopra e / o gestire le informazioni contattandoci, utilizzando i dettagli di seguito:

If you have specific doubts about data protection or a complaint, you can contact our data protection team at privacy@encodata.it

Where do we store personal data?

The personal data we collect may be transferred to, and stored in, a destination outside the European Economic Area (EEA), for the purposes described above, even in countries such as the United States of America or Russia, which do not they can provide an adequate level of protection in relation to data processing. We will take all steps reasonably necessary to ensure that personal data is treated securely and in accordance with this Privacy and Cookie Policy and data protection legislation. To the extent that it is necessary to transfer personal data outside the EEA, we will ensure that adequate protection measures have been taken to protect the privacy and integrity of such personal data, including the European Union model clauses under the 46.2 (for example using the so-called Binding Corporate Rules). Please contact us if you wish to obtain information on these safeguards.

Cookie

Cookies are text files that identify your computer (via the so-called IP address) on our server. For information on the reasons why we use them, refer to the “How we use the information collected” section of this Privacy Policy. While in some cases it may be possible, we do not use the IP address as a means of identifying the user. Generally, there is the possibility to set the computer to accept all cookies, to be informed when a cookie is issued or not to receive cookies at all times. It can be done through the internet browser. With most browsers, this function can be reached via the ‘tools’ menu (eg. Internet Explorer), ‘edit’, or ‘task’ (eg Netscape). If there are problems finding this area, the “help” function within the browser will be able to provide assistance. You can also find more detailed information on cookies and how to manage them at http://www.allaboutcookies.org

If you refuse a cookie, this could prevent the site from functioning properly or even prevent access to certain areas.