PERSONAL DATA PROCESSING NOTICE

1. Data controller

The data controller is Emilia Center s.r.l., Via del Battirame 6/3, 40138 Bologna (BO), Italy, VAT number 04141471203, tax code 04045690379. For information about processing or to exercise your rights, email emiliacenter@emiliacenter.it or call +39 051 6014999.

2. Data processed

The data processed include your name, email address, company if provided, requested service, source and target languages, message and any personal data in documents you choose to attach to the email.

For a quotation enquiry, provide only the information needed. Avoid third-party personal data or special categories of data, such as health information, unless essential to assess the enquiry.

3. Purposes and legal bases

Data are used to read and answer the enquiry, clarify project requirements and prepare a quotation. The legal basis depends on the enquiry:

• If you request a quotation for a service for you as an individual, processing of the necessary data is based on steps taken at your request before entering into a contract (Article 6(1)(b) GDPR).
• If you contact Emilia Center as a company representative, or with an information request outside the preceding case, processing is based on the legitimate interest in handling incoming communications and professional relationships (Article 6(1)(f) GDPR), using only data relevant to the enquiry.
• Any legal obligations are based on Article 6(1)(c) GDPR. Retention strictly necessary to establish, exercise or defend a right is based on the legitimate interest in protecting the controller’s rights (Article 6(1)(f) GDPR).

No general consent is requested for these purposes. Sending an enquiry does not constitute consent to newsletters, advertising or profiling. Any additional promotional activities require their own legal basis and notice and, where required, separate consent.

4. Providing your data

Providing data is voluntary. The form requires a name, email address and description of the enquiry to prepare and handle your contact request. Without the necessary information, Emilia Center cannot provide a useful answer or prepare a quotation. Other fields are optional.

5. How the form and processing work

The form prepares an enquiry in the visitor’s email application. The message is sent to Emilia Center when the visitor confirms sending in that application. You can also copy the text and send it yourself.

The form does not store enquiries in a website database. Once the email is received, data are processed using business email and tools needed to handle the enquiry, by authorised people with appropriate security measures. The form does not send the data entered to advertising or analytics tools. This notice does not separately cover technical browsing data or cookies.

6. Retention criteria

Enquiries and related correspondence are retained for the time needed to answer and handle any clarification or negotiations connected with the quotation. Completion of the enquiry, closure of negotiations and the last relevant exchange are the criteria used to determine when handling has ended.

When these needs end, data are deleted or anonymised, except for documents subject to statutory retention and data strictly necessary to protect a right for the relevant period. If a project is commissioned, data necessary for the contract follow the purposes and retention periods applicable to that relationship.

7. Recipients

To the extent necessary to handle the enquiry, data may be accessed by:

• authorised Emilia Center staff and collaborators;
• email, IT support and systems providers, appointed as processors under Article 28 GDPR when acting on the controller’s behalf;
• professionals involved in the technical or linguistic assessment of the project, limited to essential information and subject to confidentiality obligations;
• advisers or competent authorities when disclosure is necessary to fulfil a legal obligation or protect a right.

Enquiry data are not intended for publication or public disclosure. You can ask about the recipients actually involved by emailing emiliacenter@emiliacenter.it.

8. Email services and international transfers

Sending takes place through the email service chosen by the visitor, which applies its own terms and data protection information. The form does not independently send its contents to external platforms.

For processing on Emilia Center’s behalf, any transfers outside the European Economic Area must comply with Chapter V GDPR, for example an applicable adequacy decision or the European Commission’s standard contractual clauses, with any necessary supplementary measures. To find out which providers are used, whether transfers occur and to obtain information or a copy of applicable safeguards, email emiliacenter@emiliacenter.it.

9. Your rights

In the cases and within the limits of Articles 15–22 GDPR, you may request access, rectification, erasure and restriction of processing. You may object on grounds relating to your particular situation to processing based on legitimate interests. Data portability applies where the conditions in Article 20 GDPR are met.

To exercise your rights, email emiliacenter@emiliacenter.it. The controller responds without undue delay, normally within one month, and notifies you within that period of any extension permitted by law. Only information needed to verify the requester’s identity may be requested.

10. Right to complain

If you believe processing breaches data protection law, you may complain to the Italian Data Protection Authority or the competent supervisory authority under Article 77 GDPR, including in the Member State of your habitual residence, place of work or the alleged infringement.

Italian Data Protection Authority

11. Automated decisions and updates

Handling enquiries through this form does not involve decisions based solely on automated processing with the effects described in Article 22 GDPR, or profiling.

This notice may be updated if enquiry handling or applicable requirements change. The current version remains available through links in the form and website footer.