Privacy Notice

In this privacy notice (“Privacy Notice”) pursuant to Article 13 of Regulation (EU) No. 2016/679 (“GDPR”) the association AIA–ARBIT–40 (“AIA–ARBIT–40” or “Association”) describes what personal data it collects from you, how it processes it and why and explains what rights the GDPR grants you and how to exercise them.

AIA–ARBIT–40 invites you to read this Privacy Notice carefully before providing any personal data to AIA–ARBIT–40.

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1. Identity and Contact Details of the Data Controller

AIA–ARBIT–40 is the data controller.  You can contact AIA–ARBIT–40 via the section “Contacts” of AIA–ARBIT–40’s website at https://aia-arbit-40.org/contact/ or by sending an email to info@aia-arbit-40.org.  

2. What Personal Data AIA–ARBIT–40 Collects and How

Personal data is any information by which a natural person can be identified, whether directly or indirectly.

AIA–ARBIT–40 collects the contact details (such as name, surname, telephone number and email address) you provided to become a member of AIA–ARBIT–40.

In addition, AIA–ARBIT–40 may also collect additional personal data that you may provide to AIA–ARBIT–40 when interacting with the Association (e.g., by means of requests for information or when registering to conferences and events organized by AIA–ARBIT–40).

Please note that AIA–ARBIT–40 may collect data (using cookies, trackers and tags) about how you use its website, for example, which pages you access on the Association’s website and other actions taken on AIA–ARBIT–40’s website.  For more detailed information about the types of cookies and other tracking techniques AIA–ARBIT–40 uses and on the information that the Association collects through them, you can read AIA–ARBIT–40’s cookie policy, where you will also find information about how to disable cookies and manage your preferences.

Unless expressly indicated otherwise, the processing of your personal data will include any operation or set of operations performed on personal data, whether or not by automated means, such as collection, recording, organization, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission or otherwise making available, alignment or combination, blocking, erasure or destruction of data, and such processing will always be carried out in compliance with data protection rules.

3. Purposes of Processing and Legal Bases

AIA–ARBIT–40 processes your personal data for the following purposes:

  • Managing your membership in AIA–ARBIT–40, including for the performance of the Association’s statutory activities: in this context, your personal data will be processed to send you reports, studies, publications, documents, bulletins and opinions as well as to promote your participation in AIA–ARBIT–40’s meetings and events. For this purpose, your consent is not required as the processing of your personal data is necessary to perform a contract to which you are a party;
  • Providing services you required from AIA–ARBIT–40, such as to register you to events, conferences, seminars, courses and workshops organized by AIA–ARBIT–40 or to respond to requests for information. For this purpose, your consent is not required as the processing of your personal data is necessary for AIA–ARBIT–40 to fulfil your requests;
  • Sending you newsletters and marketing materials via e-mail, only if you have provided your consent;
  • Handling potential claims or legal proceedings on the basis of AIA–ARBIT–40’s legitimate interests to defend its statutory rights.  AIA–ARBIT–40 always considers your rights and freedoms and processes your personal data for its legitimate interests only where it does not think that your rights will be infringed.  You may request information on how AIA–ARBIT–40 takes your rights and freedoms into account when it processes your personal data to pursue its legitimate interests by contacting the Association at info@aia-arbit-40.org;
  • Complying with obligations set forth by the applicable law (e.g., tax and administrative laws).  For this purpose, your consent is not required as the processing of your personal data is necessary for AIA–ARBIT–40’s compliance with its legal obligations.

4. Consequences of Failure to Provide Your Personal Data

Providing your personal data (including those relating to third parties to whom the Association assumes you have provided a specific information notice and from whom the Association assumes you have obtained consent, where needed) is voluntary.  However, any refusal on your part to provide any such data could, in certain circumstances, prevent AIA–ARBIT–40 from fulfilling your requests.

5. Recipients of Your Personal Data

Your personal data will be processed by persons acting under the authority of AIA–ARBIT–40 who need to do so by reason of their duties and who have received appropriate instructions.

In connection with the purposes under items 3.a, b, and c above, AIA–ARBIT–40 communicates your personal data to third parties that process such data on its behalf.  These third parties supply services (such as IT, customer care or marketing services) that AIA–ARBIT–40 needs in order to carry out the activities described therein.

If necessary in connection with the purposes under items 3.d and e above, AIA–ARBIT–40 may need to use, share or disclose your personal data to legal counsel, governmental agencies, regulators (e.g., tax authorities), courts and other tribunals and/or governmental authorities if required in response to litigation, investigations or other legally required disclosures.

Additionally, in connection with the purpose under item 3.e above, AIA–ARBIT–40 may transfer your personal data (to the extent it is strictly necessary for such purpose and the processing or transmission of such data do not require your consent) to third parties (including intermediaries with public Authorities, tax and accountancy consultants, courier service firms and credit institutions) pursuant to the above conditions.  There will be no dissemination of your personal data to undetermined persons.

AIA–ARBIT–40 will exercise appropriate due diligence in the selection of third parties, and require that (i) they maintain adequate technical and organizational security measures to safeguard your personal data; (ii) they process your personal data only as instructed by AIA–ARBIT–40 and for no other purposes; and (iii) any transfer outside the European Economic Area takes place in accordance with applicable data protection laws.

6. Transfer of Your Personal Data Outside the European Economic Area

Your personal data will be stored in Italy.  If necessary, in connection with the purposes under item 3 above, your personal data may be transferred outside the European Economic Area to countries that, according to the European Commission, do not provide an adequate level of protection of personal data.  In this case, AIA–ARBIT–40 will ensure that such transfers occur on the basis of appropriate measures designed to protect your personal data (such as data protection model clauses approved by the European Commission) with a view to ensuring compliance with the applicable data protection laws.

7. Data Retention

In order to ensure compliance with the principles of data minimization and storage limitation, AIA–ARBIT–40 has identified the following retention periods in connection with the relevant purposes for which your personal data are processed:

  • For the purpose under item 3.a above, for no longer than the duration of your membership in AIA–ARBIT–40;
  • For the purpose under item 3.b above, for no longer than strictly necessary to provide the services you requested to AIA–ARBIT–40;
  • For the purpose under item 3.c above, until you withdraw your consent or object to the processing of your personal data for marketing purposes;
  • For the purpose under item 3.d above, for no longer than strictly necessary for handling the claims or pursuing the litigation, and, in any event, for no longer than the applicable limitation period;
  • For the purpose under item 3.e above, for no longer than strictly necessary to comply with any applicable obligation.

8. Security Measures

AIA–ARBIT–40 has suitable security measures in place to help protect against the loss of, misuse of, unauthorized access to and alteration of your personal data.

9. Data Subjects’ Rights

AIA–ARBIT–40 informs you that in connection with the above processing you have the following rights:

  • Access: you may contact AIA–ARBIT–40 at any time to request access to your personal data, and AIA–ARBIT–40 will confirm to you whether it is processing your personal data and for what purposes, as well as provide details of the categories of personal data concerned, the recipients of the personal data, the retention periods (where possible) and your rights;
  • Rectification: if any of your personal data that AIA–ARBIT–40 holds appears to be inaccurate or incomplete, you may ask AIA–ARBIT–40 to correct or complete it at any time;
  • Erasure: you may ask AIA–ARBIT–40 to have your personal data erased if it is no longer necessary for the Association to keep it in connection with the purposes for which it was collected.  However, AIA–ARBIT–40 must keep track of certain information only where needed for the performance of one or more of the following purposes and for no longer than what is strictly necessary: (i) to comply with legal obligations, and (ii) to handle any claims or litigation;
  • Restriction: you may ask AIA–ARBIT–40 to limit the way in which it processes your personal data (i.e., require AIA–ARBIT–40 to continue storing your personal data but not to process it without your consent), for example where you think that the personal data AIA–ARBIT–40 holds is inaccurate, for a period enabling AIA–ARBIT–40 to verify the accuracy of the personal data, or where you have objected to AIA–ARBIT–40’s processing of your personal data;
  • Portability: where the processing is carried out by automated means and is based on your consent or is necessary for the performance of a contract to which you are party, you may ask AIA–ARBIT–40 to send you your personal data in an electronic, structured, commonly-used and machine-readable format and, where it is technically feasible and without undue burden, have your personal data transmitted directly from AIA–ARBIT–40 to another data controller;
  • Withdrawal of Consent: you may withdraw your consent at any time, where the data processing is based on your consent. Withdrawal of consent does not affect the lawfulness of the processing based on your consent prior to your withdrawal.

To exercise your rights or if you have any other queries, you can contact AIA–ARBIT–40 by sending an e-mail at info@aia-arbit-40.org.

If you believe that AIA–ARBIT–40 is processing your personal data in a way that infringes applicable data protection laws, you also have the right to lodge a complaint with the data protection authority in the EU member states of your habitual residence, place of work or place of the alleged infringement.

10. Right to Object to the Processing of Your Personal Data

Where AIA–ARBIT–40 is processing your personal data without your consent to pursue its legitimate interests, you may object at any time to this processing on grounds relating to your particular situation.  In this case, AIA–ARBIT–40 will no longer process your personal data, unless it demonstrates the existence of compelling legitimate grounds which override your interests, rights and freedoms or the processing of your personal data is necessary for the establishment, exercise or defense of a legal claim.

11. Cookies

Cookies are small text files stored on your device whenever you visit a website and are generally used to remember information about you, such as your language preferences or login information as well as your activities through the website. Cookies can be installed by the website that you are currently visiting (so-called “first-party cookies”) or by a third party providing contents or services (e.g., advertising services) on the website you are visiting (so-called “third-party cookies”).

There are different types of cookies which can be described based on their peculiarities and functions. With respect to cookies persistency, there are cookies that are active as long as the navigation session is active (so-called “session cookies”) and cookies that remain available on your device even afterwards for future navigation sessions until their expiration date (so-called “persistent cookies”).

Please find below a description of the cookies featured in AIA–ARBIT–40’s website.

  • Technical Cookies:
    • Strictly Necessary Cookies: these cookies are essential for AIA–ARBIT–40’s website to function and are set in response to actions you performed, such as filling in forms.  If your browser settings block these cookies, portions of AIA–ARBIT–40’s website may not work.
    • Functional Cookies: these cookies allow the website to remember the user’s choices (e.g., language preferences and location).  If your browser settings block these cookies, portions of AIA–ARBIT–40’s website may not work.
  • Third-Party Cookies: AIA–ARBIT–40’s website uses social networks’ sharing buttons (i.e., Twitter, Facebook and WordPress) in order to allow users to share contents on such social networks.  When you visit a page of AIA–ARBIT–40’s website containing a social network’s sharing button, your browser connects with the relevant social network’s server which may trace your visits to AIA–ARBIT–40’s website and place additional kinds of cookies on your device.  For more information on how such social networks collect and use your personal data, please consult their respective privacy policies available online:
  • Google Analytics: AIA–ARBIT–40’s website uses Google Analytics, which is a web analytics service provided by Google Inc. (“Google”) through the use of cookies that help analyze how users use AIA–ARBIT–40’s website (including the users’ IP address). The information generated by such cookies is transmitted to (and subsequently stored on) a Google’s server.  Google will use such information to analyze how AIA–ARBIT–40’s website is used and prepare reports on the activities of AIA–ARBIT–40’s website. Google will not link users’ IP addresses that have been transmitted in the context of Google Analytics with other data held by Google.  You can prevent the storage of cookies by modifying the software settings of your browser, but this might affect the customization of the website based on your preferences.

You can find further information on the data processing activities performed by Google Analytics at the following link: https://support.google.com/analytics/answer/6004245. Moreover, you can prevent Google from registering the data collected via cookies and relating your use of AIA–ARBIT–40’s website (including your IP address) as well as Google’s elaboration of such data by downloading and installing Google’s opt-out browser plugin at the following link: https://tools.google.com/dlpage/gaoptout?hl=en.

The table below contains the list of cookies featured in AIA–ARBIT–40’s website.

Name of CookiesType of CookieDurationFirst Party/Third Party
1P_JARTechnical2 yearsThird Party
CONSENTTechnical2 yearsThird Party
NIDTechnical2 yearsThird Party
DVTechnicalSessionThird Party
wp_apiTechnicalSessionFirst Party
wp_api_secTechnicalSessionFirst Party

How To Enable or Disable Cookies On Your Browser

You can block cookies via your browser settings.  However, this operation might affect, in whole or in part, the access to certain sections or functions of AIA–ARBIT–40’s website.

Please find below the options provided by the main browsers to block cookies:

Moreover, you can disable and/or cancel cookies via the following websites:

12. Links to Third-Party Websites

AIA–ARBIT–40’s websites contains links to other websites.  If you follow a link to any of these websites, please note that these websites have their own privacy policies.  Please check these policies before you submit any personal data to these websites.

13. Changes to This Privacy Notice

This privacy notice was last updated on December 18, 2019.  AIA–ARBIT–40 may modify this privacy notice and will post any changes on its website, which AIA–ARBIT–40 encourages you to periodically review.  Should AIA–ARBIT–40 make material amendments to this privacy notice, AIA–ARBIT–40 will notify you through a notice on its website’s home page or, where appropriate, by sending you an email at the email address you provided.