Information on the Processing of Personal Data pursuant to Regulation (EU) 2016/679 (GDPR)

  1. Data Controller

    The Data Controller is:
    Macava Italia S.r.l.
    Registered office: Via Senato 12, 20121 Milan (MI), Italy
    Tax Code and VAT No.: 14028230960
    REA No.: MI-2757621
    Certified Email (PEC): macavaitaliasrl@pecimprese.it

  2. Purpose and Legal Basis of Processing
    Personal data collected through the website www.wlsfmilan.com will be processed for the following purposes:
    1. Management of registration and participation in the event
      • Event registration;
      • Ticket issuance;
      • Logistical and organizational communications;
      • User support and administrative/accounting management.
        Legal basis: performance of a contract (Art. 6, para. 1, letter b GDPR).
        Nature of provision: mandatory. Failure to provide data will prevent the completion of the purchase.
    2. Compliance with legal obligations
      • Fiscal, accounting, and security obligations.
        Legal basis: compliance with legal obligations (Art. 6, para. 1, letter c GDPR).
        Nature of provision: mandatory.
    3. Sending promotional and informational communications about future events and initiatives
      • Sending newsletters, invitations, updates via email, SMS, phone, or mail.
        Legal basis: data subject’s consent (Art. 6, para. 1, letter a GDPR).
        Nature of provision: optional. Refusal to consent does not affect event participation.
    4. Sharing of data with selected event partners
      • Promotional or informational communications from institutional or commercial partners and sponsors of the Forum.
        Legal basis: data subject’s consent (Art. 6, para. 1, letter a GDPR).
        Nature of provision: optional.
  3. Categories of Data Processed
    Data processed may include:
    • Personal details (first and last name);
    • Contact details (email, phone number);
    • Payment information (via third-party provider);
    • Dietary or accessibility preferences (if collected during registration);
    • Photos/videos in which the data subject may be portrayed during the event (in the case of audiovisual documentation).
  4. Methods of Processing
    Processing is carried out both manually and electronically, in compliance with the principles of lawfulness, fairness, transparency, data minimization, and integrity, and by adopting appropriate technical and organizational security measures.
  5. Recipients or Categories of Recipients of the Data
    Data may be shared with:
    • Service providers directly related to event management (e.g., ticketing, logistics, security, IT);
    • Consultants and parties processing data on behalf of the Data Controller (e.g., accountants, law firms);
    • Event partners and sponsors (only if consent has been given);
    • Competent public authorities, where required by law.
      All parties indicated above act as Data Processors under Art. 28 GDPR or as independent Data Controllers.
  6. Data Transfer to Third Countries
    Data will not be transferred outside the European Economic Area (EEA). If such a transfer becomes necessary, it will be carried out in accordance with Articles 44 et seq. of the GDPR, including through standard contractual clauses.
  7. Data Retention Period
    • Data required for participation: retained for the duration of the event and for an additional 10 years for accounting and fiscal purposes.
    • Data processed for marketing purposes: retained for a maximum of 24 months from the date of consent.
    • Data shared with third parties for promotional purposes: retained for 12 months unless consent is withdrawn.
  8. Rights of the Data Subject
    Data subjects have the right to:
    • Access their personal data (Art. 15 GDPR);
    • Request rectification or erasure (Arts. 16 and 17 GDPR);
    • Restrict processing (Art. 18 GDPR);
    • Object to processing (Art. 21 GDPR);
    • Withdraw consent at any time (Art. 7 GDPR);
    • Lodge a complaint with the Supervisory Authority (Art. 77 GDPR).
      Requests may be sent to the Data Controller at the email address indicated above.
  9. Automated Decision-Making
    No automated decision-making or profiling is carried out.
  10. Photographic and Audiovisual Recordings of the Event
    During the World Longevity & Sustainability Forum Milan, organized by Macava Italia S.r.l., photographs, videos, and audio recordings may be taken to document key moments of the event, including images of speakers, participants, and the surrounding environment.
    Such recordings may be used by Macava Italia S.r.l. for the following purposes:
    • Internal documentation and archiving of the event;
    • Distribution through the Data Controller’s official channels (e.g., website, social media, newsletter);
    • Promotional and informational materials related to future editions of the event or similar initiatives.

    Legal basis: the legitimate interest of the Data Controller in promoting its institutional and commercial activities (Art. 6, para. 1, letter f GDPR), subject to the respect of the fundamental rights and freedoms of the data subject.

    Additional legal basis: explicit consent, where required for close-up or identifying images and not merely contextual footage.

    Scope of dissemination: images and audiovisual content may be published in the press, on websites, social media (e.g., LinkedIn, Instagram, YouTube), TV channels, or in both online and offline communication materials, including for promotional purposes.

    Objections and rectifications: Data subjects have the right to object to the recording or dissemination of their image, where this does not compromise legitimate documentation or news purposes. Objections should be made before or during the event to authorized staff or via the following contact: privacy@wlsfmilan.com.

    For specific needs (e.g., safety concerns, protection of minors, disabilities), participants may request additional protective measures from the event staff (e.g., visual indicators, placement in non-filmed areas).