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Information concerning the processing of personal data pursuant to Articles 13 and 14 of the GDPR EU 679/2016 (“GDPR”)

The GDPR EU 679/2016 ensures that personal data are processed respecting fundamental rights and freedoms and the dignity of the data subject, especially the confidentiality and the right to the protection of data.

Pursuant to Articles 13 and 14 of the GDPR, Poltronesofà S.p.A. ("Data Controller" or "POLTRONESOFA’") provides this information to describe the processing of personal data collected through the website you can find at http://www.poltronesofa.com (“Website”), the purposes and the methods of the processing and the security measures taken to ensure confidentiality, in compliance with the applicable law.

Usually, POLTRONESOFA’ processes personal data when you browse on the website, when you send requests by email or after the registration in the Customer area of a website’s user (“User”) or of a POLTRONESOFA’ purchaser (“Customer”).

In some sections of the website, the user shall insert the purchaser’s data, who instructs the user to fill in, on his/her behalf, the form containing personal data. User and Customer’s data will be used by the Data Collector only to fulfil the request sent on behalf of the Customer and/or the User.

POLTRONESOFA’ S.p.A., with registered office in Via Lunga n.16, 40053, Valsamoggia, locality Crespellano (BO), Italy, and administrative office in Via Raffaele Bendandi, 14 – 47122 Villanova di Forlì – FORLÌ (FC), is the data controller.

You can contact the Data Protection Officer sending an email to [email protected] to receive information on the data processing.

POLTRONESOFA’ can collect the following types of data:

2.1 Requests relating to the services provided in the section CONTACTS:

when you fill in the forms you can find in the “Contacts” section, the User and/or the Customer will be asked to provide some personal data, for example: name, surname, mail address, shop of reference (if present), order data, photos to recommend a building, the object of the request or of the suggestion. These data are necessary to answer to the specific request of the User and/or the Customer, which, depending on the form, may concern:

- information on the delivery, the use and maintenance of the product and/or, in general, information on the purchase made in our points of sale;

- information on the promotions you can find in our points of sale;

- suggestions to improve the website;

- recommendations of building for rent or for sale.

The data marked with an asterisk are required. In case they are missing or incorrect, the Data Collector cannot consider your request. As for the data not marked with an asterisk, even if they can be useful to facilitate the relationship with the Data Collector, you may decide not to provide them and your choice shall not affect the elaboration of the User/Customer’s request.

2.2 Customer area

In the moment of the registration or the log in the Customer area, the User or the Customer shall be asked to provide some personal data, as for example name, surname, e-mail address and cellphone number. Moreover, the User or the Customer shall create credentials to access the Customer area. The data marked with an asterisk are required and if they are missing or incorrect, the Data Collector cannot complete the registration procedure in the Customer Area. As for the data not marked with an asterisk, even if they can be useful to facilitate the relationship with the Data Collector, you may decide not to provide them and your choice shall not affect the elaboration of your registration in the Customer area.

2.3 Purchase data

Whether the User/Customer, via registration and/or login to the Customer area, makes a purchase on the site, the Data collector will process further information related to the User and/or the Customer and to the purchase made, required in order to prepare and carry out the purchase orders. These information includes for example: payment data and billing (e.g. credit card number, postal code and address), delivery data, shipping address, customer’s order number, purchases history on the site, etc.

2.4 Browsing data

The technologies and procedures responsible for the functioning of the website collect, during their normal functioning, some personal data and their transmission is implied in the use of internet communication protocols.

These data are not collected to be associated to specific subjects but, given their nature, they could allow to identify users.

This category includes IP addresses or domain names of Users’ computers, URI (Uniform Resource Identifier) addresses of the requested sources, the time of the request, the method used to submit the request to the server, the dimension of the file obtained in answer, the numerical code which indicates the status of the answer given by the server (OK, error) and other parameters related to the operative system and to the informatics environment of the user.

These data are used only to collect statistical anonymous information on the website use and to control its proper functioning and they are delated right after the processing.

2.5 Cookies

Cookies collect several data, among those there are data that can allow the identification of a specific subject. For the processing of data through cookies, please read the policy available at this link.

Data are collected directly by the specific subjects when they browse on the website, send email or communication to POLTRONESOFA’, also through the contact section (“Contacts”) or ask to register in the Customer area (“Customer area”).

4.1. To answer to requests received through the communication channels published on the website (Contacts section).

The legal basis of this processing is the legitimate interest of POLTRONESOFA’ to communicate with the customer and to answer to requests of potential customers, suppliers or other specific subjects. The storage period corresponds to the period necessary to process the request. This period could be longer when the data is subject of another processing. The legal basis of this processing is the execution of contractual obligations.

4.2. To allow the customer to use the online post-purchase services.

The customer who registers in the Customer area shall benefit from services provided on the site by the Data Collector for the product purchased in the authorized POLTRONESOFA’ points of sale. Specifically, the customer will be able to download the warranty of purchased goods, view all the purchases and track the order flow (for example, you can check the status of the delivery, ask for information or assistance). The storage period of these data is 10 years. The legal basis of this processing is the execution of contractual obligations.

4.3. To allow the User and/or Customer to make purchases on the Website.

The Customer and/or User who registers or logs in to the Customer Area will be able to buy the products through the website and conclude with the Data collector, through acceptance of the purchase terms and conditions, the relevant contract. In this case, the Data collector will process the data in order to carry out and manage the purchase orders, send the purchased products, provide the necessary after-sales assistance, and manage the returned goods, care of what is required by the tax legislation. Moreover, the Customer will be able to benefit from online services as mentioned in paragraph 4.2. The storage period of these data is 10 years. The legal basis of this processing is the execution of contractual obligations.

4.4. To allow Users and/or Customers to benefit from online services according to the preferences expressed on the online catalogue.

The User and/or the Customer who registers and/or logs in the Customer area shall create a list of products from the online catalogue, using a flag. The storage period of these data lasts until the subject withdraw them. The legal basis of this processing is the execution of the services required by the subject.

4.5. To prevent and control illicit behaviors and to protect and enforce personal rights.

POLTRONESOFA’ could use these data to prevent or pursue illicit behaviors or violations of industrial/intellectual property rights or computer crimes. The legal basis of this processing is the legitimate interest of POLTRONESOFA’, as data controller of the processing. The storage period corresponds to the period reasonably necessary to enforce POLTRONESOFA’ rights when POLTRONESOFA’ learn about the illicit behavior or its potential perpetration.

In relation to the aforementioned purposes, the processing of personal data is made using manual, informatic and telematic tools with logic strictly related to the aforementioned purposes and, in any case, in order to ensure the security and confidentiality of the data in compliance with the law.

4.6. For marketing purposes

With the consent of the User and/or Customer, POLTRONESOFÀ may send promotions, commercial communications or advertising about its products, services and events. Marketing activities may include the performance of market research and surveys to detect User and/or Customer satisfaction, or to carry out statistical analyses, even with anonymous data organised in aggregate form. POLTRONESOFÀ will use the data collected to gather information regarding the preferences, habits, lifestyles of the User and/or Customer, as well as order details. Data is used to create group and/or individual profiles ("profiling") that allow POLTRONESOFÀ to send customized communications to the User and/or Customer in line with their interests, or to carry out market researches and statistical analysis, also with anonymous data, organized in aggregate form. The retention time of such data is until the revocation of the interested party. The legal basis of this treatment is the consent of the interested party.

To send marketing communications or personalised offers, POLTRONESOFÀ may use channels such as email, newsletters, operator telephone calls, SMS, MMS, chat, instant messaging, social networks and traditional mail, including sending invitations to organised events.

User and Customer can address POLTRONESOFA’ to enforce their right as referred to in Article 15 and the following of the GDPR and, specifically, ask to access his/her personal data, know about their existence, ask their rectification or erasure, limit or object such processing and ask the portability of the data. The User and Customer can also withdraw consent at any moment and this will not affect the legality of the processing based on the consent given before the withdrawal.

When exercising the right to access, the User and the Customer can require information about who processes his/her data, to which purpose and for how long, who the data are shared with and if they are transferred to third countries. They can also ask not to be subjected to automatized processing such as profilation.

User and Customer have the right to lodge a complaint with a supervisory authority and to ask the Data Controller information about the people in charge of the processing and the subject authorized by the Data controller to process data.

The User and the Customer can exercise their rights addressing POLTRONESOFA’ (to the contacts indicated before or sending an email to [email protected]).

The data of the processing are stored at POLTRONESOFA’ in Italy.

Data can be stored also in the European Union by POLTRONESOFA’ suppliers to whom the data are transmitted based on the subscription of contracts in accordance with Article 28 of the GDPR with contractual clauses in accordance with the decision of the European Commission relative to the protection clauses or by virtue of an adequacy decision of the European commission on the level of protection of data (Privacy Shield). The updated list of third suppliers, who operate as Data processors pursuant to Article 28 of the GDPR, is available upon request to [email protected].

With the internal divisions and the group companies of POLTRONESOFA’. In accordance with POLTRONESOFA’ policy, data can be communicated by Poltronesofà S.p.A. from one internal division to another and to the group companies.

With subjects who can learn about the data, as people in charge to whom the Data Controller entrusts some processing activities relating to the purposes mentioned in the previous paragraph 4 (for example, carriers, shipping agents, consultants, companies that are in charge of sending communications, verifying customer satisfaction, conducting surveys etc.).

With subjects who can learn about your data as independent data controller of the processing to whom the Data Controller communicates data in order to execute a request of the specific subject. This is the communication of data to companies expressly authorized by POLTRONESOFA’ S.p.A to sell furnishing goods with the trademark POLTRONESOFA’ (“Franchisees”).

With the service provider. POLTRONESOFA’ uses third parties services (cloud, content management system, analysis, hosting, browsing functionalities) which operate as in charge of the processing according to arrangements in compliance with Article 28 of the GDPR. When these providers operate from a third country, they do it based on standard contractual clauses in accordance with the decision of the European Commission relative to the protection clauses or by virtue of an adequacy decision of the European Commission on the level of protection of data (Privacy Shield). These subjects acquire only those personal data necessary to execute their functions and they can use them only to perform those services for us or to fulfill their legal obligations. The updated list of third suppliers, which operate as in charge of the processing pursuant to Article 28 of the GDPR, is available upon request to [email protected].

With judicial or administrative authorities. When permitted or requested by the law, POLTRONESOFA’ can share data requested by the judicial authority, by an administrative or governmental body in order to protect or exercise our right or those of third parties, or to comply with legal obligations.

This information can be modified from time to time to reflect legal and/or technological changes, changes in the collection or use of data, commercial initiatives or to add new functionalities. In case of changes, we will notify the User and the Customer:

• by mean of a notice published on the website homepage and/or
• by mean of any other action POLTRONESOFA’ will consider appropriate.

We invite the User and the Customer to consult our website periodically for updates. The possible changes will be effective starting from the date of their publishing, and the browsing on the website will be considered as an acceptance of these changes.

Latest update: 7th February 2019