Privacy Policy

EUROPEAN DATA PROTECTION REGULATION 2016/679

Last update: February 2022

We would like to inform you that we treat the data concerning your person with particular caution and care, using security standards that have been implemented in addition to the already high level of measures taken so far.

The disclosure will be constantly updated also in accordance of future changes in technology, purposes and/or guidelines of the European Supervisory Authorities and the European Committee, and the date of last update will always be published.

1) WHO PROCESSES YOUR PERSONAL DATA?

The Data Controller of any personal data processing carried out by our company is OCTAVIAN SRL, VAT No. 03521410237, with registered office in Bussolengo (VR) - via del Lavoro No. 10 (VR), which can be contacted at the following email address [email protected] or by registered mail to the registered office.

Your data will be processed by specially authorized and designated internal company employees who are periodically trained and updated on their roles, responsibilities, tasks, procedures and they are under the direct control of the data controller.

2) CATEGORIES OF SUBJECTS TO WHOM THE DATA MAY BE COMMUNICATED OR BECOME KNOWN

Except for communications made to fulfill a legal obligation, regulation or current legislation, your information may be shared with the following categories of individuals: individuals or entities providing specific services to our company for legal, administrative, tax, and/or accounting consultancy, people in charge of debt recovery, maintenance, repair, installation, replacement, or updating of electronic/informatics devices, public authorities, surveillance services and local police.

The above mentioned subjects will carry out the data processing in their capacity as data controllers, unless they are designated as data processors by our company (having to comply with the same high conditions of confidentiality and protection as applied by our company).

We guarantee that only the required and relevant data will be shared or disclosed for the specific processing purposes by the responsible individuals or entities involved. Otherwise your personal data will not be disclosed or communicated to third parties, except with your prior and explicit consent.

3) SOURCE OF PERSONAL DATA

All data collected is treated in accordance with current legislation and with due confidentiality.

The data in our possession are directly acquired as a result of your filling in and submission of the online form. This data includes your name, email address, phone number (optional), and curriculum vitae if you choose to submit it. Additionally, if you are a logged-in user, the rental status of game cards and the rma status will be visible.

In the case of signing a supply or service agreement, the requested data will be processed digitally and/or manually and/or on paper and/or automated formats, and will be provided by the customer when the agreement is signed.

Data acquisition will take place in digital mode in relation to online forms; sometimes it may take place in a paper-based mode.

Data processing occurs in both manual and automated modes, in paper and digital formats.

The data may also be collected from third parties only after your informed consent has been given to the Controller who performs or intends to perform the processing.

4) NATURE OF COLLECTION - REFUSAL TO DISCLOSE DATA

The request for personal data in the online forms on octaviangaming.com, necessary for the request for information and/or aimed at establishing a business relationship, is optional. However, your refusal to provide such communication will result in the company being unable to process the request.

The collection of any personal data through the contract (paper or digital) for the supply of goods and/or services is a contractual obligation as well as necessary to fulfil legal obligations (e.g. tax/accounting). Failure to provide the requested data by the data subject, as required in the supply contracts for goods and/or services, will preclude the conclusion of the contract.

5) PURPOSE AND LEGAL BASIS OF PROCESSING

The collection and processing of personal data serve specific purposes to effectively support the business activities of our company. These purposes include:

a) exchange of pre-contractual information or in any case requested by the data subject;

b) possible administrative, fiscal, and accounting management;

c) possible contractual execution;

d) retention of personal data for two years from the last contact with our company (e.g. account access) as part of a collaborative and business relationship. For fiscally and contractually relevant documents, retention is linked to the time period imposed by the law in force; at the end of that time period, unless there is a dispute in progress or to be established shortly, the data will be permanently deleted and/or anonymized;

e) compliance with legal obligations, protecting the vital interests of the data subject or of another natural person, and performance of tasks in the public interest or in connection with the exercise of official authority;

f) marketing promotional purposes (including communication, updating on new products, sending discounts and similar activities) also in automated mode;

For the data processing as per letter a) the legal basis is the request of the data subject.

For the data processing as per letters b) to d), based on or resulting from a contract to which the data subject is party, the legal basis is the contractual agreement and does not require the express consent of the data subject.

For the data processing as per letter e) the legal basis is State or European Union law.

The processing of personal data for the purposes under f) requires your prior consent.

6) DATA PROCESSING, STORAGE AND DESTRUCTION METHODS

The data will be processed lawfully and in accordance with the aforementioned legislation using instruments that guarantee security and confidentiality. The processing may involve both automated and manual methods, as well as the utilization of software and/or digital technologies for data storage and management. The processing will be carried out mainly by the company's internal organization through the designated staff under the direction of the Data Controller.

Data will be stored in a form that allows the identification of the data subject for a period of time not exceeding the necessary purposes for which they are collected and processed, and then they will be subsequently destroyed.

Considering the sensitive nature of the assignment, the Company undertakes and commits its collaborators to keep confidential and not to communicate, disclose or disseminate to third parties any information they may have become aware of.

The processing of personal data will be carried out with utmost care to guarantee their security. We implement appropriate technical and organizational measures, including the possible use of encryption, to protect against unauthorized or unlawful interference, as well as prevent data loss, theft, accidental or intentional destruction or damage. These measures will be implemented diligently, in line with industry standards, and tailored to the specific needs of the sector we operate in.

Please note that we do not process any sensitive and/or judicial data or data related to criminal offenses.

Personal data may be stored under the terms specified above in such a way that they can be processed, filed and/or stored in archives/servers located in Italy.

7) RIGHT OF ACCESS

In compliance with Article 13 of GDPR 679/2016, the interested party may contact our company, at the e-mail address: [email protected] and will be acknowledged without any delay and within the terms provided for by the legislation (thirty days), to assert the following rights:

• Access/communication of your personal data;
• Obtain the update, rectification, cancellation, and/or restriction of the processing of your personal data;
• Obtain the portability of your personal data in a structured digital format, to be easily transferred to another data controller;
• Oppose, in whole or in part, the processing of personal data; opposition to automated processing includes opposition to manual processing;
• Right to submit complaints to the Control Authority known as Garante per la protezione dei dati, at the following address Piazza Venezia 11, IT-00187, Rome or by consulting the website garanteprivacy.it .

8) HOW COULD YOU OBJECT TO DATA TREATMENT?

The data subject has the right to object at any time and for reasons relating to his or her specific situation, to the processing of the personal data pursuant to Article 6, paragraph 1, letters (e) or (f).

If personal data is processed for direct marketing purposes, the data subjects have the right to object, at any time, to the processing of their personal data for such purposes, including any profiling associated with direct marketing.

It is important to note that the objection does not affect the lawfulness of the processing carried out prior to the objection in accordance with the applicable regulations.

9) ARE YOU UNDER 18?

The services provided by octaviangaming.com are not intended for people under the age of eighteen. Therefore, if you are under 18, we kindly suggest you return to our website upon reaching the age of 18. In the event that our company, through direct investigation or upon receiving a report, discovers that a user is under the age of 18, we will immediately delete their personal data, report the matter to the competent authority, and take appropriate legal and administrative actions.