Privacy Policy

The Italian Chapter designs and manages corporate retreats, executive offsites and incentive programmes in Italy. This policy explains how we collect and process personal data when you visit our website, submit an enquiry or book a consultation call.

The data controller responsible for your personal data is Alessia Piperno, operating The Italian Chapter (Italian VAT number 15870201009). For any data protection matter, you can contact us by email at retreats@theitalianchapter.com or by phone at +39 366 700 4916.

We may collect and process the following personal information:

• First name
• Last name
• Email address
• Company name
• Information voluntarily provided through website forms (for example destination preferences, indicative dates, number of attendees, indicative budget and details of your retreat)

We do not ask for special categories of personal data. Please avoid including sensitive information in free-text fields.

We collect personal data directly from you when you complete our consultation request form, when you schedule a consultation call, and when you correspond with us by email. We may record the date, time and version of the Privacy Policy and Terms & Conditions acknowledged when submitting a form.

• Responding to enquiries
• Managing consultation bookings
• Communicating with prospective or existing clients
• Providing information about The Italian Chapter's services
• Managing client relationships
• Operating and improving the website and its services

Depending on the circumstances, personal data submitted through the consultation form may be processed on the basis of: taking steps at your request prior to entering into a contract; the performance of a contract, where applicable; the legitimate interests of The Italian Chapter in managing enquiries, client relationships and operating its business; and compliance with applicable legal obligations.

When you submit a consultation request, the information you provide is recorded so that we can prepare for the call and respond to your enquiry. You are then directed to our scheduling platform to choose a time. You cannot submit the form without confirming that you have read this Privacy Policy and our Terms & Conditions. Submitting a consultation request does not subscribe you to any newsletter or marketing communications.

We use a small number of established business platforms that may process personal data on our behalf:

• Google Workspace — business email, document storage and internal record keeping, including the record of enquiries submitted through our website.
• Calendly — scheduling of consultation calls, including the name and email address you provide when booking.
• Mailchimp — may be used in future for email communications or newsletters where you have separately chosen to receive them. Submitting a consultation request does not add you to any Mailchimp marketing list.
• Google Analytics — planned for future website analytics. It is not currently active on this website.

These providers process data under their own privacy terms. Where personal data is transferred outside the European Economic Area, we rely on the safeguards offered by these providers, such as the European Commission's standard contractual clauses.

This website does not currently use advertising or tracking cookies. Only cookies strictly necessary for the website to function may be used. Google Analytics is planned but not currently active; if we introduce analytics or any other tracking technology in future, this policy will be updated and, where required, your consent will be requested beforehand.

We retain enquiry and consultation data for as long as necessary for the purposes described above. As a general rule, enquiry records are kept for up to 24 months from our last meaningful contact, and client records for the duration of the relationship and for up to 10 years afterwards where required for accounting and legal purposes. Records of the Privacy Policy and Terms & Conditions acknowledged when a form is submitted are retained for as long as needed to demonstrate compliance.

Subject to applicable law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data
• Restrict or object to certain processing
• Request portability of data you provided to us
• Withdraw any consent you have separately given, without affecting processing carried out before withdrawal
• Lodge a complaint with your local data protection authority

To exercise any of these rights, contact us using the details below. We will respond within the timeframes required by applicable law, normally within one month.

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse. Access to enquiry records is limited to those who need it in order to respond to you or deliver our services.

For any question about this policy, or to make a data protection request, please email us at retreats@theitalianchapter.com. You do not need to submit a consultation request to exercise your privacy rights.

We may update this Privacy Policy from time to time. The date at the top of this page indicates the most recent version.