PRIVACY NOTICE ON THE PROCESSING OF WEBSITE USERS’ PERSONAL DATA
provided pursuant to Article 13 of Regulation (EU) 2016/679 (“GDPR”)
This Privacy Notice describes the purposes and methods by which Probiomics S.r.l. processes the personal data of users who visit the website https://probiomics.it, use the relevant contact forms or access the restricted area of the website (hereinafter referred to, respectively, as the “Users” and the “Website”).
This Privacy Notice applies exclusively to the processing of personal data carried out through the Website. It does not apply to any third-party websites that may be accessed through links available on the Website and over which Probiomics S.r.l. has no control.
1. Data Controller and Data Protection Officer (DPO)
The Data Controller is Probiomics S.r.l., with registered office at Via Girolamo Vitelli 20, 00167 Rome (RM), Italy, VAT No., Tax Code and Companies Register No. 17184521007, REA No. RM – 1701534, e-mail: info@probiomics.it – certified e-mail (PEC): probiomics@pec.probiomics.it (hereinafter referred to as “Probiomics” or the “Data Controller”).
Data Protection Officer (DPO)
Probiomics S.r.l. has appointed a Data Protection Officer (DPO) pursuant to Articles 37 et seq. of Regulation (EU) 2016/679.
The DPO may be contacted at the following addresses:
e-mail: dpo@probiomics.it
certified e-mail (PEC): probiomics@pec.probiomics.it
For any enquiries concerning the processing of personal data or to exercise any rights granted under applicable data protection law, Users may contact Probiomics using the contact details provided above.
2. Categories of Personal Data Processed
Probiomics processes the following categories of personal data.
2.1. Data relating to registration and use of the restricted area
In order to create and manage a personal account and provide access to the restricted area, Probiomics processes:
a) first name and surname;
b) username;
c) e-mail address;
d) telephone number, where provided;
e) authentication credentials and data required for their management, such as passwords, account confirmation details and password reset requests;
f) information relating to the status and management of the account, such as the date of registration, activation, suspension or closure of the account.
2.2. Data relating to contact requests
When Users use the contact form or communicate with Probiomics by e-mail or through any other contact details made available on the Website, the following personal data may be processed:
a) first name and surname;
b) e-mail address;
c) telephone number, where provided;
d) entity or organisation with which the User is affiliated, where indicated;
e) nature of the request;
f) content of the message and any subsequent communications;
g) any other information that the User voluntarily chooses to provide.
Users are requested not to include, in any forms available on the Website, data concerning health, genetic data, biometric data, information relating to biological samples, personal data relating to criminal convictions and offences, confidential information concerning third parties, or any other data that are not necessary for handling the request.
Where the disclosure of such information is necessary for the performance of a specific project or service, Users must use only the secure channels and methods agreed in advance with Probiomics.
3. Purposes of Processing, Legal Bases and Nature of the Provision of Personal Data
3.1. Creation and Management of the Personal Account
Probiomics processes Users’ personal data for the following purposes:
a) to enable the registration and activation of the account;
b) to verify and manage login credentials;
c) to enable authentication and access to the restricted area;
d) to manage requests for the recovery or modification of login credentials;
e) to make available to Users documents, communications, results or other restricted content relating to their relationship with Probiomics;
f) to manage, suspend or close the account;
g) to ensure the security of the restricted area and prevent unauthorised access or misuse.
The legal basis for the processing is the performance of a contract to which the User is party or the taking of pre-contractual steps at the User’s request, pursuant to Article 6(1)(b) of the GDPR. With regard to activities strictly necessary to ensure the security of the restricted area, prevent misuse and protect IT systems, the processing is also based on Probiomics’ legitimate interest in ensuring the security of its systems and services, pursuant to Article 6(1)(f) of the GDPR.
The provision of the data marked as mandatory in the registration form is necessary. If such data are not provided, Probiomics will be unable to create the account or grant access to the restricted area.
3.2. Handling and Responding to Requests
Probiomics processes personal data for the following purposes:
a) to receive, review and respond to requests submitted through the Website, by e-mail or through other contact channels;
b) to provide information about Probiomics’ services and activities;
c) to assess requests for scientific consultancy, collaboration, quotations or the initiation of a project;
d) to carry out any subsequent communications necessary to handle the request.
The legal basis for the processing is the taking of pre-contractual steps at the User’s request or the performance of the relevant contract, pursuant to Article 6(1)(b) of the GDPR.
The provision of personal data is mandatory, as it is necessary to enable Probiomics to review and respond to the request. Failure to provide such data will make it impossible for Probiomics to process and respond to the request.
3.3. Compliance with Legal Obligations
Probiomics may process personal data in order to comply with obligations imposed by laws, regulations, European Union law, measures or requests issued by public authorities, supervisory bodies, administrative authorities or judicial authorities legally entitled to request such data.
The legal basis for the processing is compliance with a legal obligation to which the Data Controller is subject, pursuant to Article 6(1)(c) of the GDPR. The provision and subsequent processing of personal data are mandatory to the extent necessary to comply with the specific legal obligation concerned.
3.4. Establishment, Exercise and Defence of Legal Claims
Probiomics may process personal data for the following purposes:
a) to establish, exercise or defend its legal rights;
b) to manage complaints, claims or disputes;
c) to prevent or counter unlawful, fraudulent or abusive conduct;
d) to protect its rights and interests in out-of-court, administrative or judicial proceedings.
The legal basis for the processing is Probiomics’ legitimate interest in protecting its rights and interests, pursuant to Article 6(1)(f) of the GDPR. For this purpose, no additional provision of personal data is required, as Probiomics will use, to the extent necessary and proportionate, the information already collected for the other purposes described in this Privacy Notice.
4. Methods of Processing and Security Measures
Personal data are processed using IT and electronic systems and, where necessary, in paper form, in accordance with the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality.
Probiomics implements technical and organisational measures appropriate to the level of risk, designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data, as well as against any other form of unlawful or unauthorised processing. Access to personal data is restricted exclusively to personnel and collaborators who require such access for the performance of their duties and who have been duly authorised and appropriately instructed by the Data Controller.
5. Retention Periods
Probiomics retains personal data for no longer than is necessary to achieve the purposes for which they were collected and, thereafter, only where retention is required or permitted under applicable law.
In particular:
a) data relating to the account are retained for as long as the account remains active and such data are necessary to enable access to the restricted area;
b) data relating to contact requests are retained for the period necessary to review and respond to the request and to manage any subsequent relationship. Where the request does not result in a contractual relationship or collaboration, the data will generally be retained for no longer than twelve months following the final closure of the request;
c) data processed for compliance with legal obligations are retained for the period prescribed by applicable laws and regulations;
d) where a dispute has arisen or there is a reasonable need to protect Probiomics’ rights, the relevant data are retained for as long as necessary to manage the dispute and, where proceedings are commenced, until their final conclusion and, where applicable, the enforcement of the relevant decision.
Where the same personal data are processed for multiple purposes, they will be deleted or anonymised once the retention period applicable to the last relevant purpose has expired.
6. Recipients of Personal Data
Personal data may be processed by employees, collaborators and other persons acting under the authority of Probiomics who have been expressly authorised and appropriately instructed in relation to the duties assigned to them.
Personal data may also be disclosed, to the extent strictly necessary, to the following categories of recipients:
a) providers of hosting, Website management and maintenance services;
b) providers of IT, cloud, e-mail, authentication and restricted-area management services;
c) consultants and professional advisers providing Probiomics with legal, administrative, tax, accounting, organisational or IT assistance;
d) parties involved in the performance of activities or services requested by the User, where disclosure is necessary to handle the request or manage the relevant relationship;
e) public authorities, judicial authorities, supervisory bodies or other entities to which disclosure is required by law or pursuant to a binding order or measure.
Where the relevant requirements are met, service providers processing personal data on behalf of Probiomics are appointed as Data Processors pursuant to Article 28 of the GDPR.
Personal data are not subject to public disclosure.
7. Transfers of Personal Data to Countries Outside the European Economic Area
Probiomics gives preference to service providers and infrastructure located within the European Union or the European Economic Area. Where, for technical or organisational reasons, the use of a service provider involves the transfer of personal data to a country outside the European Economic Area, Probiomics ensures that such transfer is carried out in compliance with Chapter V of the GDPR.
8. Data Subject Rights
In the cases and within the limits provided for by the GDPR, Users may exercise the following rights with respect to the processing of their personal data by Probiomics:
a) to obtain confirmation as to whether or not personal data concerning them are being processed and, where that is the case, to access such data and the information referred to in Article 15 of the GDPR;
b) to obtain the rectification of inaccurate personal data or the completion of incomplete personal data, pursuant to Article 16 of the GDPR;
c) to obtain the erasure of personal data where one of the conditions set out in Article 17 of the GDPR applies;
d) to obtain restriction of processing in the cases provided for by Article 18 of the GDPR;
e) where the conditions set out in Article 20 of the GDPR apply, to receive the personal data provided to Probiomics in a structured, commonly used and machine-readable format and to transmit those data to another data controller;
f) to object, on grounds relating to their particular situation, to processing based on Probiomics’ legitimate interests, pursuant to Article 21 of the GDPR.
Where an objection is raised, Probiomics will no longer process the personal data concerned unless it demonstrates compelling legitimate grounds for the processing which override the User’s interests, rights and freedoms, or unless the processing is necessary for the establishment, exercise or defence of legal claims.
The exercise of these rights is free of charge and is not subject to any particular formal requirements. Probiomics may request only the information strictly necessary to verify the identity of the requester and their entitlement to exercise the relevant rights.
Requests may be submitted by e-mail to: info@probiomics.it
or by certified e-mail (PEC) to: probiomics@pec.probiomics.it.
9. Right to Lodge a Complaint with the Supervisory Authority and Judicial Remedies
Where Users consider that the processing of their personal data infringes applicable data protection law, they have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) pursuant to Article 77 of the GDPR, using the contact details and procedures made available on the Authority’s official website.
This is without prejudice to the User’s right to an effective judicial remedy pursuant to Articles 78 and 79 of the GDPR.
10. Automated Decision-Making
Personal data processed for the purposes described in this Privacy Notice are not subject to decisions based solely on automated processing which produce legal effects concerning the User or similarly significantly affect the User, within the meaning of Article 22 of the GDPR.
11. Changes to this Privacy Notice
Probiomics may periodically update this Privacy Notice to reflect changes in applicable law, organisational or technical developments, or changes to the functionalities of the Website.
The updated version will be published on the Website and will indicate the date on which it was last updated. Where the changes are material, Probiomics may also notify Users through the restricted area or via the contact details they have provided.
Last updated: 16 July 2026
Cookie Policy
Our website, https://probiomics.it, uses cookies and other related technologies (for convenience, all these technologies are referred to as “cookies”). Cookies are also placed by third parties we have engaged.
For more details about cookies, please refer to our Cookie Policy.
