1. Data Controller
FLUID SYSTEM S.r.l.
Via Roma, 155/bis
31020 Villorba (TV), Italy
VAT No./Tax Code IT01715430268 – Treviso REA No. 163726
Tel. +39 0422 444220
Email: [email protected] (hereinafter the “Data Controller”)
Privacy Policy
Information on the processing of personal data of users of the corporate website fluidsystem.com
This notice describes how the personal data of users who visit fluidsystem.com and interact with its services (in particular the contact forms) are processed, pursuant to Articles 13 and 14 of Regulation (EU) 2016/679 (hereinafter the “GDPR”) and Legislative Decree No. 196/2003, as subsequently amended (the “Privacy Code”).
This notice applies only to the corporate website. Processing connected with purchases made through the e-commerce platform available at shop.fluidsystem.com is governed by a separate Privacy Policy published on that platform.
Where the Data Controller obtains personal data other than directly from the data subject (for example, business contact details collected from partners or at trade fairs and events), the information obligations under Article 14 of the GDPR also apply, including information on the source from which the data were obtained.
2. Categories of personal data processed
In connection with use of the website, the Data Controller may process the following categories of personal data:
- identification data: first name, surname, company name;
- contact data: email address, telephone number;
- data relating to the request: content freely entered in contact forms or email communications;
- browsing data: IP address, browser and device type (user agent), pages visited, date and time of access, system logs automatically generated during browsing;
- data collected through cookies and similar technologies, as described in the Cookie Policy.
The Data Controller does not request or knowingly process special categories of personal data through the website within the meaning of Article 9 of the GDPR. Users are asked not to enter such data in free-text form fields.
3. Purposes of processing, legal bases and nature of provision
Personal data are processed for the purposes set out below, each on the corresponding legal basis.
a) Responding to contact requests
Management of and response to requests submitted through contact forms or by email (technical information, quotations, commercial enquiries).
Legal basis: steps taken at the request of the data subject prior to entering into a contract (Article 6(1)(b) GDPR) and/or the Data Controller’s legitimate interest in responding to requests received (Article 6(1)(f) GDPR).
Nature of provision: provision of the data marked as mandatory in the forms is necessary in order to respond to the request; failure to provide such data will make it impossible to process the request.
b) Sending commercial communications (marketing)
Sending informational and commercial communications by email concerning the Data Controller’s products, services, promotions or event invitations.
Legal basis: the data subject’s consent (Article 6(1)(a) GDPR), freely given and withdrawable at any time.
Nature of provision: optional; refusal to give consent does not affect the handling of contact requests.
c) Statistical analysis of website use
Compilation of statistics on website use through measurement tools (Google Analytics and Microsoft Clarity; the latter records interactions with pages, such as clicks and scrolling, including through heatmaps and session recordings, while masking data entered in fields), activated only after consent has been collected through the cookie banner.
Legal basis: the data subject’s consent (Article 6(1)(a) GDPR and Article 122 of the Privacy Code for the storage of/access to information).
d) Website security and prevention of abuse
Protection of forms and the website against automated access, spam and fraudulent use (e.g. Google reCAPTCHA), as well as ensuring IT security.
Legal basis: the Data Controller’s legitimate interest in the security of its systems and services (Article 6(1)(f) GDPR).
Where such tools involve storing information on or accessing information already stored on the user’s device through cookies or similar technologies that are not strictly necessary, activation is subject to consent collected through the consent management platform, as described in the Cookie Policy.
e) Display of third-party content and maps
Use of embedded multimedia content (e.g. YouTube videos) and maps (e.g. Google Maps) on certain pages, including the Contact page.
Legal basis: the data subject’s consent (Article 6(1)(a) GDPR), where such content involves the installation of cookies or the transfer of data to the service provider.
f) Management of contacts and business relationships (CRM)
Organisation and management of business contacts and related activities using Customer Relationship Management tools (e.g. HubSpot).
Legal basis: performance of pre-contractual measures or a contract (Article 6(1)(b) GDPR), the Data Controller’s legitimate interest in the organisational management of relationships (Article 6(1)(f) GDPR) and, where required, consent (Article 6(1)(a) GDPR).
g) Online advertising and campaign measurement
Measurement of the effectiveness of advertising campaigns (conversions) and display, on third-party websites and platforms, of advertisements aligned with interests shown during browsing (remarketing), using Google tools (Google Ads), Meta (Meta Pixel) and LinkedIn (Insight Tag), activated only after consent collected through the cookie banner.
Legal basis: the data subject’s consent (Article 6(1)(a) GDPR and Article 122 of the Privacy Code).
Nature of provision: optional; refusal to give consent does not affect browsing or the handling of requests.
4. Methods of processing
Processing is carried out mainly using IT and electronic systems and, to a limited extent, on paper, in accordance with procedures strictly related to the purposes indicated and with appropriate technical and organisational measures designed to ensure the security, integrity and confidentiality of the data and to prevent unauthorised access, loss or improper disclosure, pursuant to Articles 5(1)(f) and 32 of the GDPR.
5. Recipients of personal data and privacy roles
Personal data may be processed by or disclosed to the following parties:
- internal personnel authorised and instructed by the Data Controller pursuant to Article 29 of the GDPR;
- technical service providers (hosting, IT maintenance, email) and software providers acting as Data Processors appointed pursuant to Article 28 of the GDPR;
- third-party service providers integrated into the website. Their privacy role varies depending on the service: some act as Data Processors on behalf of the Data Controller (e.g. statistical measurement services, within the limits of the configuration adopted), while others act as independent Data Controllers for their own purposes as described in their respective privacy notices (in particular for processing relating to reCAPTCHA, YouTube content and maps provided by Google and, for their own purposes after collection, providers of advertising tools). For the collection and transmission of data through Meta and LinkedIn advertising tools, the Data Controller and the provider act as joint controllers pursuant to Article 26 of the GDPR, within the limits laid down in the provider’s agreements.
- public authorities and public bodies, where disclosure is required by law or necessary for the establishment, exercise or defence of legal claims.
An up-to-date list of Data Processors is available on request by contacting the Data Controller. Personal data are not disseminated.
6. Transfers of personal data to third countries
Some of the third-party services used (in particular those provided by Google, Microsoft, Meta, LinkedIn and HubSpot) may involve the transfer of personal data to third countries, including the United States of America.
Such transfers are carried out in accordance with Chapter V of the GDPR on the basis of one or more of the following safeguards:
- an adequacy decision of the European Commission relating to the EU-U.S. Data Privacy Framework, where the provider is certified and participates in the Framework;
- Standard Contractual Clauses (SCCs) adopted by the European Commission, supplemented where necessary by additional safeguards.
The data subject has the right to obtain a copy of the safeguards adopted by contacting the Data Controller.
7. Retention period
Personal data are retained for no longer than necessary to achieve the purposes for which they were collected and, subsequently, for any period required by law. In particular:
- data relating to contact requests: for the time required to handle the request and, where no relationship is established, for no longer than 24 months, unless a different period is required by law or is necessary for the defence of legal claims;
- data processed for marketing purposes: until consent is withdrawn and, if it is not withdrawn, for no longer than 24 months from the last contact, after which consent is reviewed/renewed;
- business contact management data (CRM): for the duration of the relationship and thereafter within the applicable limitation periods; inactive contacts are periodically reviewed for deletion;
- browsing data and technical logs: for the period technically necessary and, as a rule, no longer than 12 months, unless a different period is required by law or for security or the investigation of unlawful activity;
data collected through cookies: for the period indicated in the Cookie Policy.
8. Third-party services and tools used
Contact forms
Users may complete contact forms to submit requests. The data entered are used solely to manage and respond to the request and for any related activities.
Google Analytics
The website may use Google Analytics to collect aggregated statistical data on website use (e.g. IP address, including in anonymised form, browsing behaviour, pages visited and time spent on the site). It is activated only with prior consent through the cookie banner.
Google Tag Manager
The website may use Google Tag Manager as a tag management tool to enable other tools following consent. The tool does not, in itself, profile users.
YouTube
The website may embed videos via YouTube. Playing videos may involve the placement of cookies and the collection of data by Google. Content is loaded only after the user has given consent.
Google reCAPTCHA
The website may use Google reCAPTCHA to protect forms against automated access. The service analyses aspects of user behaviour and browsing to determine whether the interaction is automated.
Google Maps
The website may load interactive maps (Google Maps) provided by Google. Loading these resources may result in the user’s IP address being transmitted to Google servers.
HubSpot
The Data Controller may use HubSpot to manage contacts and commercial activities. Data entered in forms may be processed through this platform for business and organisational management purposes, including forms on certain website landing pages.
Links to social media platforms
The website contains links to the Data Controller’s profiles on third-party platforms (e.g. LinkedIn, Facebook). By clicking these links, users access external platforms whose processing activities are governed by their respective privacy policies.
Microsoft Clarity
The website may use Microsoft Clarity to analyse users’ interactions with pages (clicks, scrolling, heatmaps and session recordings), with data entered in fields masked. It is activated only with prior consent.
Advertising tools (Google Ads, Meta Pixel, LinkedIn Insight Tag)
The website may use these tools to measure campaign effectiveness and display relevant advertisements on the respective providers’ platforms. They are activated only with prior consent.
For details of the processing carried out and the relevant notices, please refer to the privacy policies of the providers indicated above.
9. Cookies and tracking technologies
The website uses cookies and similar technologies. Full details of their purposes, categories and consent management methods are available in the Cookie Policy, which forms an integral part of this notice. Consent is managed through the CookieYes platform, which allows users to accept or reject categories of cookies and change their preferences at any time.
10. No automated decision-making
The Data Controller does not use the website to carry out automated decision-making, including profiling, which produces legal effects concerning the data subject or similarly significantly affects them within the meaning of Article 22 of the GDPR.
11. Data subject rights
In relation to the processing described, the data subject may exercise the rights provided for in Articles 15-22 of the GDPR, including in particular:
- access to personal data;
- rectification or updating;
- erasure (where applicable);
- restriction of processing;
- data portability;
- objection to processing based on legitimate interests;
- withdrawal of consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
How to exercise your rights
Requests may be sent to the Data Controller at [email protected]. The Data Controller will respond within the time limits laid down in Article 12 of the GDPR, normally without undue delay and in any event within one month of receipt of the request, which may be extended by a further two months in particularly complex cases.
Complaint to the Supervisory Authority
The data subject also has the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali, Piazza Venezia 11, 00187 Rome – www.garanteprivacy.it) or with the supervisory authority of the State in which they reside or work, and to bring proceedings before the competent court.
12. Changes to this Privacy Policy
The Data Controller reserves the right to update this Privacy Policy to reflect regulatory, organisational or technological changes. Updated versions will be published on this page together with the date of the latest update. Users are encouraged to review it periodically.
Last updated
October 2026