Privacy Policy
Last updated: 2 October 2026
In short
- Your data is handled by the cultural association 1 Ora da Roma, which runs Your Guide in Rome.
- We only use the data you give us (membership form, messages, bookings) to register you as a member, organise your tours and meet our legal obligations.
- With your consent only, we use Google Analytics to count visits and improve the website.
- We never sell your data and we do not use it for advertising.
- You can ask to see, correct or delete your data at any time by writing to info@yourguideinrome.com.
1.Who we are
The data controller, i.e. the organisation that decides how and why your personal data is processed, is:
- Controller
- Associazione culturale "1 Ora da Roma" (operating the website and brand Your Guide in Rome)
- Registered office
- Viale Tito Livio 67, 00136 Rome, Italy
- Tax code
- 96487690586
- Legal representative
- Olivera Radivojevic
- info@yourguideinrome.com
- Certified email (PEC)
- 1oradaroma@pec.it
We have not appointed a Data Protection Officer, as it is not required for our activity. For any question about your data, please use the contacts above.
2.What data we collect
Membership form
Participation in our tours is reserved for members of the association (see our Terms and conditions). When you fill in the membership form we collect, for each person you register:
- first name and last name;
- email address and phone number (optional);
- residence address;
- place and date of birth;
- any message you write about your tour, and the declarations you tick in the form.
To protect the form from spam and to keep a record of your request, we also record the date and time of submission, your IP address and the type of browser you used.
If you register other people (for example family members or friends travelling with you), please make sure they have read this policy. Data of children under 14 must be provided by a parent or legal guardian.
When you contact us
If you write to us by WhatsApp, email or phone, we receive your contact details and the content of your message, which we use to answer you and organise your experience.
Bookings and payments
To organise a tour we use the details of the participants and the services you request. Payments can be made via PayPal or with the other methods indicated at the time of booking (for example bank transfer). If you pay with PayPal, your card or account details are handled directly by PayPal: we never see or store them, and we only receive your name, email address, the amount paid and the transaction reference.
Browsing data
Like every website, the server that hosts our site automatically records some technical data when you visit a page (IP address, date and time, page requested, browser type). This data is used only to keep the website working and secure.
Statistics (only with your consent)
If you accept analytics cookies, Google Analytics collects information about how the website is used: pages visited, time spent, approximate location (country and city), type of device and how you reached us. We use it only in aggregate form to improve the website. We have disabled Google Signals and every advertising feature, and Google Analytics does not store IP addresses. You can change your choice at any time from Cookie settings.
Health and accessibility information
We do not ask for this kind of data. If you choose to tell us about mobility needs, health conditions or dietary requirements, we use this information only to organise your tour accordingly, on the basis of your explicit consent.
3.Why we use your data and on what legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Admitting you as a member and managing the membership (member register, association communications) | Membership relationship – Art. 6(1)(b) |
| Answering your requests and organising tours and services you ask for | Performance of a contract or steps taken at your request – Art. 6(1)(b) |
| Accounting and tax obligations (e.g. membership fee receipts) | Legal obligation – Art. 6(1)(c) |
| Protecting the website and forms from spam and misuse (Google reCAPTCHA, technical logs, IP address) | Legitimate interest in the security of our services – Art. 6(1)(f) |
| Website statistics with Google Analytics | Your consent, which you can withdraw at any time – Art. 6(1)(a) |
| Health, mobility or dietary information you decide to share | Your explicit consent – Art. 9(2)(a) |
| Establishing or defending legal claims, if needed | Legitimate interest – Art. 6(1)(f) |
We do not send newsletters or promotional messages, and we do not use your data for profiling or automated decision-making.
4.Is providing your data mandatory?
The fields marked with an asterisk (*) in the membership form are necessary: without them we cannot admit you to the association or organise your tour. Accepting analytics cookies is entirely optional and does not affect your use of the website.
5.Who receives your data
Your data is accessed only by the people in the association who need it, and is shared only with:
- our accountant, for accounting and tax purposes;
- Aruba S.p.A. (Ponte San Pietro, Italy), which hosts the website and our email on servers located in Italy;
- PayPal (PayPal (Europe) S.à r.l. et Cie, S.C.A., Luxembourg) and banks, only to process the payments you make;
- Google Ireland Limited, for Google Analytics (only with your consent) and for Google reCAPTCHA on the membership form;
- WhatsApp Ireland Limited, if you choose to contact us via WhatsApp;
- tour partners such as museums, ticket offices, licensed guides, transport and boat operators or restaurants, only with the data strictly needed to provide your service (e.g. the names on tickets);
- public authorities, when required by law.
Providers that process data on our behalf are bound by a data processing agreement (Art. 28 GDPR). PayPal, banks, Google and WhatsApp also act as independent controllers under their own privacy policies. We never sell your data or share it for marketing purposes.
6.Transfers outside the European Union
Some providers (Google, WhatsApp/Meta and PayPal) may process data in the United States. These transfers are covered by the European Commission's adequacy decision on the EU-US Data Privacy Framework of 10 July 2023, to which these companies are certified, and/or by the European Commission's Standard Contractual Clauses.
7.How long we keep your data
| Data | Retention period |
|---|---|
| Member register (membership form data) | 5 years from registration |
| Accounting records (membership fees, payments) | 10 years, as required by Italian law (Art. 2220 of the Civil Code) |
| Messages and requests that do not lead to a booking | 24 months |
| Google Analytics statistics | 14 months |
| Your cookie choice | 6 months |
| Technical server logs | For the short period needed for security, as set by our hosting provider (Aruba) |
At the end of these periods your data is deleted or made anonymous. It may be kept longer only if needed to establish or defend legal claims.
8.Your rights
Under the GDPR (Articles 15–22) you have the right to:
- access your data and receive a copy of it;
- correct inaccurate or incomplete data;
- delete your data, when it is no longer necessary or there is no legal reason to keep it;
- restrict the processing in the cases provided by law;
- receive your data in a structured, commonly used format and have it transmitted to another organisation (portability);
- object to processing based on our legitimate interest;
- withdraw your consent at any time, without affecting the lawfulness of the processing carried out before (for analytics cookies, just use Cookie settings).
To exercise your rights, write to info@yourguideinrome.com or to our certified email 1oradaroma@pec.it. It is free of charge and we will reply within one month.
If you believe your data is not being handled correctly, you can lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali, www.garanteprivacy.it) or with the supervisory authority of the EU country where you live.
9.Cookies
We use technical cookies that are necessary for the website to work and, only with your consent, Google Analytics cookies. All details are in our Cookie Policy. You can change your choice at any time from Cookie settings, also available at the bottom of every page.
10.Security
We protect your data with appropriate technical and organisational measures: the website uses an encrypted connection (HTTPS), the reserved area is password-protected and access to your data is limited to the people who need it.
11.Changes to this policy
We may update this policy, for example if the law or our services change. The date of the latest update is shown at the top of this page. In case of significant changes, we will inform you through the website.